Topic: General information about invitation and confirmation letters for authors and participants

We want to adapt the layout of the letters for invitation to participate, visa invitation and for the confirmation letters for participants, confirming their attendance. What options do we have?

(A German version of this article is available.)

The layout and the content of the confirmation letters for authors and invitation to participate, the visa invitation letter, the confirmation letter for participants and the acknowledgement letter for reviewers and/or program committee members have been chosen with care by ConfTool GmbH and can only be adapted to a certain degree.

Regarding the graphic layout, a header image, footer image, scan of a signature, and background image can be included.
You can also upload a signature yourself. Please follow the hints here: Setting invitation letters, including logos, headers and footers.
If you want us to include a specific header, footer or background or have difficulty uploading the signature, please send us the corresponding files in high resolution and we will integrate the images for you. Hint: The signature can be different for each of the four letters, while the header, footer and background image will always be the same.

Details that can be changed for invitation and confirmation letters include:

Access conditions: You can choose for each different letter who will have access. Please check all four options "Access Condition for XXX" for each type of letter and choose the setting that fits your needs (see image 1).
Access phase: Always make sure that the relevant modules are activated (option "Enable Module and Select Start and End Date"). Continue to define a phase during which users will have access to the letters in their user accounts by choosing appropriate settings for the option "Set Start and End Date" (see image 1). We recommend not letting users have access to invitation letters because of the danger of immigration fraud.
Font family: You can choose from four different fonts (see image 2). The fonts are limited to these listed open-source fonts as commercial fonts would require a license for each font.
Font size: You can choose between normal and smaller font size (see image 2). Please use the smaller font size if you add information to the letters and in consequence they are longer than one page.
Address format, issuer name and address, location, date, etc.: In the following section, you can define the address format, issuer name, location, date and more. All entries made here will appear on all letters (see image 3).
List submissions: As per default, on the letter of invitation for participation and the letter of confirmation, the submissions that will be presented by the user are listed. In the section "Display Options for the List of Presented Contributions (Invitation and Confirmation Letter)" you can further define, how much information will be displayed. Moreover, all presentations can be displayed on the visa invitation letter when you activate the option "List Presented Contributions on the Visa Letter" (see image 4).
Modify text: You can always change and adapt the wording of all confirmation letters. Please go to the section "Modify the Text of the Confirmation Letters" and click on any of the "Update the wordings…" links (see image 5). You can use HTML and CSS commands (please use double quotes for HTML attributes!) to change the formatting of the text. Here are some ideas of what you can do:
- You can add HTML styles to the span element (please note that the style attribute does not work in many other elements).
- You can center the text when you use "text-align: center;" .
- Set the font size by using "font-size: XXpt;" .
- You can define a line height to create more space between lines with "line-height: XXpt;" (height in point). Please note that the line height should be bigger than the font size. Here is an example: Example
 Alternatively you can use a line height related to the current font size by using "line-height: x.x;" (x.x is the factor of the regular height for this font).
- Kindly read through the manual Edit Wordings and Phrases: HTML Basics for more information.
- Please do not use double breaks as they will create a new paragraph and delete the style definitions. If you really need to create several blank lines use a non-breaking space between the break elements, e.g.     .
- You can find PDF files with all language keys / codes displayed below. Please also refer to this page for further information: Making the keys/codes visible that are used for the phrases of ConfTool Pro
- Please note that all PDF files are generated at the moment the user accesses the file. Therefore, the same overall settings are applied for all users, and you cannot customize the files for each user individually, e.g. by editing the wording and phrases for one user only.

If you encounter any problems or have any further questions, we are happy to assist you. Simply drop us a line.

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