1. Production Dashboard
The last stage of the submission process prior to publication is Production. The Production tab includes two new boxes: "Production Ready Files" and "Production Discussions". The copyedited version of the article should be accessible under "Production Ready Files. In order to confirm publication, however, you will need to assign some form of production or layout editor. In the "Participants" box on the right side of the page, select the "Assign" button in the upper right corner.
2. Add Production/Layout Editors
There are several roles that may be useful at this stage, including ones you may have created yourself with the help of the Updated Roles page, but the default roles you'll want to select from the first drop-down menu include layout and production editors. Once you select a relevant user, you can tailor your message towards the specific task you want them to complete. At this stage you may want them to conduct final proofreading, provide a galley for the article, or work with the layout in a different format. Whatever role or user you select, as soon as you choose at least one user, you can continue on with production.
3. Production Discussions
The "Production Discussions" box provides you, your production editors, and the submission's author a chance to inform each other of revisions and communicate using the system. Select "Add discussion" in the upper right corner of this box to see your options.
4. Upload Galley
As soon as you enter the production stage, you will notice a blue notification indicating that the article is "Awaiting Galleys". This indicates that the article needs to have a final file, or galley, attached to the article in order to schedule for publication. To attach a galley, select the "Publication" tab next to the "Workflow" tab we have been working in for most of the editorial process. This is located above the four tabs (Submission, Review, Copyediting, Production) of the editorial workflow.
You will be taken to the Publication Information for this article. You will now need to select the "Galleys" tab, third from last on the left side of this page.
You will now have the ability to upload a galley to this article. Select "Add galley" in the upper right corner of the "Galleys" box.
When you add a new galley, you will be asked to provide a Gallery Label. This refers to the small amount of white text that will appear on the file button users can press to view your article:
Generally, we recommend PDF files, so it best to label your galleys as "PDF" or "pdf" depending on aesthetic preference. You will also have the option to set the language of the article, or add a unique end to the URL of the article's web page.
Once you have a galley uploaded, you are now ready to schedule for publication.
5. Schedule for Publication
In order to be published, your submission must be assigned to an issue. If you do not have any issues, you will need to create an issue in order to properly assign your submission- you can learn about creating/managing issues on this wiki's Issues page. If you have issues available, then you are ready to select the white "Schedule for Publication" button that appears at the upper right corner of the Publication tab.
This window will allow you to assign submissions to both future and back issues in case you need to upload an article to an issue that has already been published.
If your journal is set up to assign DOIs to each article, go to the Identifiers tab and click the "Assign" button next to the DOI field. The identifier will auto-populate using the DOI "recipe" of Volume, Issue, and/or ID defined in the DOI plugin settings. If you receive an error that a DOI cannot be assigned, additional details can be found on this guide's DOI page.
You will not be able to edit information in the Publication tab once the issue this article has been scheduled for publication. If you do need to make changes to an article that has already been published, you have two options:
Unpublishing will simply move the article out of the published issue. Once you make any changes, select "Schedule for Publication" once more to reassign the article to the issue, or add it to a new issue. Since the article was previously published, it will ensure you want to keep the original publication date or DOI:
Our system now supports versioning of articles. Creating a new version will create an identical record to your current publication, but allow you to make any changes while ensuring the original article remains intact. This method can be useful if you need to make serious textual changes or a retraction, and want to keep the original version up for the sake of transparency. Once the new item is created, it will use the same submission dashboard: you will now have the ability to switch between the different Versions, visible next to the Publication Status of the item.
Note that you can assign a submission to a future issue before scheduling it.
Steps to only assign a submission to a future issue:
- Go to Publication > Issue
- Click Assign
- Assign to an unpublished issue.
- When the publish modal pops up, click the X to not schedule it for publication.
The submission will remain in the queue. When the submission is ready for publication, you will need to go in and schedule it for publication.
Go to the next page for instructions on how to publish your issue.