- Production Dashboard
- Add Production/Layout Editors
- Production Discussions
- Upload Galley
- Schedule for Publication531699739
The last stage of the submission process prior to publication is Production. The Production tab includes three two new boxes: "Production Ready Files" , and "Production Discussions", and "Galleys". 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.
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.
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.
Make sure to select which participants you want this particular discussion to be visible to- there may be some discussion you want to keep restricted to editors as well as some in which the author needs to receive updates. After writing your message, you can also choose these discussions as a place to store and send files that are not necessarily ready for placement in the "Production Ready Files" box but still need to be examined. Discussions can be an excellent way to share revisions or rough drafts.
4. Upload Galley
The "Galleys" box will hold the various layout galleys you want to apply to your submission to make sure it is consistent with the desired layout of your journal. To create a new galley, select the blue "Add Galley" button in the upper right corner of the "Galleys" box. Upload your galley through the pop-up window, and be sure to specify its format as well as whether it should available through a separate website.
5. Schedule for Publication
Once your galley is loaded and applied to the submission, be sure to upload the absolute final copy of your article into "Production Ready Files" by selecting “Upload File” link 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" Production Ready Files” box. The file you upload at this stage should be the file you want on your journal's website for everyone to access. Once the editing process if officially complete, feel free to inform your editors and author through the Discussions feature.
Select the blue "Schedule For Publication" button on the right side of the screen to officially graduate this article from the submission process.
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 haven't already created an issue, check the Future Issues section of the "Issues" tab on your left sidebar. You do not have any issues, you will need to create an issue there in order to properly assign your submission. The drop-down menu - 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. You also have the option to add page numbers- note that this window is the only place you can edit page numbers. Finally, you can also choose to attach certain permissions or a license to this article. Make sure whatever you choose is in line with your overall copyright and licensing policy, which you can view or change on the Permissions page under Distribution Settings.
You will still be able to access and edit the Submission Dashboard for these articles until the entire issue is 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.