- Submission Overview
- Publication Information
- Activity Log
1. Submission Overview
Your Submission Dashboard will automatically link to the last completed tab of the submission process under the "Workflow" tab, marked by a dark pink line on the top of the sub-tab. We will go over the "Submission", "Review", "Copyediting", and "Production" sub-tabs in more detail as we walk through the editing process.
For now, we will look at upper right menu options, as well as the "Publication" tab that will be available throughout the submission and editing process, allowing you to edit information about the publication until it is finally published.
2. Publication Information
When you select the "Publication" tab to the right of "Workflow", you will be presented with the current metadata on file for that submission. This information was created by whoever submitted the article (often the author, though depending on your workflow, it could also be an editor). Here, you can view or alter all relevant information about this article, divided into eight sections listed on the left side of the 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:
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.
Title & Abstract
Under this tab, you can edit the the title and abstract for the article. While your journal may have certain sections (editorials, back matter, complete issues, etc.) that do not require abstracts, we recommend having abstracts whenever possible, as they increase indexing by Google and Google Scholar.
Any text you place in the "Subtitle" section will appear in lighter gray text under the main title when published, as seen below:
This tab allows you to add new authors or delete contributors from an article, as well as edit existing contributor information. You can select "Add Contributor" in the upper right corner of the "List of Contributors" box to add a new author or translator to the article. Selecting the small blue arrow to the left of a currently listed contributor brings up a small menu, allowing you to Edit, Delete, or Add User.
The Edit option opens up a window similar below, identical to the window shown when selecting Add Contributor, although filled in with information submitted by the article's author. Note that any fields with a pink asterisk (*) are required, and the page will not allow you to save if you do not add or delete information in those fields.
Towards the bottom of this window, you will see two optional boxes you can check.
Principal contact for editorial correspondence will set this author as the main contact for the editorial workflow process, meaning that OJS will default to sending authors with this box checked any emails on editorial and review decisions.
Include this contributor in browse list simply means that this author's name will appear on the issue's table of contents when published. This is checked by default, but you may want to uncheck this for editorial/back matter material that technically don't have authors.
If the author did not already supply such information, you will have the option to add a user's ORCID iD, an online identifier that distinguishes researchers. Read more about ORCID iDs on our ORCID @ Indiana University LibGuide. You can choose to email the author and request an ORCID iD, or to delete the ORCID information. Your selection on this will depend on the policy of your journal.
The Delete option will remove the contributor from this article, but will NOT delete their overall account from the system. You can re-add their information at any time is desired.
The Add User option will allow you to not only add a contributor, but also create a user account for them within OJS simultaneously. This will allow you to not only add information about an author, but also loop them in on the editorial workflow, allowing them to receive emails; start discussions; etc. Make sure a user account doesn't already exist for this author by checking your journal's Users page.
This tab provides an opportunity for you to add metadata about your article, increasing its ranking in search results. You can provide Keywords (one- to three-word phrases that are used to indicate the main topics of a submission, used mostly for search results), Subjects (keywords your journal sets internally to differentiate submissions and content), Disciplines (types of study or branches of knowledge as described by university faculties and learned societies), and Type (nature or genre of the main content of the submission - the type is usually "Text", but may also be "Dataset", "Image", etc.).
While keywords are often selected by authors to describe their own works, we recommend editors set consistent guidelines for article subjects and disciplines to maintain consistency. You can ensure authors are required to submit keywords on the Submission Guidelines page.
This tab lists references made in the article. Each reference should be on a separate line. References should also remain on the final file/galley- this tab is mostly for indexing purposes.
Currently, references are required for anyone submitting articles. Our research has indicated that providing references on articles increases rankings on search results, but you can change this setting on the Submission Guidelines page.
Here, you can find your article's DOI. A DOI will be generated once an article is Scheduled for Publication, or assigned to a future issue.
Before the article is assigned to an issue, you will not see a DOI, as none has been reserved yet.
Once the article is assigned to an issue (but not necessarily published) a DOI will appear. Until the issue has been published, this DOI is considered reserved: this means that the DOI will not properly link until after publication, but it is uniquely assigned to this article, and can be safely placed on the final version of the article in preparation for final publication.
Once the issue is published, you will still be able to clear the DOI, but will be unable to make additional edits.
If you have any questions, or DOIs do not seem to be working for your journal, please contact firstname.lastname@example.org.
The term "Galley" refers to the final, ready-for-publication file of your article. Here is where you can upload and view a galley for your article once you are ready for publication. Select "Add galley" in the upper right corner of the "Galleys" box to add a new file.
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 the article has been published, you will be unable to change or remove the galley without unpublishing or creating a new version.
Permissions & Disclosure
In this tab, you can view and edit the copyright/permissions statement that will be attached to this article. By default, the Copyright Holder and Copyright Year boxes will be filled in with information consistent with your journal's overall copyright policy. For example, if your journal allows authors to retain copyright, the author's name will appear under Copyright Holder, and the current year will appear under Copyright Year. These can be overridden on an article-by-article basis here, or you can make changes to your journal's copyright policy by going to Settings > Distribution.
You also have the option to share a link to the full text of a license under License URL. This can be helpful for licenses with lengthy terms, such as Creative Commons licenses.
The final tab under Publication allows you to assign the article to an Issue, ensure the article is sorted to the correct Section, upload an article Cover Image, assign Page Numbers, set a Custom URL path, or set a custom Date Published. Most of this information will be filled out during the initial submission process or when scheduling for publication, but this tab allows editors to make any changes for articles that do not follow traditional editorial workflows.
For the Date Published, the publication date will be set automatically when the issue is published. Do not enter a publication date unless the article was previously published elsewhere and you need to backdate it.
Here is a screenshot of this tab for a published article:
3. Activity Log
By selecting the "Activity Log" button at the top right corner of the screen, you can view the history and any notes about the submission.
Under the "History" tab, you can view each email sent, file uploaded, and action taken by users attached to this article. For any emails sent or files uploaded, you have the option to the view the text of the email or download the file by selecting the small blue arrow to the left of the date the item was taken.
You can also click the "Notes" tab within this window to just view notes left by other editors and managers, and add one yourself.
By selecting the "Library" button at the top right corner of the screen, you will view your journal's Submission Library.
The Submission Library can hold any files you may want your authors, reviewers, editors, or other users to consult. Every user within the system has access to this library during the submission process, and it can be used to store important documents and policies that don't fit easily into the various text boxes available throughout OJS. Feel free to use this feature as much or as little as you please.