1.1

1.2

1.2.1

1.2.2

1.2.3

1.2.4

1.2.5

1.2.6

1.2.7

1.3

1.3.1

1.3.2

1.4

1.4.1

1.4.2

1.4.3

1.4.4

1.5

1.5.1

1.5.2

1.6

1.6.1

1.6.2

1.6.3

1.6.4

1.7

1.7.1

1.7.2

1.8

1.8.1

1.8.2

1.8.3

1.9

1.9.1

1.9.2

1.10

1.10.1

1.10.2

1.10.3

TableofContentsPreface

Chapter1:Introduction

Background

OJSFeatures

What'sNewinOJS3

ReaderInterface

EditorialInterfaceakatheDashboard

CommunityContributions

Support

Chapter2:InstallingandUpgrading

Installation

Upgrading

Chapter3:UserAccounts

RolesinOJS

RegisteringwithaJournal

ViewingandChangingyourProfile

ResettingyourPassword

Chapter4:SiteAdministration

SiteManagement

AdministrativeFunctions

Chapter5:Settings

JournalSettings

WebsiteSettings

WorkflowSettings

DistributionSettings

Chapter6:Issues

FutureIssues

BackIssues

Chapter7:UsersandRoles

Users

Roles

SiteAccessOptions

Chapter8:Tools

Import/Export

Statistics

Chapter9:Authoring

RegisteringwiththeJournal

SubmittinganArticle

RespondingtoaReview

2

1.10.4

1.10.5

1.10.6

1.11

1.11.1

1.11.2

1.11.3

1.11.4

1.11.5

1.12

Re-submittingforReview

RespondingtoaCopyeditingRequest

RespondingtoaProofreadingRequest

Chapter10:EditorialWorkflow

Tasks

Submissions

Review

Copyediting

Production

Chapter11:Reviewing

3

LearningOJS3:AVisualGuidetoOpenJournalSystems

Copyright:SimonFraserUniversityholdsthecopyrightforworkproducedbythePublicKnowledgeProjectandhasplaceditsdocumentationunderaCreativeCommonsAttribution4.0InternationalLicense.

Preface

4

Chapter1:IntroductionOpenJournalSystems(OJS)isanopensourcesolutiontomanagingandpublishingscholarlyjournalsonline.OJSisahighlyflexibleeditor-operatedjournalmanagementandpublishingsystemthatcanbedownloadedforfreeandinstalledonalocalWebserver.

Ithasbeendesignedtoreducethetimeandenergydevotedtotheclericalandmanagerialtasksassociatedwitheditingajournal,whileimprovingtherecord-keepingandefficiencyofeditorialprocesses.Itseekstoimprovethescholarlyandpublicqualityofjournalpublishingthroughanumberofinnovations,includingenhancingthereaderexperience,makingjournalpoliciesmoretransparent,andimprovingindexing.

ThisbookcoversOJSversion3.0,releasedinAugust2016,andfeaturessignificantenhancementsoverthepreviousversionsofthesoftware.Wehopeyoufindithelpfulforyourpublishingprojects.

Chapter1:Introduction

5

BackgroundOJSisajournal/websitemanagement/publishingsystem.OJScoversallaspectsofonlinejournalpublishing,fromestablishingajournalwebsitetooperationaltaskssuchastheauthor'ssubmissionprocess,peerreview,editing,publication,archiving,andindexingofthejournal.OJSalsohelpstomanagethepeopleaspectsoforganizingajournal,includingkeepingtrackoftheworkofeditors,reviewers,andauthors,notifyingreaders,andassistingwiththecorrespondence.

OJSisflexibleandscalable.AsingleinstallationofOJScansupporttheoperationofoneormanyjournals.EachjournalhasitsownuniqueURLaswellasitsownlookandfeel.OJScanenableasingleeditortomanageallaspectsofajournalandthejournal'swebsite,orOJSwillsupportaninternationalteamofeditorswithdiverseresponsibilitiesforajournal'smultiplesections.

OJSsupportstheprincipleofextendingaccess.Thissystemisintendednotonlytoassistwithjournalpublishing,buttodemonstratehowthecostsofjournalpublishingcanbereducedtothepointwhereprovidingreaderswith"openaccess"tothecontentsofthejournalbecomesaviableoption.ThecaseforopenaccessisspelledoutoverawideseriesofarticlesstemmingfromthisprojectwhicharefreelyavailableunderResearch>PublicationsonthePublicKnowledgeProjectwebsite.

TheoriginsofOJS.Thesystemwasfirstreleasedin2001asaresearchanddevelopmentinitiativeattheUniversityofBritishColumbia,withthesupportoftheSocialSciencesandHumanitiesResearchCouncilofCanada,theMaxBellFoundation,thePacificPressEndowment,andtheMacArthurFoundation.ItscontinuingdevelopmentiscurrentlyoverseenbytheSimonFraserUniversityLibrary.Formoreinformation,seethePublicKnowledgeProjectwebsite.

Background

6

OJSFeaturesOJSincludesthefollowingfeatures:

1. OJSisinstalledlocallyandcontrolledlocally2. Editorsconfigurerequirements,sections,reviewprocess,etc.3. Onlinesubmission,double-blindreview,andmanagementofallcontent4. Comprehensiveindexingofcontent5. Responsive,themablereaderinterface6. Emailnotificationforreaders7. Completecontext-sensitiveonlineHelpsupport8. Multilingualsupport

OJSFeatures

7

What'sNewinOJS3OJS3issignificantlydifferentthanitspredecessor,OJS2.Itincludesenhancementsandnewfeaturesdevelopedfromcommunityfeedback,extensiveusabilitytesting,andnewsoftwaredesigncapabilities.

EditorialDiscussions

Tohelptrackthecommunicationsthatareacriticalpartofasubmission'sworkflow,OJS3hasanewinternaldiscussionfeatureforeacheditorialstage(Submission,Review,Copyediting,Production).Discussionsworkmuchlikeanonlineforum—ausercreatesadiscussiontopic,invitesotherstoparticipate,andsendsamessage(includingwithattachments):

Anyoneinvolvedwiththesubmissioncanbeincludedinadiscussion(theeditor,sectioneditors,authors,copyeditors,etc.).Recipientsreceiveanemailnotificationtoinformthemofthenewmessage.Replieshappenjustlikeinablogcommentorforumpost:

Andtheentirediscussionthreadbecomesapartofthepermanenteditorialhistory.

FlexibleWorkflow

OJS3consistsof4editorialstages:Submission,wherenewsubmissionsaredealtwith(rejected,assignedtosectioneditors,etc.);Review,wherepeerreviewandauthorrevisionstakeplace;Copyediting,wherethereviewedandrevisedfilesaresentforcopyediting;andProduction,wherethefinal,copyeditedversionisconvertedintopublishableformats(PDF,HTML,etc.),proofread,andscheduledforpublication.

Toincreaseeditorialflexibility,youcaneasilymoveasubmissionfromonestagetoanotherwithoutcompletinganyofthepossibletasksonthatstage.Youdon’tdocopyediting?Noproblem,justskipitwiththeSendtoProductionbutton.

Youcanalsoinvolveanyusersyouwishwithineachstage.Ifyourjournaldoesn’tinvolvetheauthorsinproofreading,youcansimplyexcludetheminthediscussion.

What'sNewinOJS3

8

FlexibleRoles

Inadditiontomakingtheworkflowmoreflexible,youcannoweasilychangethenamesofexistingroles.Ifyou’dratherhaveProductionManagersratherthanJournalManagers,youcansimplyrenamethatrole.

Aswell,ifyouwanttocreateanewrole,youcandothatto.OJS3let’syoumakeupanyroleyouwish,andassociatewithany(orall)stagesoftheworkflow.

Youcanalsoconfigurecustomrolestohavesimilarpermissionstoexistingroles,suchasauthors,reviewers,sectioneditors,etc.Forexample,ifyoucreateanewEditor-in-Chiefrole,youcouldgivethatroleaccesstoall4editorialstages,andthesamepermissionsaseditorsandjournalmanagers(theabilitytodoanythingwiththejournalsettingsandanythingwithsubmissions).

FlexibleTaskAccess

AcommonannoyancewithOJS2wastheneedtoswitchrolestododifferenttasks.Forexample,ifyouwereauserenrolledasbothaJournalManagerandanEditor,youhadaccesstoboththesubmissionsaswellasthejournalsettings.However,ifyouwereinthemiddleofeditingasubmission,butrealizedyouneededtotweakasettingonthewebsite,youneededtogotoyouruserhomepage,selectyourroleasJournalManager,gototheJournalManagerhomepage,andthenselecttheappropriatesetting.InOJS3,ifyouareloggedinasauserwithpermissiontoaccessboththesubmissionsandthejournalsettings,younolongerneedtomakethatcomplicatedswitch.Thesettingsaresimplyavailableintheleftsidebar.

SubmissionFiles

InOJS2,authorscansubmitasingle“main”file(typicallythearticlemanuscript)andthenother“supplementary”filesthatarehandleddifferently.InOJS3,theauthorcannowuploadanunlimitednumberofmainfiles(articlemanuscript,images,tables,datasets,etc.),usingtheAddAnotherFileoption.

What'sNewinOJS3

9

Thesecanallbemadeavailableaspartofthepeerreviewprocess,aswellasintheCopyeditingandProductionstages.

Theaimhereistoreducetheartificiallyimposeddistinctionbetweenthearticlemanuscriptandanyotherfiles.Forexample,imagesoffiguresarecentraltothemanuscriptandshouldhavetheoptionofbeingtreatedaspartofthemainsubmission.

CustomizableInterface

Inadditiontomakingtheworkflowmorecustomizable,wehavealsomadetheuserinterfacemoreflexible.InOJS2,creatinganewthemewasoftenachallengeduetotheextensivenumberofstylesheetsthatneededtobemodified.Toreducethisburden,wehaveseparatedthestylesheetsandunderlyingtemplatesfortheadministrativeinterfaceandthereaderinterface.

Thisbringstwobenefits:first,userswhoworkwithmultipleOJS3journals(e.g.,asaneditorforone,anauthorforanother,andreviewerforathird)willalwayshavethesameuserexperienceintheadministrativeinterface—itwillalwayslookthesameontheinside;second,separatingoutthereaderinterfacetemplatesandstylesheetsmeansthattheywillbesignificantlysmallerandeasiertomodify.

BootstrapTheming

OJS3allowsyoutouploadbootstrapthemes,makingiteasierforyourjournaltohaveauniquelook.

ResponsiveDesign

Lackofresponsiveness(theabilityofthejournal’swebpagetoadjusttothereader’sscreensize—fromaphone,totablet,todesktopcomputer)wasamajorissueforOJS2.TheOJS3readerinterfaceisfullyresponsive.

SimplerRegistration

Toeaseregistrationfornewusers,we’veprioritizedasmallsetofrequiredfieldsonasinglescreen(e.g.,name,affiliation,email,etc.),andallowtheregistrationtoproceedoncethosefewarecompleted.

What'sNewinOJS3

10

Thenewusercanthenproceeddirectlytomakeasubmissionoracceptareviewrequest.Shehastheoptiontofillinamorecompleteprofileifshewishes,orcanbeaskedbytheeditortofillindetailsatalaterpoint(suchasuponacceptanceofhersubmission).

What'sNewinOJS3

11

ReaderInterfaceBydefault,OpenJournalSystemsisinstalledwithaverysimple,functionaluserinterface.Thisincludesatopheader,navigationbar,navigationblockstotheright,andamaincontentblockinthemiddleofthepage.

ThefollowingimageisascreenshotofanOJSDemonstrationJournalTableofContents.

Youcanseefromthescreenshotthattheuserfunctionsnowexistfromyourprofilemenuatthetoprightofthescreen.ThistakesthemanagerialcontentinOJS3awayfromgeneraluserview.Sidebarinformationisclearlybrokenout,aswellasyourtopnavigationbarwithcollapsiblemenusforthe"About"functions.LikeOJS2,eacharticlehasalinkedtitleforviewingobjectmetadataandabstracts,andgalleysarenowclearlylabeledbelowthetitleswithclearerlogos.

ReaderInterface

12

EditorialInterfaceakatheDashboardOJS3nowhasaseparateinterfaceonceyoulogintotheeditorialsystem.Thisnotonlymakesiteasiertocustomizethereaderinterface,butalsoprovidesOJSusersofdifferentjournalsaconsistentexperience.

Theeditorialinterfaceisknownasyourdashboardandconsistsofthefollowingelements:

1. TopNavigationBar:Totheleft,youwillfindthenameofthejournalyouarecurrentlyworkingwith(e.g.,JournalofPublicKnowledge).IfyouareenrolledinmorethanonejournalonthisOJSinstallation,youcanusethistoswitchbetweenjournals.Totheright,youcanswitchlanguagesifthejournalismultilingual,viewthereaderinterface,orclickonyourusernametoviewyourprofileorlogout.

2. LeftMenuPanel:Thesearethemajorsectionsofthedashboard,includingyourtasks(itemsneedingimmediateattention),thesubmissions,issuemanagement,settings,userandrolemanagement,andtools.Userswithfewerpermissions(e.g.,Authors)willseefewerlinkshere.

3. BlueNavigationBar:Thesemenuchoicesarespecifictothedifferentsectionsoftheeditorialworkflow.Metadata,EditorialHistory,andSubmissionLibraryareallpartofthesubmissionrecordvisiblebelow.

4. MainPanel:Inthemainpanelyouwillseethecurrentworkarea.Intheimageabove,youarelookingatasubmissionrecord.

5. MainPanelSub-Menus:WithintheMainPanel,youwilloftenseetabsthatallowyoutoviewdifferentinformationaboutthecontentbeingworkedon.Inthisexample,thesubmissionrecordisbrokenfoursections(Submission,Review,Copyediting,Production).NoticetheHelptabtotheright,whichprovidescontext-sensitivehelpforthepageyouarecurrentlyviewing.

6. RightPanel:Fromhere,youcanseetheactionbuttons,suchasScheduleforPublication.Differentpageshavedifferentactionbuttons.BelowtheactionbuttonsistheParticipantstable,whichlistseveryone(exceptReviewers)involvedinthesubmission.

EditorialInterfaceakatheDashboard

13

CommunityContributionsTheOJSteamencouragescontributionsfromthedevelopercommunity.IfyouareinterestedingettinginvolvedinmakingOJSevenbetter,wewelcomeyourparticipation.

ExcellentexamplesofcommunitycontributionsincludethevastarrayoflanguagesthatOJSisavailablein;andthird-partypluginspostedtothecommunityforumandthearchivedforumpage.

Wealsowelcomesoftwaretestingandbugreportingcontributions.

CommunityContributions

14

SupportAcommunityforumandissuereportingsystemfortechnicalissuescanbeaccessedviathePKPwebsite.

Forquestionsaboutaparticularjournalsite,suchassubmissionrequirements,contactthatjournaldirectly,usingthecontactinformationlistedonthejournal'sAboutpage.

Support

15

Chapter2:InstallingandUpgradingThischaptercovershowtoinstallOJS3forthefirsttime,andhowtoupgradeanexistinginstallationrunningOJS2.x.

Chapter2:InstallingandUpgrading

16

InstallationOpenJournalSystems(OJS)hasbeendevelopedbythePublicKnowledgeProject.ForgeneralinformationaboutOJSandotheropenresearchsystems,visitthePKPwebsiteathttp://pkp.sfu.ca/.

LicensingOJSislicensedundertheGNUGeneralPublicLicensev2.Seethefiledocs/COPYINGforthecompletetermsofthislicense.

ThirdpartiesarewelcometomodifyandredistributeOJSinentiretyorpartsaccordingtothetermsofthislicense.PKPalsowelcomespatchesforimprovementsorbugfixestothesoftware.

SystemRequirementsRecommendedserverrequirements:

*PHP>=5.3.7

*MySQL>=4.1orPostgreSQL>=9.1.5

*Apache>=1.3.2xor>=2.0.4xorMicrosoftIIS6

*Operatingsystem:AnyOSthatsupportstheabovesoftware,including

Linux,BSD,Solaris,MacOSX,Windows

AsPKPdoesnothavetheresourcestotesteverypossiblecombinationofsoftwareversionsandplatforms,noguaranteeofcorrectoperationorsupportisimplied.WewelcomefeedbackfromuserswhohavedeployedOJSonsystemsotherthanthoselistedabove.

RecommendedConfigurationAsecuredeploymentcanbebestachievedbyusingthefollowingpolicies:

*DedicateadatabasetoOJS;useuniquecredentialstoaccessit.

Configurethisdatabasetoperformautomatedbackupsonaregular

basis.Performamanualbackupwhenupgradingorperforming

maintenance.

*ConfigureOJS(config.inc.php)touseSHA1hashingratherthanMD5.

*ConfigureOJS(config.inc.php)touseforce_ssl_loginsothat

authenticateduserscommunicatewiththeserverviaHTTPS.

*InstallOJSsothatthefilesdirectoryisNOTasubdirectoryof

theOJSinstallationandcannotbeaccesseddirectlyviatheweb

server.Restrictfilepermissionsasmuchaspossible.Automated

backupsofthisdirectoryshouldberoughlysynchronizedwith

databasebackups.

DownloadOJScanbedownloadedfromthePublicKnowledgeProjectwebsite.

Installation

Installation

17

PleasereviewthisdocumentandtheRELEASEdocumentpriortoinstallingOJS.Ifyouencounterproblems,pleasealsoseetheFAQdocumentinthisdirectory.

ToinstallOJS:

1.ExtracttheOJSarchivetothedesiredlocationinyourweb

documentsdirectory.

2.Makethefollowingfilesanddirectories(andtheircontents)

writeable(i.e.,bychangingtheownerorpermissionswithchownor

chmod):

*config.inc.php(optional--ifnotwritableyouwillbeprompted

tomanuallyoverwritethisfileduringinstallation)

*public

*cache

*cache/t_cache

*cache/t_config

*cache/t_compile

*cache/_db

3.Createadirectorytostoreuploadedfiles(submissionfiles,etc.)

andmakethisdirectorywriteable.Itisrecommendedthatthis

directorybeplacedinanon-web-accessiblelocation(orotherwise

protectedfromdirectaccess,suchasvia.htaccessrules).

4.Openawebbrowserto<http://yourdomain.com/path/to/ojs/>and

followtheon-screeninstallationinstructions.

Alternatively,thecommand-lineinstallercanbeusedinsteadby

runningthecommand"phptools/install.php"fromyourOJSdirectory.

(Note:withtheCLIinstalleryoumayneedtochown/chmodthepublic

anduploadedfilesdirectoriesafterinstallation,iftheApache

userisdifferentfromtheuserrunningthetool.)

5.Recommendedadditionalstepspost-installation:

*Reviewconfig.inc.phpforadditionalconfigurationsettings

*ReviewtheFAQdocumentforfrequentlyaskedtechnicaland

serverconfigurationquestions.

Installation

18

UpgradingNote:Beforeupgradingyourinstallation,performacompletebackupofyourdatafilesanddatabase.Iftheupgradeprocessfails,youwillneedtorecoverfrombackupbeforecontinuing.

IfyouareusingPHPSafeMode,pleaseensurethatthemax_execution_timedirectiveinyourphp.iniconfigurationfileissettoahighlimit.Ifthisoranyothertimelimit(e.g.Apache's"Timeout"directive)isreachedandtheupgradeprocessisinterrupted,manualinterventionwillberequired.

UpgradingfromOJS2.0.x,2.1.x,2.2.x,or2.3.xInordertoupgradefromtheseolderbranchesofOJS,youwillfirstneedtoupgradetoanintermediateversionofOJS2.4.x.DownloadthelatestcopyofOJS2.4.xandfollowtheupgradeinstructionsincludedthere,thenreadthedocs/UPGRADEdocumentincludedinthispackagetocontinuetheupgradefromthere.

UpgradingfromOJS2.4.xOJS3.xisamajorrewriteofOpenJournalSystems,introducingnumerousnewconceptsanddifferentapproaches.Theupgradeprocessfrom2.xto3.xdoesitsbesttoadaptoldcontenttothenewstructures,butwestronglyrecommendperformingatestupgradeandexploringthenewsystembeforecommittingyourcontenttotheupgrade.Downgradesfrom3.xto2.xwillnotbesupported.

UpgradingtothelatestversionofOJSinvolvestwosteps:

-ObtainingthelatestOJScode

-UpgradingtheOJSdatabase

Itishighlyrecommendedthatyoualsoreviewthereleasenotes(docs/RELEASE)andotherdocumentationinthedocsdirectorybeforeperforminganupgrade.

ObtainingthelatestOJScodeTheOJSsourcecodeisavailableintwoforms:acompletestand-alonepackage,andfromread-onlygithubaccess.

1)FullPackage

ItisalsopossibletoupgradebydownloadingthecompletepackageforthelatestreleaseofOJS:

-DownloadanddecompressthepackagefromtheOJSwebsite

-Makeacopyoftheconfig.inc.phpprovidedinthenewpackage

-MoveorcopythefollowingfilesanddirectoriesfromyourcurrentOJS

installation:

-config.inc.php

-public/

-Youruploadedfilesdirectory("files_dir"inconfig.inc.php),ifit

resideswithinyourOJSdirectory

-ReplacethecurrentOJSdirectorywiththenewOJSdirectory,movingthe

oldonetoasafelocationasabackup

-BesuretoreviewtheConfigurationChangessectionofthereleasenotes

indocs/release-notes/README-(version)forallversionsbetweenyour

originalversionandthenewversion.Youmayneedtomanuallyadd

newitemstoyourconfig.inc.phpfile.

Updatingfromgithubistherecommendedapproachifyouhavemadelocalmodificationstothesystem.

Upgrading

19

2)git

IfyourinstanceofOJSwascheckedoutfromgithub(seedocs/README-GIT),youcanupdatetheOJScodeusingagitclient.

ToupdatetheOJScodefromagitcheck-out,runthefollowingcommandfromyourOJSdirectory:

$gitrebase--onto<new-release-tag><previous-release-tag>

Thisassumesthatyouhavemadelocalchangesandcommittedthemontopoftheoldreleasetag.Thecommandwilltakeyourcustomchangesandapplythemontopofthenewrelease.Thismaycausemergeconflictswhichhavetoberesolvedintheusualway,e.g.usingamergetoollikekdiff3.

"TAG"shouldbereplacedwiththegittagcorrespondingtothenewrelease.OJSreleaseversiontagsareoftheform"ojs-MAJOR_MINOR_REVSION-BUILD".Forexample,thetagfortheinitialreleaseofOJS3.0.0is"ojs-3_0_0-0".

ConsulttheREADMEofthelatestOJSpackageortheOJSwebsiteforthetagcorrespondingtothelatestavailableOJSrelease.

Notethatattemptingtoupdatetoanunreleasedversion(e.g.,usingtheHEADtagtoobtainthebleeding-edgeOJScode)isnotrecommendedforanyoneotherthanOJSorthird-partydevelopers;usingexperimentalcodeonaproductiondeploymentisstronglydiscouragedandwillnotbesupportedinanywaybytheOJSteam.

UpgradingtheOJSdatabaseAfterobtainingthelatestOJScode,anadditionalscriptmustberuntocompletetheupgradeprocessbyupgradingtheOJSdatabaseandpotentiallyexecutingadditionalupgradecode.

Thisscriptcanbeexecutedfromthecommand-lineorviatheOJSwebinterface.

1)Command-line

IfyouhavetheCLIversionofPHPinstalled(e.g.,/usr/bin/php),youcanupgradethedatabaseasfollows:

-Editconfig.inc.phpandchange"installed=On"to"installed=Off"

-RunthefollowingcommandfromtheOJSdirectory(notincludingthe$):

$phptools/upgrade.phpupgrade

-Re-editconfig.inc.phpandchange"installed=Off"backto

"installed=On"

2)Web

IfyoudonothavethePHPCLIinstalled,youcanalsoupgradebyrunningaweb-basedscript.Todoso:

-Editconfig.inc.phpandchange"installed=On"to"installed=Off"

-OpenawebbrowsertoyourOJSsite;youshouldberedirectedtothe

installationandupgradepage

-Selectthe"Upgrade"linkandfollowtheon-screeninstructions

-Re-editconfig.inc.phpandchange"installed=Off"backto

"installed=On"

Upgrading

20

Chapter3:UserAccountsOJSusesacomprehensiverolessystemtodivideworkbetweenusers,assignworkflows,andlimitaccesstodifferentpartsofthesystem.

SinceoneinstallationofOJScanhostmultiplejournals,userscanbeenrolledindifferentrolesformorethanonejournal.Forexample,onepersoncouldbebothaneditorandauthorforthesamejournal,aswellasbeingonlyanauthorinonejournal,areviewerinanother,andaneditorinathird.

Whenauserlogsintothesystem,theywillbetakentotheirDashboard.Fromhere,theywillseeallofthefunctionsofthesystemtowhichtheyhaveaccess.Forexample,aReviewerwillonlyseethesubmissiontheyhavebeenassignedtoreview,whileanEditorwillseeallofthesubmissionsintheeditorialworkflow.

Chapter3:UserAccounts

21

RolesinOJSTheOJSworkflowrevolvesarounddifferentrolesfordifferentusers,allowingthemaccesstodifferentpartsoftheworkflow,anddifferentpermissionsandresponsibilities.

MajorrolesincludeSiteAdministrator,JournalManager,Editor,SectionEditor,Author,Reviewer,Copyeditor,LayoutEditor,Proofreader,andReader.

OJS3alsoincludesadditionalrolessuchasTranslatorandDesigner.Youcanalsocreatenewrolesorrenameexistingones.MoreinformationonconfiguringrolesisavailableinChapter5.

SiteAdministratorTheSiteAdministratorisresponsiblefortheoverallOJSinstallation,ensuringtheserversettingsareaccurate,addinglanguagefiles,andcreatinganynewjournalsontheinstallation.TheSiteAdministratoraccountiscreatedaspartoftheinstallationprocess.UnlikeallotherOJSroles,therecanonlybeoneSiteAdministrator.

SeeChapter4:SiteAdministrationformoredetails.

JournalManagerTheJournalManagerisresponsibleforsettingupthejournalwebsite,configuringthesystemoptions,andmanagingtheuseraccounts.Thisdoesnotinvolveanyadvancedtechnicalskills,butentailsfillingoutweb-basedformsanduploadingfiles.

TheJournalManageralsoenrollstheEditors,SectionEditors,Copyeditors,LayoutEditors,Proofreaders,Authors,andReviewers.

TheJournalManageralsohasaccesstothejournal'sothermanagementfeatures,andcancreatenewSectionsforthejournal,setupReviewForms,editthedefaultEmails,managetheReadingTools,viewStatisticsandReports,andmore.

ManyJournalManagersalsoenrollasEditors,allowingthemtoeasilymanageboththejournalsettingsaswellassubmissionsintheeditorialworkflow.

Note

AlthoughtheJournalManagerisajournal-specificrole,journalmanagersshouldgenerallybeconsideredsystem-widetrustedusers,astheyhavetheabilitytoassumetheidentitiesofotheruserswhomaybeenrolledinotherjournals.

SeeChapter5:SettingupaJournalformoredetails.

AuthorAuthorsareabletosubmitmanuscriptstothejournaldirectlythroughthejournal'swebsite.TheAuthorisaskedtouploadsubmissionfilesandtoprovidemetadataorindexinginformation(themetadataimprovesthesearchcapacityforresearchonlineandforthejournal).TheAuthorcanuploadmultiplefiles,intheformofdatasets,researchinstruments,orsourcetextsthatwillenrichtheitem,aswellascontributetomoreopenandrobustformsofresearchandscholarship.

TheAuthorisabletotrackthesubmissionthroughthereviewandeditorialprocess—aswellasparticipateinthecopyeditingandproofreadingofsubmissionsacceptedforpublication—byloggingintothejournal'swebsite.

SeeChapter9:Authoringformoredetails.

RolesinOJS

22

EditorTheEditoroverseestheentirereview,editingandpublishingprocess.TheEditor,workingwiththeJournalManager,typicallyestablishesthepoliciesandproceduresforthejournal.

Intheeditorialprocess,theEditorassignssubmissionstotheSectionEditorstoseethroughSubmissionReviewandSubmissionEditing.TheEditorkeepsaneyeonthesubmission'sprogressandassistswithanydifficulties.

Oncereviewiscompleted,theEditortypicallyseesthesubmissionthroughtheEditingprocess(includingcopyediting,production,andproofreading)althoughinsomejournalsthisremainstheresponsibilityoftheSectionEditorinchargeofthesubmission'sreviewprocess.

TheEditoralsocreatesthejournalissues,schedulessubmissionsforpublication,arrangestheTableofContents,andpublishestheissueaspartofthePublishingProcess.TheEditorcanrestorearchivedsubmissionstotheactiveInRevieworInEditinglists.

ManyEditorsalsoenrollasJournalManagers,allowingthemtoeasilymanageboththeeditorialworkflowaswellasthejournalsettings.

SeeChapter10:EditorialWorkflowformoredetails.

SectionEditorTheSectionEditormanagesthereviewandeditingofsubmissionstowhichtheyhavebeenassigned.Insomecases,aSectionEditorwhoisassignedtoseesubmissionsthroughtheReviewProcesswillalsoberesponsibleforseeingthesubmissionsthatareacceptedthroughtheEditingprocess(thatis,throughcopyediting,production,andproofreading).

Often,however,SectionEditorsonlyworkwiththereviewprocess,andanEditor,actingintheroleofSectionEditor,seesthesubmissionsthroughtheEditingprocess.Thejournalwillhaveapolicyonhowthetasksaredivided.

SeeChapter10:EditorialWorkflowformoredetails.

ReviewerTheReviewerisselectedbytheEditororSectionEditortoreviewasubmission.Reviewersareaskedtosubmitreviewstothejournal'swebsiteandareabletouploadattachmentsfortheuseoftheEditorandAuthor.ReviewersmayberatedbySectionEditors,againdependingonthepoliciesforthisjournal.

SeeChapter8:Reviewingformoredetails.

CopyeditorTheCopyeditoreditssubmissionstoimprovegrammarandclarity,workswithauthorstoensureeverythingisinplace,ensuresstrictadherencetothejournal'sbibliographicandtextualstyle,andproducesaclean,editedcopyforaLayoutEditororProductionAssistanttoturnintothegalleysthatwillbeinthepublishedformatofthejournal.

SomejournalshaveanEditororSectionEditorplaythisrole.

SeeChapter10:EditorialWorkflowformoredetails.

LayoutEditorTheLayoutEditortransformsthecopyeditedversionsofthesubmissionintogalleysinHTML,PDF,XML,etc.--fileswhichthejournalhaselectedtouseforonlinepublication.

RolesinOJS

23

Note

OJSdoesnotcurrentlyprovidesoftwareforautomaticallyconvertingwordprocesseddocumentstogalleyformats(althoughaprojectisindevelopment),sotheLayoutEditorshouldhaveaccesstoandbeabletousethird-partysoftwarepackagesforcreatinggalleys.

Insomecases,theEditororSectionEditorwillalsoserveasLayoutEditor.

SeeChapter10:EditorialWorkflowformoredetails.

ProofreaderTheProofreadercarefullyreadsoverthegalleysinthevariousformatsinwhichthejournalpublishes(asdoestheauthor).TheProofreader(andtheAuthor)recordanytypographicandformattingerrorsfortheLayoutEditortofix.

Inthecaseofsomejournals,theEditororSectionEditorwillalsoserveasProofreader.

SeeChapter10:EditorialWorkflowformoredetails.

ReaderTheReaderroleisthesimplestroleinOJS,andhasthefewestcapabilities.Readersreceiveanotificationemailwiththepublicationofeachissue,whichincludestheTableofContentsforthatparticularissue.

RolesinOJS

24

RegisteringwithaJournalUnregisteredvisitorstoajournalcannormallyregisterasaReader,Author,and/orReviewer.JournalManagersareabletoremovetheabilityforvisitorstoself-register,inwhichcaseanoticewillappearstatingthatregistrationiscurrentlyclosed(seeJournalSettings),butJournalManagerscanalwaysregisterusersatanytime,andforanyrole.

Toregisterwithajournal,clicktheRegisterlinkontheupperrightcorner.

ThiswillopentheRegistrationFormforyoutocompletewithallrequiredinformation.

Allfieldswithanasterisk(FirstName,LastName,Affiliation,Country,Email,Username,Password,RepeatPassword)aremandatory.Ifthejournalismultilingual,youwillneedtoselectyourpreferredlanguage.

YouwillbeautomaticallyregisteredasaReaderandanAuthor.YouwillbegiventheoptiontoregisterasaRevieweraswell.

Youwillnotbeabletoself-registerforanEditorialRole(e.g.,Editor,SectionEditor,Copyeditor,LayoutEditor,Proofreader,orJournalManager).Ifyouneedtobeenrolledatthatlevel,contactacurrentJournalManagerorSiteAdministrator.

RegisteringwithaJournal

25

RegisteringwithaJournal

26

ViewingandChangingyourProfileToviewandedityourprofile,loginandclickyourUsernamelinkfromtheupperrightcorner.ChoosetheViewProfilelink.

Fromhere,bychoosingthedifferenttabs,youcanupdateyourpersonaldetails,contactinformation,changeyourroles,addapersonalimage(whichsomejournalsmaypublishalongwithyourarticleoronalistofeditors),determineyournotificationsettings,orupdateyourpassword.

ViewingandChangingyourProfile

27

ResettingyourPasswordYoucanresetyourpasswordby:

1. Loggingintothejournal2. SelectingyourusernameandViewProfilefromtheupperrightcornerofthescreen3. ChoosingthePasswordtab4. Enteringyourcurrentpasswordandthenyournewpasswordtwice5. HittingSave

Yourpasswordisnowchanged.

ResettingyourPassword

28

Chapter4:SiteAdministrationAspartofinstallingOJS,youwillhavecreatedaSiteAdministratoruseraccount.WhenyoulogintoOJSwiththataccountyouwillhaveaccesstoSiteAdministratorsettingsfromtheDashboard.

Youwillbeabletocreatenewhostedjournalinstances,managelanguagesupportacrossyoursystem,andperformotheradministrativefunctions.

Chapter4:SiteAdministration

29

SiteManagementTogettoSiteManagement,loginastheSiteAdministrator,andchooseAdministrationfromtheleftmenu.

HostedJournalsFromhere,chooseHostedJournals.Onetheresultingpage,youwillseeallofthejournalsinthisOJSinstallation.Intheexample,below,thereisonlyone.

Toedittheexistingjournal,clickonthebluearrowtotheleftofthejournalname.Youwillseeoptionstoedit,remove,orupdatethesettings.

Editwillletyouchangethetitle,description,orpath.

SiteManagement

30

Removewillletyoudeletethejournalfromtheinstallation.Youwillbeaskedtoconfirmthatyoureallydowanttodothis,asitisirreverisible.

SettingsWizardwilltakeyoutothevarioussettingsoptionsforthatjournal.We'llgooverthesesettingsindetailinChapter5.

SiteManagement

31

BackontheHostedJournalspage,youcanusetheCreateJournallinktoaddanewjournaltothisOJSinstallation.Fromtheresultingform,fillinthefieldswiththenewinformation.

SiteManagement

32

Note:Ifyoudonotwantthenewjournaltobevisibleyet,unchecktheEnablethisjournaltoappearpubliclyonthesitebox.

SiteSettingsThissectionwillallowyoutoaddinformationregardingyouroverallOJSinstallation,notindividualjournals.

SiteSetup

Thisincludesthenameofyoursite,anintroductorystatementaboutyoursite,aredirectoption(ifyouonlyplantohaveonejournalonthisinstallation),adescriptionofyoursite,contactinformation,aminimumpasswordlengthforregisteredusers,andindexingregistration.

Youwillhavetheopportunitytoprovidedetailsaboutyourindividualjournal(s)atalaterstage.

SiteManagement

33

Languages

OJSisamultilingualsystemandyoucanaddadditionallanguagestoyoursitehere,makingthemavailabletoallofthejournalsonyourinstallation.

OJS3currentlyonlyhastranslationsforEnglish,German,Portuguese,andSpanish,butweexpecttohavemorecontributedovertime.

PluginsFromhere,youcanchoosetoenableordisablevariousplugins,makingthemavailable(ornot)toallofthejournalsonthisOJSinstallation.

SiteManagement

34

NextStepsOnceyou'vecreatedajournalandconfiguredthesitesettings,youmaywanttocreateauseraccountfortheJournalManagerorEditor--seeChapterXXfordetails.

SiteManagement

35

AdministrativeFunctionsThissectionprovidesdetailedinformationabouttheserveronwhichyourOJSinstallationisrunning.

SystemInformationUsethissectiontofindoutdetailsabouttheserverrunningyourinstallation.

OJSVersioninformationshowswhichversioniscurrentlyinstalled,andyourversionhistoryincludinganyupgrades.YoucanclicktheCheckforupdateslinktoseeifyouareusingthemostrecentversionofOJS.

TheServerInformationprovidesdetailsabouttheserverenvironmenthostingyourOJSinstallation.

TheOJSConfigurationsectiondisplaysalloftheconfigurationoptionsandtheirvaluesastheyareinconfig.inc.php.

Youcanfindmoreinformationaboutconfig.inc.phpconfigurationparametersinthefileitself.

AdministrativeFunctions

36

Thefinalsectiononthispagedisplaysadditionalserverinformation:youroperatingsystem,PHPversion,serveranddatabaseinformation.YoucanalsoviewextendedPHPinformationbyclickingtheExtendedPHPinformationlink(thisdisplaystheoutputofphpinfo()).

Allofthisinformationcanbeusefulwhentryingtotroubleshootaproblem.

ExpireUserSessionsClickingExpireUserSessionsimmediatelyclearsallactiveusersessionsinthesystem,requiringanyuserthatiscurrentlyloggedintosignintothesystemagain.Thiscanbeusefulbeforeanupgrade,toensureallusersareloggedout.

ClearDataCachesClickingClearDataCachesclearsallcacheddata,includinglocaleinformation,helpcache,andsearchcache.Thisfunctionmaybeusefultoforcedatatobereloadedaftercustomizationshavebeenmade.

ClearTemplateCacheClickingClearTemplateCacheclearsallcachedversionsofHTMLtemplates.Thisfunctionmaybeusefultoforcetemplatestobereloadedaftercustomizationshavebeenmade.

ClearScheduledTaskExecutionLogsIfscheduledtaskshavebeenenabledforyourjournal,clickingClearScheduledTaskExecutionLogswilldeletethetaskexecutionlogfilesfromyourserver.Theexecutionlogfilesincludedatesthatcorrespondtopreviouslycompletedscheduledtasks(e.g.sendingautomaticemailreviewreminders).

AdministrativeFunctions

37

Chapter5:SettingsTheSettingssectionallowsyoutoconfigureyourOJSinstallationtobestmeetyourpublishingneeds.

YoucanfindtheSettingsintheleftmenupanelwhenyouareloggedinasauserwithJournalManagerpermissions.

ItconsistsofJournalSettings,WebsiteSettings,WorkflowSettings,andDistributionSettings,eachofwhichwillbecoveredinthischapter.

Chapter5:Settings

38

JournalSettingsTheJournalSettingspageincludesdetailsaboutthejournal.

UsethetabstonavigatetothedifferentsectionsofJournalSettings:Masthead,Contact,Sections.

MastheadJournalNameisthenameofyourjournal.E.g.,JournalofSoftwareDocumentation

JournalInitialsaretheinitialsofthejournal.E.g.,JSD.

JournalAbbreviationistheabbreviationofyourjournalname.E.g.,JSoftDoc.

Publisheristhenameoftheorganizationpublishingthejournal.

ISSN(InternationalStandardSerialNumber)isaneight-digitnumberwhichidentifiesjournals.ItismanagedbyaworldwidenetworkofNationalCentrescoordinatedbyanInternationalCentrebasedinParis,backedbyUnescoandtheFrenchGovernment.AnumbercanbeobtainedfromtheISSNwebsite.Thiscanbedoneatanypointinoperatingthejournal.

OJSjournalswilltypicallyhaveanonlineISSN,butsomemayalsopublishaprintversion,whichrequiresadifferentprintISSN.

JournalSummaryisabriefdescriptionofyourjournal.IfyouareonanOJSinstallationwithmultiplejournals,thistextwillappearwithyourjournallisting.

Mastheadallowsyoutoaddthenamesofyoureditorialteamoranyoneelseyouwishtomention.ThiswillappearonthepublicwebsiteunderAbout>EditorialTeam.

AbouttheJournalisaspacetoaddanyinformationaboutyourjournalwhichmaybeofinteresttoreaders,authors,orreviewers.

Thiscouldincludeyouropenaccesspolicy,thefocusandscopeofthejournal,copyrightnotice,sponsorshipdisclosure,historyofthejournal,aprivacystatement,andinclusioninanyLOCKSSorCLOCKSSarchivalsystem.

HittheSavebuttontosaveyourchanges.

Contact

JournalSettings

39

Usethissectiontoaddjournalcontacts.

MailingAddress:Addyourjournal'sofficialmailingaddresshere.Thiswillappearonthejournal'sContactpage.

PrincipalContact:Addcontactinformationforthejournal'smaincontactperson.

TechnicalSupportContact:Addcontactinformationforthejournal'stechnicalsupportperson.Thisinformationwillappearonthejournal'sContactpageandalsoindifferentpointsintheworkflowtoofferassistancetousers.

HittheSavebuttontosaveyourchanges.

SectionsUsethispagetoconfigurethedifferentsectionsofyourjournal.E.g.,Articles,Editorials,Reviews,Commentary,etc.

Allofyourexistingsectionswillappearhere.OJSrequiresatleastonesection,andcreatesan"Articles"sectionbydefault.

Youcanmodifysectionsbyclickingonthebluearrowtotheleftofthesectionname.Thiswillrevealoptionstoeditordeletethesection.

EditingaSection

Selectingtheeditlinkwillopenanewwindowwithdifferentconfigurationoptions.

JournalSettings

40

Fromhere,youcanchangethenameorabbreviationofthesection.

SectionPolicy:Usethisfieldtoaddimportantdetailssuchassubmissionrequirements,peerreview,etc.

WordCount:Usethistolimitthenumberofwordsforabstractsinthissection.

ReviewForm:Youcanselectspecificreviewformsforeachsection.LearnmoreaboutReviewFormshere.

Indexing:Eachsectioncanhavedifferentindexingsettings.Forexample,anEditorialsectionwillnottypicallybepeer-reviewed.

Identifyitemspublishedinthissectionasa(n):Thisusedbysomeindexingsystems.Notethatitisnotarequiredfield.

HittheSavebuttontosaveyourchangesandreturntotheSectionspage.

CreateSectionFromthesectionspage,selecttheCreateSectionlinktoopenablankwindow,exactlythesameasthewindowusedforeditingasectiondescribedabove.

JournalSettings

41

FillinthedetailsandhitSavetorecordyourwork.

OrderingSections

Whenyouhavemorethanonesectioncreated,youwillseeanOrderlink.Usethattoreorderhowthosesectionsdisplayonyourjournalwebsite.

HittheDonebuttonwhenyouarefinished.

JournalSettings

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JournalSettings

43

WebsiteSettingsTheWebsiteSettingsallowyoutoconfigurehowyourjournal'swebsitelooksandoperates.ItconsistsoftabsforAppearance,Information,Archiving,Languages,Plugins,andAnnouncements.

AppearanceLogo:Usethisspacetouploadajournallogototheupperleftcornerofyourreaderinterface.

PageFooter:Thisallowsyoutodisplaytextatthebottomofeachpageofyourwebsite.

Theme:Asnewthemesbecomeavailable,youcanenablethemhere.

JournalStyleSheet:Usethistouploadauniquestylesheetforyourjournal.

SidebarManagement:Thisallowsyoutomovedifferentblocksinoroutofthesidebarinthereaderinterface.

HomepageImage:Uploadinganimageherewillwillplaceitonyourjournal'shomepage.

JournalFavicon:Addafavicontodisplayinthereader'sbrowseraddressbar.

AdditionalContent:Anytextenteredherewillappearonyourhomepage.

Lists:Limitthenumberofitems(forexample,submissions,users,oreditingassignments)toshowinalistbeforeshowingsubsequentitemsinanotherpage.Also,limitthenumberoflinkstodisplaytosubsequentpagesofthelist.

Journalthumbnail:UploadasmalllogoorimagerepresentativeofthejournalthatwillbeusedinlistsofjournalsonthisOJSinstallation.ThiswillonlybeusedonOJSinstallationswithmultiplejournals.

HitSavetorecordyourchanges.

InformationUsethesefieldstomodifythetextintheForReaders,ForAuthors,ForLibrarianspagesonthejournalwebsite.

WebsiteSettings

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RemembertohitSavetorecordanychanges.

ArchivingIfyouareamemberofaLOCKSSorCLOCKSSnetwork,usethispagetoactivateyourjournal.

LanguagesUsethispagetoconfigurethelanguagesusedbyyourjournal.

WebsiteSettings

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PrimaryLocale:Onelanguagemustbesetasprimary.

UI:Thiswillenableallselectedlanguagestoappearonthereaderinterface.

Submission:Thiswillenableallselectedlanguagestobeavailabletosubmittingauthors.

Forms:Thiswillenableallselectedlanguagestobeavailablewhenfillinginonlineforms.

Ifalanguageisunavailableonthispage,contacttheSiteAdministratortoadditforyou.SeeSiteAdministrationfordetails.

PluginsUsethispagetoseealloftheinstalledpluginsandfindnewplugins.

InstalledPlugins

AllofthepluginslistedhereareavailableinyourOJSinstallation.UsetheEnablelinktousethem.

Youwillnoticethatsomepluginsarerequiredforthesystemandcannotbedisabled.

PluginGalleryThePluginGallerywilleventuallyprovideaccesstoexternalplugins,notincludedinyourOJSinstallation,butavailablefordownloadandactivation.

WebsiteSettings

46

AnnouncementsThissectionallowsyoutocreateanddisplaynewsannouncementsonthejournal'swebsite.

Announcements:Configurehowannouncementswillappearonyourjournalwebsite.

AnnouncementTypes:Youcancreatedifferenttypesofannouncements(e.g.,News,NewIssueAlert,etc.).UsetheAddAnnoucmentTypelinktocreatethem.

Annoucements:UsetheAddAnnoucementlinktocreateanewannouncementforyourAnnouncementspage.

WebsiteSettings

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WorkflowSettingsTheWorkflowSettingsallowyoutoconfigurevariouspartsofthejournal'seditorialworkflow.ItstabsincludeComponents,Submission,Review,PublisherLibrary,andEmails.

ComponentsWhenanauthormakesasubmission,theycanuploadmultiplefiles.Typically,onefilewillbethearticletext,andotherscanincludeinterviewtranscripts,data,images,etc.Eachofthesefilesisacomponentofthesubmission.Thecomponentsavailablefortheauthortochoosefromwhenmakinghersubmissionarelistedhere.

Usingthelinksprovided,youcanchangetheOrderofthecomponents(howtheywillbelistedtothesubmittingauthor),AddaComponent(ifsomethingyouneedisnotincludedbydefault--e.g.,Video),orRestoretheDefaults(ifsomeonehasmadetoomanymodificationsandyoujustwanttoreseteverything).

EditComponent

Youcanalsoediteachcomponentbyselectingthebluearrowtotheleftofthecomponentname.ThiswillrevealanEditlinkandaDeletelink.

WorkflowSettings

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Name:Thisisthenameofthecomponent,aspresentedtotheauthor.

Designation:Thisisauniquecodetoidentifythecomponent.

Options:Choosehowthefilesassociatedwiththiscomponentwillbetreatedanddisplayed.

FileTypeGrouping:Determinewhetherthiscomponentisassociatedwiththesubmissiondocument,artwork,orisasupplementaryfile.

SubmissionUsethissectiontoconfigurethesubmissionprocess.

WorkflowSettings

49

AuthorGuidelines:Usethisfieldtoaddguidelinesforyourauthors.Thisinformationwillbedisplayedonthejournalwebsite.

SubmissionPreparationChecklist:Authorsmustcheckoffthattheyagreewitheachitemonthislist.UsetheOrderlinktochangetheorderoftheitems,usetheAddItemlinktocreateanewitem,andusethebluearrowtotheleftoftheitemnametoEditanexitingitem.

NotificationofAuthorSubmission:Addanemailaddressheretobecontactedwheneverthereisanewsubmission.

SubmissionMetadata:Thissectionallowsyoutodeterminewhichmetadatafieldstouseforyourjournal.

WorkflowSettings

50

Eachentryisadifferentmetadatatypeavailableforeveryarticleinyourjournal.

Somejournalsmaywanttoactivateallofthem,butmanywillwishtokeepitsimpleandjustchooseKeywords.

IfyouchooseEnabled,thatmetadatatypewillbeaddedtoyoursubmissionsforcompletionbyaneditor.

IfyouchooseSubmissionForm,thatmetadatatypewillalsobepresentedtoyourauthorsforthemtofillinduringtheirsubmission.

RemembertohittheSavebuttontorecordanychangestothispage.

ReviewThistaballowsyoutoconfigureyourjournal'sreviewprocess.

WorkflowSettings

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DefaultReviewDeadlines:Indicatehowlongreviewershavetodecidetoacceptordeclineareviewrequestfromtheeditor,andhowlongtheyhavetomakearecommendation.

AutomatedEmailReminders:Setautomaticreminderemailmessagestobesenttolatereviewers.NotethatsomesystemsettingsmustbeconfiguredbytheSiteAdministrator.

ReviewForms:Reviewformsprovidereviewerswithasetofquestionstorespondto.Thiscanhelpfocustheirfeedbackinwaysthatismoreusefultoyou.

CreateReviewForm:UsetheCreateReviewFormlinktomakeanewform.

WorkflowSettings

52

BackattheReviewFormspage,selectthebluearrowtotheleftoftheformnametorevealtheEditlink.

SelecttheEditlinkandcompletetheform.

WorkflowSettings

53

Itemsareformquestions.

Youcanchoosewhethertomakethequestionrequiredandvisibletotheauthor.

Youcanthenchoosethetypeofresponse,including:

asinglewordtextboxasinglelinetextboxanextendedtextbox(forlongeranswers)checkboxes(wherethereviewercanselectmultiplepossiblereponses)radiobuttons(wherethereviewercanonlyselectonepossibleanswer)dropdownmenu(alsowherereviewerscanonlyselectonepossibleanswer)

ResponseOptionsaretheselectionsyoumakeavailableforthecheckboxes,radiobuttons,ordropdownmenus.AgoodexampleofacheckboxresponseisaLikertscale,wherethereviewermustchooseonlyoneoption:E.g.,Good,Neutral,Bad.

RemembertohittheSavebuttontorecordyourchanges.

UsethePreviewtabtotestouttheform.

WorkflowSettings

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BlindReview:Checkthisboxtodisplayalinkforinstructionsonensuringallsubmissionfilesareanonymized.

CompetingInterests:Addyourcompetinginterestdisclosurepolicystatementhere.

ReviewerCompetingIntereststatement:Addacheckboxthatreviewersagreetocomplywithyourcompetingintereststatement.

ReviewGuidelinesProvideyourreviewerswithcriteriaforjudgingasubmission'ssuitabilityforpublicationinthepress,whichmayincludeinstructionsforpreparinganeffectiveandhelpfulreview.

WorkflowSettings

55

ReviewOptions:Selectwhetheryourjournalwillfollowandoubleblind,blind,oropenreviewprocess.

ReviewerAccess:Enablethefirstoptiontoprovidereviewerswithone-clickaccesstothereview,by-passingtheneedtogotothewebsite,login,andfindthesubmission.Forsecurityreasonswiththisoption,editorsarenotabletomodifyemailaddressesoraddCCsorBCCspriortosendinginvitationstoreviewers.

Enablingthesecondoptionwilllimitaccesstosubmissionfilesuntilafterthereviewerhasagreedtodothereview.

HittheSavebuttontorecordyourchanges.

PublisherLibraryUsethePublisherLibrarytostoreimportantdocuments,suchasyourjournal'sMarketingPlan,andsharethemwithyoureditorialteam.

EmailsThesectionallowsyoutoconfiguretheemailsthataresentoutfromthesystem.

WorkflowSettings

56

Signature:Theinformationinthisfieldwillbeaddedtothebottomofeveryemailsentoutbythesystem.

BounceAddress:Anoticewillbesenttothisemailaddressofanysystem-sentemailsthatfailtodeliver,suchaswhenthetargetedemailaddressisnolongervalid.

PreparedEmailTempates:Pre-writtenemailsareanimportantpartofOJS.Youseeallofthemhere,andusetheEditlink(asalways,foundbyselectingthebluearrowtotheleftofthetemplatename)tomakeanymodifications.

WorkflowSettings

57

DistributionSettingsTheDistributionSettingsfocusonhelpingtoraisethevisibilityofyourjournal.ThetabsconsistofIndexing,Access,Payments,andPermissions.

IndexingThissectionhelpsyouenhanceyoursearchengineoptimization.

UseDescriptiontoprovideabriefdescriptionofyourjournalforsearchengines.

UseCustomTagstoaddcustomHTMLheadertagstotheheaderofeverypageofyourjournal(e.g.,METAtagstotemporarilyblocksearchengineindexing).

AccessOJSprovidesanumberofsecurity-relatedoptionsthatcanbeusedtorestrictthejournal'scontents,andmaintainadditionalinformationaboutsubmissionsforauditingpurposes.

Bydefault,theopenaccessoptionisselected.However,ifyouwishtoonlyuseOJSforeditorialmanagementandnotforpublishing,selectthelastoption.

PaymentsOJSprovidestheabilitytocollectonlinepayments.UsethissectiontodeterminethedefaultCurrencytype(e.g.,Euros)andPaymentMethod(e.g.,Paypal).

PermissionsThissectioncoverscopyrightissuesforyourjournal.

DistributionSettings

58

CopyrightNotice:Addyourjournal'scopyrightstatementhere.Itwillbevisibleonthejournalwebsite.

Checktheboxtorequireauthorstoagreetoyourcopyrightstatement.

Basenewarticle'scopyrightyearon:Choosewhetherthecopyrightdateisbasedontheissue(underatraditional,issue-basedpublishingmodel)oronthearticle(basedonacontinuouspublishingmodel).

CopyrightHolder:Selectwhoholdscopyrighttothearticlespublishedbyyourjournal.Thetrendinopenaccesspublishingistoallowauthorstoretaincopyrightoftheirwork.

License:Selectthelicenseforyourjournal.CCAttribution4.0isawidelyusedlicenseforopenaccessjournals,allowingformaximumsharingandreuse.

ResetArticlePermissions:Ifyoujournallaterchangesitslicensingpolicy,usethisbuttontoresetthecopyrightonallpublishedcontent.

DistributionSettings

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Chapter6:IssuesFromtheleftmenu,selectIssuestomanagealloftheissuesforyourjournal.

Chapter6:Issues

60

FutureIssuesFutureIssuesareallofyourunpublishedissues.Youcancreateasmanyoftheseasyouwish,andschedulesubmissionstoanyofthem.

CreateIssue

Tocreateanewissue,usetheCreateIssuelinkandfillintheform.

Therearespacestoaddvolume,number,year,andtitleinformation(e.g.,SpecialIssue#1),aswellasadescriptionandacoverimage(ifneeded).

EditIssueYoucanalsoeditanexistingfutureissuebyselectingthebluearrowtotheleftoftheissueentryontheFutureIssuespage.

FutureIssues

61

ThiswillrevealanEditlink,whichwillopenanewwindowofinformation.

TableofContents:Foranewissue,thiswillbeempty,butforissuesthathavehadsubmissionsscheduled,theywillbelistedhere.

Usethebluearrownexttoeachsubmissiontoreveallinkstogodirectlytothesubmissionrecord(moreaboutthisinChapter10)orremoveit.

YoucanalsousetheOrderlinktoreordertheentries.

IssueData:Thisprovidesaccesstothevolume,issue,numberdatayouenteredwhenfirstcreatingtheissue.

IssueGalleys:Thisallowsyoutouploadgalleyofthecompleteissue--e.g.,onePDFcontainingallarticles.Thiswillbelinkedfromtheissuewebpage.

Identifiers:UsethisspacetoaddaDOIfortheissue,ifyourjournalsupportsissue-levelidentifiers.

PreviewIssue

UsingthatsamebluearrowwillalsorevealaPreviewlink,lettingyougetalookattheissuebeforepublishingit.

FutureIssues

62

PublishIssue

OnceyouarehappywiththeissuehitthePublishIssuelinktopublishitonyourjournalwebsite.

DeleteIssue

YoucanusetheDeletelinktoremovetheissue.Anyassignedarticleswillreverttotheirunpublishedstatus.

FutureIssues

63

BackIssuesThistablistsallofyourpublishedissues.

AswithFutureIssues,usingthebluearrowwillrevealsimilaroptionsasdescribedabove(Edit,Preview,etc.).

BackIssues

64

Chapter7:UsersandRolesThissectionprovidesaccesstoalloftheuseraccountsassociatedwithyourjournal,aswellastheopportunitytomanagerolesandpermissions.

Chapter7:UsersandRoles

65

UsersInadditiontomanagingthejournalwebsite,theJournalManagerisalsoresponsibleforalloftheuseraccountsinthesystem.

Toviewtheuseraccounts,selectUsers&Rolesfromtheleftmenu.

UsersUsersaredisplayedinlastnameorder.

Youcaneditauseraccountbyselectingthebluearrowtotheleftofanentry.

ThisopenstheoptionstoEmail,EditUser,Disable,Remove,LoginAs,MergeUser.

Emailopensawindowallowingyoutoquicklysendamessagetothatuser.

Users

66

EditUserallowsyoutomakechangestothatuser'saccount.

Users

67

Disablekeepstheaccountinplace,butblockstheuserfromaccessingit.

Removeclearstheuseraccountoutofyourjournalrecordsandtheusercannolongerlogin,buttheaccountremainsinthesystem.

LoginAsallowsyoutotemporarilyloginasthatuser,forexample,tocompleteanoutstandingtask.

MergeUserletsyoufoldthisuseraccount,includinganysubmissionsorassignments,intoanotheruseraccountonyoursystem.

Note:Thisistheonlywaytocompletelydeleteanaccountfromthesystem.

Youmaywanttocreateadummyuseraccount(e.g.,DeletedUsers),andusethattomergeunwantedaccountsinto.

Search

Whenyouhavealargenumberofusers,youwillwanttotakeadvantageofthesearchfeature.

Thiscanhelpyouquicklyfindauserwhenyouknowafirstname,alastname,orsomeotherpieceofinformation.

Users

68

Note:IfyouleavetheSearchfieldblank,selectaRole,andhitSearch,youwillgetalistofallusersinthatrole(e.g.,allcopyeditors).

AddUser

Toaddanewusertoyourjournal,selecttheAddUserlink.Thiswillopenanewwindowwithasetoffieldstofillin.

OncethesefieldsarecompletedandyouhitSave,youwillthenbeaskedtoassignrolestothenewaccount.UsetheAddRolelinktoopentheroleselector.

Users

69

Onceyouhaveaddedalloftheroles,hittheSavebutton.

Users

70

RolesUsersinthesystemmusthaveoneormoreroles.

Rolesdefinewhatausercandowithinthesystem.AnAuthorcanmakesubmissionsandlittleelse.AnEditorcanmanagesubmissions,andaJournalManagercanconfigurethejournal'ssettings.

Oneusercanhavemorethanonerole,forexample,beingaJournalManager,Editor,andAuthorinthesamejournal.

OJS3hasmultiplerolesavailable,eachwithdifferentpermissionlevels.

Fromthispage,youcanseeeachrole,andtheeditorialstageeachrolecanaccess.AgoodexampleofthisistheCopyeditorrole,whichcanonlyaccessthecopyeditingstage.CopyeditorscannotjumptotheReviewstagetoseewhathappenedduringthepeerreviewprocess.SeeChapter10formoreinformationaboutthedifferenteditorialstages.

EditingRoles

Uncheckingaboxremovesaccesstothatstageforuserswiththatrole.

Selectingthebluearrowtotheleftoftherolenamerevealstheeditlink.Clickingthisopenstheeditingwindow.

Roles

71

PermissionLevel:Thisindicateshowmuchauserwiththisrolecandoinanystage.TheJournalAssistantlevelcancommunicatewithotherusersanduploadandrevisefiles.

RoleName:Youcanusethisfieldtoeasilyrenameanyrole.

Abbreviation:Eachrolemusthaveauniqueabbreviation.

StageAssignment:Thisallowsyoutodeterminewhichstageuserswiththisrolecanaccess.

RoleOptions:Usethesecheckboxestoshowanyonewiththisroleinthecontributorlist(e.g.,theauthorlist)aswellaswhetheruserscanself-registerinthisrole.AuthorsandReviewersaregoodcandidatesforself-registration.YouwoulddefinitelyNOTwanttoallowuserstoself-registerasJournalManagersorEditors!

CreateNewRoles

UsetheCreateNewRoleslinktoopenawindowwhereyoucancreateanewroleforyourjournal,includingsettingwhichstagesitcanaccessandhowmuchpermissionitshouldhave.

Roles

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SiteAccessOptionsThispageallowsyoutodeterminehowreaderscanaccessyourjournal.

AdditionalSiteandArticleAccessRestrictions:Choosefromtheseoptionstolimitaccess.

UserRegistration:ThisoptionallowsyoutodeterminewhetheruserscancreatetheirownaccountsormustbeenrolledbyaJournalManager.

Allowinguserstoregisterthemselves,butonlyintoAuthor,Reviewer,orReaderroles,isagoodchoice.

SiteAccessOptions

73

Chapter8:ToolsTheToolssectioncanbeaccessedfromtheleftsidebarmenu.

ToolsconsistofanImport/ExporttabandaStatisticstab.

Chapter8:Tools

74

Import/ExportImport/ExportallowsyoutoeasilygetdataoutofyourOJSjournalandgetdataintoit.

Someofthetoolsallowyoutoexporttothird-partysystems,suchasPubMedortheDOAJ.

Othersallowyoutoimportorexportuserorarticledata.

FormoreinformationontheCrossrefXMLExportPlugin,seethePKPCrossrefGuide.

Import/Export

75

StatisticsTheStatisticspageprovidesaccesstoavarietyofreportsfromyourjournal.

Thesystemgeneratesreportsthattrackthedetailsassociatedwithsiteusageandsubmissionsoveragivenperiodoftime.ReportsaregeneratedinCSVformatwhichrequiresaspreadsheetapplicationtoview.

ViewReport:Providesareportongalleyandabstractviewsbyreaders(i.e.,howmanytimesaPDFforanarticlehasbeenviewed).

ArticlesReport:Providesaspreadsheetofallpublishedarticles.

ReviewReport:Providesaspreadsheetofallreviewactivity.

GenerateCustomReportUsethisfeaturetobuildyourownreports.

Statistics

76

Statistics

77

Chapter9:AuthoringInthischapter,youwilllearnabouthowanauthorworksinOJS3fromregistrationthroughtoproofreadingthefinalgalley.

Chapter9:Authoring

78

RegisteringwiththeJournalTomakeasubmissiontoanOJS3journal,youwillfirstneedtoregisterasanAuthor(seeRegisteringwithaJournal).Afterthat,whenyoulogin,youwillbetakentoyourDashboard.

Itiscurrentlyemptyasyouhavemadenosubmissions.

RegisteringwiththeJournal

79

SubmittinganArticleStartanewsubmissionbyclickingtheNewSubmissionbuttonontherightsideofthescreen.YouwillbetakentoStep1ofa5-Stepprocesstouploadanddescribeyoursubmission.

Step1InStep1youwillprovidepreliminaryinformationaboutyoursubmission.

Tobeginselecttheappropriatesectionforyoursubmission(e.g.,article,review,etc.).Ifyouaren’tsurewhichsectionisappropriate,makeyourbestguess.

Readandagreetothestatementsinthesubmissionchecklistbycheckingeachbox.Includeanycommentsfortheeditor,readthejournal’sprivacystatement,andthenclicktheSaveandContinuebuttontomovetoStep2.

Step2

SubmittinganArticle

80

OnStep2,awindowwillopenallowingyoutouploadyoursubmissionfile.

First,youMUSTselectanArticleComponent.Thisletsthesystemknowwhetherthefileisthebodyofthemanuscript,animage,adataset,etc.Thismustbeselectedbeforeyourfilewillupload.

Onceyou’vemadethatselection,youcanthenuploadyourfirstfile.Itisimportanttonotethatyoucanonlyuploadonefileatatime.Additionalfilescanbeuploadedlaterintheprocess.Typically,thisfirstfilewillbethebodyofyourmanuscript.HittheContinuebuttononcethefileuploads.

SubmittinganArticle

81

Afteruploadingthefile,youwillbeaskedtoreviewthenameofthefile.UsetheEditlinktomakeanychanges.

ClicktheContinuebutton.

Next,youhavetheoptiontorepeattheprocesstouploadadditionalfiles(e.g.,adatasetoranimage).

Onceyouhavefinisheduploadingallofyourfiles,clickComplete;thiswillclosetheuploadwindow.

YouwillbebroughtbacktotheSubmitanArticlescreenwhereyouwillseethefilesyou’veuploaded.Ifyouneedtomakechanges,expandthebluearrowtotheleftofyourfileandmakeanychangesusingtheEditlink.

Click‘SaveandContinue’tomovetoStep3.

Step3OnStep3,youwillbeaskedtoaddmoreinformationaboutthesubmission,includingthetitleofthesubmission(brokendownintoprefix,title,andsubtitle),theabstract,andscrollingdown...

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...anyadditionalcontributors.

Youcanaddmorecontributors(e.g.,co-authors),byclickingtheAddContributorslink.Thiswillopenanewwindowwithfieldstoentertheirinformation.

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HitSave,andthenewcontributorwillappearonthescreen.

Dependingonthejournalyouaresubmittingto,youmayseeadditionalfieldstocomplete,suchaskeywords.

Toenterkeyword,simplytypethewordorphraseandhityourEnterkey.Thewordorphrasewillbeformattedasakeyword.

ClickSaveandContinuetomoveforward.

Step4OnStep4,youwillbeaskedtoconfirmthatyouarehappywithyoursubmission.

ClickFinishSubmission.

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Aboxwillpopupaskingyoutoconfirmyouarefinished.ClickOK.

Step5

Yoursubmissionisnowcomplete!Theeditorhasbeennotifiedofyoursubmission.Atthispoint,youcanfollowthelinksto:

ReviewthissubmissionCreateanewsubmissionReturntoyourdashboard

DashboardAndhereisyoursubmissioninyourDashboard.YoucanseethatitiscurrentlyintheSubmissionstage.

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Overthecomingdays,itwillmoveintotheReviewstage,andifaccepted,intotheCopyeditingandProductionstagesbeforebeingpublished.

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RespondingtoaReviewOncethereviewprocesshascompleted,youwillbenotifiedviaemailbytheeditoroftheirdecision.

Afterreceivingtheemail,logintoyourdashboard.

SelecttheReviewlinknexttoyoursubmissiontoviewthedecision.

Fromhere,youcanseethedecision(revisionsrequested)andalinktotheeditor'snotification.

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Basedontheinformationintheeditor'smessage,youmustnowprepareyourrevisions.

UploadingtheRevisedFileByscrollingdownthepage,youwillfindapanelforRevisions.

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UsetheUploadaFilelinktouploadyourrevisedmanuscript.

Usethedropdownmenutochoosethatyouareuploadingarevisionofanexistingfile.

ThenuploadtherevisedfileandhitContinue.

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CheckthefiledetailsandhitContinueagain.

Ifyouhaveanyadditionalfilestoupload,dosonow.Otherwise,hitComplete.

YourrevisedfileisnowvisibleintheRevisionspanel.

InformtheEditorYournextstepistoinformtheeditorthattherevisedfileisnowavailable.Todoso,gototheReviewDiscussionpanel.

Fromthere,selecttheAddDiscussionlink.

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UsetheAddUserlinktoaddtheeditor.

Addasubjectlineandamessage.

HitOKtosendthemessage.

Anemailhasnowbeensenttotheeditorandyou(andtheeditor)canseethemessageintheReviewDiscussionspanel.

Atthispoint,theauthorneedstowaittohearbackfromtheeditorastowhethertherevisionsareacceptable.

RevisionsAcceptedYouwillreceiveanemailthatyourrevisionshavebeenaccepted.

Inaddition,notificationswillappearonyourdashboard.

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Thelaternotificationisthecurrentone.Clickonittoopenthemessage(whichisthesameastheemailyouwouldhavealsoreceived).

UsetheXintheupperrightcornertoclosethewindow.

Furtherdownyourdashboard,youwillalsoseeadiscussionreplyfromtheeditor.

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Clickingthediscussiontitlewillopenitup.

Congratulations!You'vebeenacceptedandyoursubmissionfileismovingontotheCopyrightstage.

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ResubmittingforReviewIftheeditor’sdecisionistoresubmitforreview,youwillneedtologinandselectthearticleinyoursubmissionspage.Theresubmissionisdoneinthereviewstage,thereisnoneedtostartanewsubmission.

Atthereviewstageyouwillneedtodotwothingstoresubmitonceyouhaverevisedyourdocument:

Uploadthenewfileintherevisionssection.Touploadanewfileclickon‘Uploadfile.’Anewwindowwillopenallowingyoutouploadyourfile(s).Selecttheappropriateoptionfromthedropdownmenutoindicateyounotsubmittingarevisionofanexistingfile.

Addadiscussiontonotifytheeditorthatyouhavere-submitted.

Thepeerreviewprocesswillberepeated,andyouwilllikelyreceiveadditionalrevisionstomake.Oncethesearecompletedandaccepted,youwillthenbemovedtothenextstage.

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RespondingtoaCopyeditingRequestThenextstepintheworkflowistoinspectyoursubmissionfilesthathavebeencopyedited.

Youwillreceiveanemailindicatingthatfilesareavailable.Toseethem,logintothejournalandgotoyourdashboard.

YoucanseeyourentryintheMyAuthoredpanel.SelecttheCopyeditinglinktogotothefullsubmissionrecord,includingthenotificationintheCopyeditingDiscussionspanel.

Clickonthelinkeddiscussiontoopenit,readthemessage,andopentheattachedfile.

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Onceyouhavereadtheattachedfile,youcanrespondtothecopyeditorindicatinganrequiredchangesoryourapproval.

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Ifneeded,youcouldattacharevision,butforthisexamplewewillsimplyapprovethechangesandhitOK.

Onyourdashboard,youcanseethatyouwerethelastpersontoreplytothemessage.

Yourroleinthecopyeditingprocessisnowcompleteandyoucanwaitfortherequesttoproofreadthefinalgalleys(e.g.,PDFs,HTML,etc.)beforepublication.

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RespondingtoaProofreadingRequestThenextstepintheworkflowistoinspectyoursubmissionfilesthathavebeenconvertedintogalleys(e.g.,PDF,HTML,etc.).

Youwillreceiveanemailindicatingthatfilesareavailable.Toseethem,logintothejournalandgotoyourdashboard.

YoucanseeyourentryintheMyAuthoredpanel.SelecttheProductionlinktogotothefullsubmissionrecord,includingthenotificationintheProductionDiscussionspanel.

Clickonthelinkeddiscussiontoopenit,readthemessage,andopentheattachedfile.

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Onceyouhavereadtheattachedfile,youcanrespondtotheLayoutEditorindicatinganyrequiredchangesoryourapproval.

That'sit!Yourroleintheeditorialworkflowisnowcompleted.

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Chapter10:EditorialWorkflowInthischapter,youwillfollowassubmissionthroughouttheworkflow,fromfirstsubmissiontofinalpublication.

Theworkflowisdividedinto4stages:

Submission:ThisiswherenewsubmissionslandwhilebeingassignedtoSectionEditorsandconsideredformovingintotheReviewstage.

Somesubmissionsareclearlyinappropriateandnevermakeitbeyondthisstage.

Review:Thisiswherethepeerreviewhappens,aswellasanyrevisionsrequiredbytheauthor.

Somesubmissionwillnotpassreviewandendhere.Thosethatareacceptedmovetothenextstage.

Copyediting:Acceptedarticlesmovetothisstage,wheretheyareimprovedbytheworkofacopyeditor.Authorscanbegiventheopportunitytoreviewthecopyedits.

Production:Oncethecopyeditsarecompletedandapproved,thesubmissionmovestothisstage.InProduction,thecopyeditedfilesareconvertedtogalleys--HTML,XML,PDF,etc.Againtheauthorhastheopportunitytoproofreadthegalleys.Onceeveryoneissatisfied,thesubmissionisscheduledforpublicationinafutureissue.

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TasksYourTasksareavailablefromtheleftmenuofyourDashboard.Notethenumber"14"intheimagebelow.Thisindicatesthatthereare14tasksinyourlist.

Tasksprovideaquicklookatitemsthatneedyourattention.Boldentriesareunread,andunboldentrieshavebeenread.

Usethecheckboxtomarktasksfordeletion(thedeletelinkisavailableatthebottomofthelist).

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SubmissionsWhenanauthormakesanewsubmissiontoyourjournal,theeditorisautomaticallyemailed.WhenyoulogintoyourDashboard,youcanfinditeitherfromyourTasks,orfromoneofthequeues(MyQueue,Active,andArchives).

MyQueueThispageisdividedinto3sections:

Unassigned:Thispanelincludessubmissionsaddedtosectionswithoutsectioneditors.

MyAssigned:Thispanelincludessubmissionsaddedtosectionswhereyouareasectioneditor.

MyAuthored:Thispanelincludessubmissionsthatyouwrote,andshouldbeassignedtoadifferenteditor.

TheSearchtoolforeachqueuecansometimesbehelpfulintrackingdownsubmissions.

ActiveThissectionincludesalistofallsubmissions,withoutbeingorganizedintoqueues.

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ArchivedThissectionincludesalistofallsubmissionseitherrejectedoralreadypublishedbythejournal.

OurSubmissionForthisdemonstration,wearelookingfortheMishkinsubmission,entitledApproachforexternalizationofexperttacitknowledge.ItcanbefoundintheUnassignedqueue,aswellasatthebottomoftheActivequeue.

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Onceyoufindthesubmission,youcanusethebluearrowtorevealoptionstoDeleteorfindMoreInformation.

DeletewillremovethesubmissionandMoreInformationwillbringupthesubmission'shistory.

SubmissionRecord

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Toviewthesubmissioninmoredetail,selecttheSubmissionlinktotherightofthetitle.Thiswilltakeyoutothesubmissionrecord.

Fromhere,youcansee:

SubmissionFiles:Thispanelliststhefilesthathavebeensubmitted.Inthisview,thereisjustonefile,butmultiplefilescouldhavebeensubmitted.

Pre-ReviewDiscussions:Thispanelallowstheeditortocommunicatewiththeauthor,orwithothersontheeditorialteam.Forexample,toasktheauthorforsomeadditionalinformation,ortoaskasectioneditortotakeresponsibilityforthissubmission.

Participants:Thispaneliswhereyouwillseethelistofparticipantsinvolvedinthesubmission.Currently,thereisonlythesubmissionauthor'sname.Othernames(editors,sectioneditors,etc.)willappearhereastheyareaddedinsubsequentsteps.

Inaddition,inthebluebaralongthetop,youcansee:

Metadata:Whereyoucanviewandrevisethesubmissionmetadata.

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UsetheIdentifiertabtoalsovieworaddauniqueidentifier.

EditorialHistory:Whereyoucanviewthehistoryandanynotesaboutthesubmission.

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UsetheNotestabtoalsovieworaddanyeditorialnotes.

SubmissionLibrary:Whereyoucanaddanyrelevantdocumentstothesubmission'slibrary.

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AssigningtheSubmissionTomovethesubmissionforward,thenextstepistoassignaneditororsectioneditor.Todoso,selecttheAddlinkintheParticipantspanel.

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Youwillhavetheoptiontolocateauserbyrole,chooseanindividual,andsendthemamessagerequestingtheirassistance.

HittheOKbuttontomaketheassignmentandsendthemessage.

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YoucannowseethattheSectionEditorislistedunderParticipants,andnewActionbuttonsareavailable:

SendtoReview:Movesthesubmissionontothenextstage.

SendtoCopyediting:SkipstheReviewStageandmovesthesubmissiondirectlyintoCopyediting.

DeclineSubmission:Rejectsthesubmissionbeforegoingthroughthereviewprocess.Thesubmissionwouldthenbearchived.

Althoughinthisexample,theeditorassignedasectioneditor,itwouldalsobepossiblefortheeditortoassignherselftothesubmission.

SectionEditorNowthattheSectionEditorhasbeenassigned,shecanloginandviewherdashboard.ThesubmissioncanbefoundatthebottomoftheMyAssignedqueue.

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ClickingontheSubmissionlinkopensthefullsubmissionrecord.

NotethePre-ReviewDiscussion,whichwastheEditor'sinvitationtoedit,aswellasStephanienowbeingintheParticipantslist.

AcceptingtheAssignment

Itisnotrequired,buttheSectionEditorcouldreplytothePre-ReviewDiscussiontoinformtheeditorthatshewillbeproceedingwiththeassignment.

CommunicatingwiththeAuthor

IftheSectionEditorhasanyquestionsfortheauthor,shecanusethePre-ReviewDiscussions.

SendingtoReview

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OncetheSectionEditorissatisfiedthatthesubmissionisappropriateforthejournal,shecanselecttheSendtoReviewbuttontomovethesubmissiontothenextstage.

Keepthefilesthataretobereviewedcheckedoff.

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ReviewWhenthesubmissionenterstheReviewStage,anotificationindicatesthatReviewersneedtobeassigned.

FromtheReviewerspanel,youcanselectAddReviewertoassignanewReviewer.

Thisopensanewwindow,whereReviewersarelistedandcanbeselectedoneatatime.

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NotethedetailsvisibleabouttheReviewers,includingtheirinterests,pastassignments,etc.

Atthebottomofthisform,youwillseeoptionsto:

SelectReviewer:UsethistoconfirmyourselectiononceyouhavepickedaReviewerfromthelist.

CreateNewReviewer:IfnoneoftheReviewersaresuitable,youcanusethisbuttontocreateanewReviewer.Thisisanewaccountinthesystem.

EnrollExistingUser:IfnoneoftheReviewersaresuitable,youcanenrollanexistinguserasaReviewer.

Forthisdemonstration,wewillpickAdelaasourReviewerandhittheSelectReviewerbutton.

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ThisinitiatesanewwindowwithamessagefortheReviewer.

Youcanreviseanyofthepreparedtext.

Furtherdowntheform,youwillseetheadditionaldetailsthataresenttotheReviewerincludingtitle,abstract,importantdates,andalinktothefilestobereviewed.

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HittheAddReviewerbuttontosendthemessageandassigntheReviewer.

BackontheReviewStage,wecanseetheReviewerisnowlisted.

YoucanmakeadditionalchangesusingthebluearrowtogglenexttotheReviewer'sname.

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ReviewDetails:Providesdetailsonthereview.

EmailReviewer:AllowsyoutosendamessagetotheReviewer.

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EditReview:Allowsyoutochangethereviewdatesandfiles.

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UnassignReviewer:AllowsyoutounassigntheReviewer.

History:Providesabriefhistoryofthereview.

Atthispoint,wecouldaddadditionalReviewers,andthenwaitfortheirrecommendationstocomein.

RespondingtoReviewsOncetheReviewershavecompletedtheirwork,theSectionEditorcanseetheresultsintheirdashboard.Heretheywillseenotificationsthatnewreviewshavebeensubmittedandwhetherallreviewsarein.

UsetheReadReviewlinkintheReviewerspaneltoreadthecommentsfromtheReviewers,includingthoseforboththeAuthorandEditoraswellasfortheEditoronly.

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SelecttheConfirmlinkatthebottomofthescreen.

IntheReviewerspanel,youcannowseeaThankReviewerlink.ChoosethattothanktheReviewer.

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HittheThankReviewerbuttontosendthemessage.

MakingtheDecisionBasedontheReviewerrecommendations,youcanusetheactionbuttonstomakeadecision.

Optionsinclude:

RequestRevisions:ThiswillrequiretheAuthortomakeminorchanges,butnofurtherpeerreviewisrequired.

ResubmitforReview:ThiswillrequiretheAuthortomakemajorchangesandanotherroundofreviewwillneedtotakeplace.

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SendtoCopyediting:ThismeansthesubmissionisacceptedwithoutrevisionsandcanproceedtotheCopyeditingstage.

DeclineSubmission:Thismeansthatthesubmissionhasnotpassedpeerreviewandisunsuitableforfurtherconsideration.ThesubmissionwouldthenmovetotheArchives.

RequestRevisionsInthisdemonstration,wearegoingtorequestthattheAuthormakesomeminorrevisionsbeforeacceptance.

Todoso,selecttheRequestRevisionsbutton.Thisresultsinanewmessagewindow.

Youcanmodifyanyofthetextbeforesendingthemessage.

UsetheAddReviewsbuttontoimporttheReviewer'scommentsfromtheEditorandAuthorfield.CommentsintheEditoronlyfieldwillnotbedisplayed.

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Ifthereareanyattachments,suchasmarkedupfilecreatedbyaReviewer,youcanattachithere(aslongasithasbeenanonymized).

HittheRecordEditorialDecisionbuttontosendthemessage.

YoumustnowwaitfortheAuthortorespondwithherrevisions.

AuthorRespondsOncetheAuthorhasmadetherevisions,youshouldreceiveamessage(viaemailandtheReviewDiscussionspanel).

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YouwillalsoseetherevisedfileintheRevisionspanel.

Atthispoint,youcandownloadtherevisedfile,checktomakesureitisready,andcommunicatewiththeAuthorusingtheReviewDiscussionspanel.

Inthiscase,we'regoingtoinformtheAuthorthatweareacceptingtherevisions.Todoso,clickonthelinkedtitleofthediscussion.Thiswillopenthediscussionbox.

UsetheAddMessagebuttontoreply.

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Anotheroptionwouldbetoaskforfurtherrevisions,butatthispoint,we'rereadytomoveon.

MovingtoCopyeditingThesubmissionisnowreadytobemovedtocopyediting.Todoso,usetheblueSendtoCopyeditingbutton.

Thiswillopenanewwindow.

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HittheRecordEditorialDecisionbuttonatthebottomofthewindow.

ThesubmissionisautomaticallymovedtotheCopyeditingstage.

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CopyeditingWhenasubmissionisapprovedintheReviewStage,itwillautomaticallymovetotheCopyeditingstage.

AddingaCopyeditorWhenthesubmissionenterstheCopyeditingStage,anotificationindicatesthataCopyeditorneedstobeassigned.CopyeditorscanbeassignedusingtheAddlinkontheParticipantspanel.

Thiswillopenanewwindow.

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YoucanusetheroledropdowntochooseCopyeditorandhittheSearchbutton.ThiswillbringupallCopyeditors.

SelectoneoftheCopyeditorsforthissubmission.

Chooseapreparedmessage.

Makeanychangesneededtothemessage.

HitSend.

Youcannowseethenewnotificationthatthesubmissionisawaitingcopyedits,theCopyeditorisnowincludedintheParticipantslist,andtherequestisvisibleintheCopyeditingDiscussions.

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YoucannowwaitfortheCopyeditortodoherwork.

CopyeditorTheCopyeditorwillreceiveanemailmessagefromtheSectionEditorrequestinghertotakeonthesubmission.

Togetstarted,shemustloginandfindthesubmissionfromherdashboard.

Then,shecanclicktheCopyeditinglinknexttothesubmissionname.ThiswilltakeherdirectlytotheCopyeditingstageforthissubmission.

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Fromhere,shecanseetheDraftFiles.Thesearethefilesthatrequirecopyediting.Clickingonthelinkedtitlewilldownloadthefiletoherdesktop.

OutsideofOJS,shewilldohercopyeditingwork.

Tocheckthesubmissionmetadata,usetheMetadatalinkinthebluebaratthetop.

Thiswouldincludecheckingthearticletitle,abstract,authornames,keywords,etc.

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Ifanychangesaremade,hittheSavebuttonbeforeexitingthiswindow.

ConsultwiththeAuthor

Onceshehasfinishedcopyediting,shewillrunthechangespasttheAuthorbyaddinganewdiscussion,usingtheCopyeditingDiscussionspanel'sAdddiscussionlink.

FromtheAddDiscussionwindow,shemustchoosetheAuthorandaddasubjectlineandmessage.

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Furtherdownthatsamewindow,shemustuploadacopyofhercopyeditedfile.

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Todoso,usetheUploadFilelink.ThiswillopenanewwindowwhereyoumustchoosetheArticleComponent(e.g.,articletext)anduploadthefile.

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HitContinuetoproceed.

Thiswillopenthenextstep,whereyoucaneditthefilenameifneeded.

Next,youcanuploadmorefilesifnecessary,orhitComplete.

BackontheAddwindow,youcannowseetheattachedfile.

HitOKtosendthemessagetotheauthor.

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ItisnowvisibleintheCopyeditingDiscussions.

Youcannowwaitfortheauthor'sresponse.

AuthorRespondsOnceyouhearbackfromtheauthor,youcanreviewhisfeedbackbycheckingthediscussionreply.

Fromhere,youcanseenofurtherchangesarerequired.

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TheFinalCopyeditedFileNowyoucangoaheadanduploadthefinalcopyeditedversiontotheCopyeditedpanel,nearthebottomofthescreen.

UsetheUpload/SelectFileslinktouploadthefinalcopyeditedversion.

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Itisimportanttonoteherethatyouhaveafewchoices.

1. YoucanusetheUploadFilelinktouploadanewfile(e.g.,afilewithsomerecentchangessinceyoushowedittotheauthor).

2. YoucanselecttheAuthor'soriginalversion(unlikely).3. YoucanselecttheCopyeditorversion,whichistheversionyousenttotheauthor(ifyoumadenofurtherchanges,

choosethisone).

Forthisdemonstration,wewillselecttheCopyeditorversionbycheckingtheboxtotheleftofthatfile.

HitOK.

ThefileisnowvisibleintheCopyeditedpanel(nearthebottomofthescreen),indicatingtotheeditorthatthisisthefinalversion,whichisreadyfortheProductionstage.

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InformtheSectionEditorThefinalstepisforyoutoinformtheSectionEditorthatthecopyeditingiscomplete.

Todoso,startanewCopyeditingDiscussionbyusingtheAddDiscussionlink.

Inthediscussionwindow,addtheSectionEditor,asubjectline,andamessage.

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HitOKtosendthemessage.

ReturningtotheCopyeditingstage,youcanseethemessageisposted.

YouworkastheCopyeditorisnowcomplete!

MovingtoProductionTheSectionEditorwillreceiveanemailthatthecopyeditingiscomplete,andseeanotificationinthediscussions.

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YoucandownloadandreviewthefinalcopyeditedversionfromtheCopyeditedpanel.

AtthispointyoucouldcommunicatefurtherwiththeCopyeditor,or,ifyouaresatisfied,movethesubmissiontotheProductionstage.

Todoso,selecttheblueSendtoProductionbutton.

ThiswillgenerateanofficialnoticetotheAuthorsthatthesubmissionismovingtothenextstage.

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Noticethattheappropriatefile,fromtheCopyeditedpanel,isincludedandwillbeautomaticallytransferredtoProduction.

HitRecordEditorialDecisiontoproceed.

TheCopyeditingstageisnowcomplete.

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ProductionWiththecompletionoftheCopyeditingstage,thesubmissionnowmovestoProduction.Fromhere,thecopyeditfiles(oftenMicrosoftWordfiles)willbeconvertedtopublishableformats(e.g.,PDF,HTML)andproofreadbeforepublishing.

TostartworkinginProduction,theSectionEditormustlogintothesystemandchoosethesubmissionfromherdashboard.

ChoosingtheProductionlinkwillopenthesubmissionrecord.

YouwillseethecopyeditedfilesarenowavailableintheProductionReadyFilespanel.

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Anotificationbanneralsoindicatesthatyoumustassignsomeonetocreatethegalleyfiles(e.g.,thePDFs,HTML,etc.)fromthoseproductionreadyfiles.

Thiscanvaryfromjournaltojournal--youmayhavelayouteditorsorproductionassistantstodothiswork.

Tomaketheassignment,usetheAddlinkintheParticipantslist.Thiswillopenanewwindow.

Usetheroleselectorandsearchbuttontofindappropriateusers,selectone,chooseapredefinedmessage,andhitOKtosend.

Theuserhasnowbeennotifiedviaemailandinhisdashboard.

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Noticethatthenotificationnowindicatesthesubmissionis"AwaitingGalleys".YoucanseethelayouteditorintheParticipantslist,andyoucanseetherequestnoticeintheProductionDiscussionspanel.

YoucannowwaitfortheLayoutEditortocompletehistasks.

LayoutEditingAstheLayoutEditor,youwillhavereceivedamessageinvitingyoutocreatethegalleysforthesubmission.

Togetstarted,logintothesystemandgotoyourdashboard.

Fromhere,findthesubmissionandselecttheProductionlink.

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Thiswilltakeyoutothesubmissionrecord.

FromtheProductionReadyFilespanel,downloadthefilestoyourdesktopandworkoutsideofOJStoconvertthemtotheformatsappropriateforyourjournal(e.g.,HTML,PDF,etc.).

Note:PKPiscurrentlyworkingonaprojecttoautomatetheconversionofMicrosoftWorddocumentsintootherformats,includingXML,HTML,PDF,EPUB,etc.Keepaneyeonourblogforupdates.

ContacttheAuthorNext,youwillwanttosharethePDFwiththeauthorforafinallookandsign-off.

Toso,usetheAddDiscussionlinkintheProductionDiscussionpanel.Thiswillopenanewwindow.

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Remembertoaddtheauthoratthetopofthewindow,andthenaddasubjectandamessage.

Beforesending,however,attachacopyofthePDFfileusingtheUploadFilelink.Thiswillmakeitavailabletotheauthor.

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RemembertoselectthecorrectArticleComponent,andthenuploadthePDF.

HitContinue.

Next,makeanychangestothefilename(usuallyyoudon'tneedtodoanythinghere).

Andthen,youcanuploadadditionalfiles,ifnecessary.

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Onceyouaredone,hitComplete.

ThefileisnowattachedandyoucansendthemessageusingtheOKbutton.

TheAuthorhasnowbeennotifiedandyoucanawaithisresponse.

AuthorResponse

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Oncetheauthorhashadachancetoreviewthegalleysandrespond,youwillreceiveanemailnotificationandwillseeareplyintheProductionDiscussions.

AddGalleysNowthattheAuthorhasproofreadthegalleys,youcanmakeanyfinalchanges,anthenuploadthemtotheGalleyspanel.

Todoso,usetheAddGalleylink,whichwillopenanewwindow.

Addanappropriatelabel(e.g.,PDF,HTML,etc.)andHitSave.

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Fromthiswindow,choosetheappropriatearticlecomponenet(e.g.,articletext)anduploadthegalleyfile.HitContinue.

Ifnecessary,changethefilename.HitContinue.

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Ifyouhavemorefiles,uploadthemnow.OtherwisehitComplete.

YoucannowseethegalleysintheGalleypanel.

Youcanmakechangestotheuploadbyselectingthebluearrowtotheleftofthegalleylabel,whichrevealsoptionstoedit,changethefile,ordelete.

InformtheSectionEditorFinally,youwillneedtoinformtheSectionEditorthatthegalleyshavebeencompleted.Todoso,usetheProductionDiscussionpanelandchoosetheAddDiscussionlink.

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AddtheSectionEditortothetopofthepage,andthenincludeasubjectlineandmessage.HitOKtosendthemessage.

Youcannowseethefinaldiscussion.

SectionEditorInformsEditorAtthispoint,theSectionEditorreceivesthenotificationfromtheLayoutEditorandreviewsthegalleyfiles.

ShecaneitherasktheLayoutEditortomakeadditionalchanges(usingtheProductionDiscussions)orinformtheEditorthatthegalleysarereadyforpublication.

ToinformtheEditor,usetheProductionDiscussionpanel'sAddDiscussionlink.

SchedulingforPublicationUponreceivingnotificationofthecompletedgalleys,theeditorlogsintothesubmissionrecord,andcheckstheuploadedgalleyfiles.

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Ifthegalleyslookready,theeditorcanhittheblueScheduleforPublicationactionbutton.

SelectingthisbuttonopensaPublicationwindow.

Usethistoaddthesubmissiontoafutureorbackissueofthejournal.

Youalsohavetheoptiontoaddpagenumbers,permission,andlicensinginformation.

HittingSavewillpublishthesubmissiontotheselectedissue.Iftheissueisalreadypublished,thesubmissionwillbeimmediatelyavailabletoreaders.

Congratulations!Youhavenowcometotheendoftheeditorialworkflow.

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Chapter11:ReviewingAsareviewer,youwilllearnofthereviewrequestviaemailorbycheckingyourdashboard:

FromtheMyAssignedlist,findthetitleandReviewlink.Noticethelackofanyauthorinformationinthisdouble-blindpeerreviewprocess.

SelectingtheReviewlinkwilltakeyoutothefirstreviewstepinthesubmissionrecord,whichismuchmorelimitedthantheeditor’sview,andcontainsnoauthorinformation.

Thisfirststepconsistsofthefollowingsections:

RequestforReview:providessometextinvitingyoutoactasareviewer.

ArticleTitle:providesthetitleofthearticle.

Abstract:providestheabstracttext.

Furtherdownthescreen,youwillfindadditionalinformation.

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TheViewAllSubmissionDetailslinkwillopenawindowwithadditionalinformation,includingallofthenon-authormetadata:

Notethatnoneofthesefieldsareeditablebythereviewer,andareonlyprovidedtohelpyouconductathoroughreview.

Closethiswindowandmovefurtherdownthescreen.FromhereyoucanseetheReviewSchedule,includingalloftherelevantduedates.

Fromhere,youcandeclineoracceptthereview.Ifyoudecline,youwillbedroppedfromtheprocess.Ifyouaccept,youwillmovetoreviewstep2,whereyouwouldbeabletoreadanyreviewerguidelinesprovidedbythejournal.

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HitContinuetomovetostep3.Fromhereyoucandownloadacopyofthereviewfilesandenteryourreviewcomments.Thefirstwindowisforcommentstotheeditorandtheauthor;thesecondwindowisjustfortheeditor.

Onceyouhavereadthepaperandaddedyourcomments,scrolldownthepagetooptionallyuploadamarkedupcopyofthereviewfile(remembertostripanypersonalidentificationfromthefilebeforeuploadingit).

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Next,youmustthenmakeyourrecommendationusingthedropdownmenu.

Yourchoicesinclude:

AcceptSubmission:itisreadytogotoCopyeditingasis.

RevisionsRequired:itrequiresminorchangesthatcanbereviewedandacceptedbytheeditor.

ResubmitforReview:itrequiresmajorchangesandanotherroundofpeerreview.

ResubmitElsewhere:itdoesn’tseemlikeagoodfitforthefocusandscopeofthisjournal.

DeclineSubmission:ithastoomanyweaknesstoeverbeaccepted.

SeeComments:ifnoneoftheaboverecommendationsmakesense,youcanleaveacommentfortheeditordetailingyourconcerns.

Finally,hittheSubmitReviewbuttontocompleteyourtask.You’llbeaskedtoconfirm.

HitOK.Youwillbetakenthefinalconfirmationscreenthankingyouforyourwork.

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That'sit!Thereviewisnowcomplete.

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