Editorial Workflow in OJS 3 – Module 9 – Production

Editorial Workflow in OJS 3 – Module 9 – Production


Hi everyone. In the last video, we saw our
editorial team work through the copy editing stage in OJS 3. In this video
we’re gonna walk through the production stage which includes layout editing,
proofreading and scheduling the submission to an upcoming issue. Let’s start again with Tim, our section editor, who can see that the submission is now
in production. And he’ll click on this entry to open it. Right away he’s got a
notification to assign a user to create the galleys using the assign link in the
participants list, which is right here. And he’s gonna look for a layout editor and he’s going to pick Daryl Neill to do
this. Again, like in copy editing, your journal might just have you working on
it and doing all of these roles. Doing copy editing, doing the layout editing,
the proofreading. So you don’t have to worry about assigning different people.
But if you do have a journal with a larger team, you can make these
assignments right here. We’re going to request the galleys using one of the
dropdowns. again, we can see the text has already
been written for us which is great and we’ll say ok. We can now see that we’re
awaiting the galleys. We have the production ready files. Those were the
ones that were copy added by our copy editor and moved over into production
and we can see that we’ve got a discussion about that duplication
happening again, don’t worry about that. where Tim has asked Daryl to make the
the galleys. We can see Daryl’s now included over here as a layout editor
and that’s it for Tim. He can now sit back and wait for Daryl to make those
galleys. Let’s take a look at what Darlyl sees. All right Daryl is going to
be responsible for making our PDFs. In some journals, you might also have HTML files, you might have ePub files you might have XML files and it’s going to be the
responsibility of the layout editor or maybe it’s called a production editor in
your journal, the name’s not important to make up those files that readers will
actually be reading. We can see when we log in as Darryl, again, much like the
copy editor, he’s only got a link to the submissions, none of the other options
are there and we can see just what’s in his queue. He can’t see all of the
submissions in the journal and if he was to go to archives. he could only see
things that he worked on in the past. So let’s take a quick look. Here we’re in
the production stage. Darryl can click on the production ready file to download it
to his desktop. He can see the text of the request that he received, he could
add a message saying I’m on it just to let Tim, our section editor, know that the
work is underway. Outside of OJS, he’s going to open this
up in word and he’s going to make the transformation. Whether it’s as simple as
turning it into a PDF or whether it’s doing something much more complex like
turning it into an XML file. We’re gonna keep this very straightforward. We’re
just gonna do a PDF. We’re gonna hit add galley. Say PDF. It’s in English. There’s a
link here. This galley will be available as a separate website. If we were
clicking out to a web page external to our journal, we could click this and then
just put in a URL instead of uploading a file, but we’re not going to do that here.
We’re going to save. Again, when we upload we have to indicate what type of
file it is, what’s the article component. This is text. Upload. Grab our PDF. Looks good. Continue. Details are fine. And the files been added. Complete. And our galleys uploaded. If
there were multiple galleys, if we then had an HTML version, we would just hit
add galley, put in the HTML label, upload the HTML file and we would be done. So
that’s completed. Let’s make a discussion. We can let Tim know and we can also let
the author know that the galleys are ready for proofreading. Please take a look. And let’s say okay. That message is now
gone out. Jalal, the author, can take a look at those PDFs to make sure he’s happy with it. The editor can also take a look and make sure that he’s happy with those.
If we had an external person who was also going to act as an independent
proof reader, the section editor would be able to add that person as well.
But that’ll all depend on what the workflow is in your journal. Again OJS 3
has really been made to be flexible enough to allow you to involve the right
people that match what your editorial processes are. So that’s it for our
layout editor. Let’s jump back in and see what our section editor sees. All right,
Tim’s received an email from Darryl, our layout editor, letting him know that the
galleys are ready. Click on our entry. Of course we’re taken right to the
production stage. You can see our discussions that are tracked here and
most importantly, we can see the galley. We can edit it, we could change the file,
we could delete it. But what we really want to do is just click on it. This is just a
test so nothing too fancy there, but it quickly opens up that PDF and we can see that it looks fine. Or maybe it doesn’t. Maybe we find that
there’s an error that’s been introduced and again, that’s where we’ll use the
discussion to communicate back to the layout editor that we need some changes.
Similarly, on the author’s side, if the author saw something that he was unhappy with, he’d be able to use the discussion tool to ask for that to be corrected. But
we’re going to say everything looks good we’re happy with those galleys.
Proofreading has been fine. Now another thing Tim should remember to do, once
he’s confirmed that the galley files are satisfactory, is to return up to the top
and look at the metadata. Make sure the section is correct, the
title information is correct, the abstract is correct, the contributors are
all correct. If there was a cover image, to include in the table of contents
added here. Make sure any metadata such as keywords shown here are correct. Just
confirm that that metadata is all perfect. Hit save if you’ve made any
changes and we can close that window. One final step is to schedule it for
production and we just head up here and we can say we want it to be in the
current issue. If there was a future issue for, you know, maybe volume one
number two was in production, we could add it to that. If we even wanted to add
it to a back issue we could do that. Lets just pick volume 1 number 1. If there
were page numbers, we could add those. We can attach the following permissions
this is a CC by known commercial 4.0 license the copyright holder or the
author’s. Copyright years 2018. Those are all pulled in from the settings that the
journal editor set when the journal was first created. We can override those for
individual entries, but most of the time the defaults are what you want. We say
save. And that’s it, the submission has now been included in the issue and when
that issue is published, the submission will be available as if
within the table of contents. In the next video, we’ll take a quick look at how to
create a new issue for your journal. Thanks for watching, we’ll see you there.

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