3.3 3.2 3.1
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Workflow Settings

The Workflow Settings allow you to configure various parts of the journal’s editorial workflow. The workflow setting has 5 main tabs.

Submission #

Use this section to configure the submission process.

Disable Submissions #

A journal manager will be able to disable submissions for the entire section or disable submissions to a specific section or for the journal as a whole.

Once the setting is enabled, a notification is displayed indicating that submissions have been disabled. When this setting is enabled, users will no longer be able to make submissions in the journal.

OJS 3.3 disable submission menu.

OJS 3.3 notice about the journal not accepting submissions.

Metadata #

This section determines what types of metadata will be collected during the submission process, such as keywords and references.

Components #

Components are the file types authors may upload to the site. Typically, one file will be the article text, and others can include interview transcripts, data, images, etc. The components available for the author to choose from when making their submission are listed here.

OJS 3.3 article components menu.

Using the links provided, you can change the Order of the components (how they will be listed to the submitting author), Add a Component (if something you need is not included by default – e.g., Video), or Restore the Defaults (if someone has made too many modifications and you just want to reset everything).

Edit Component #

You can also edit each component by selecting the blue arrow to the left of the component name. This will reveal an Edit link and a Delete link.

OJS 3.3 component editing menu.

  • Name: This is the name of the component, as presented to the author.

  • File Type: Choose how the files associated with this component will be treated and displayed. Anything that is marked as a Dependent file will not be published.

  • File Metadata: Select the type of metadata that these files may receive. Document should be selected for the main publication files, such as the downloadable PDF, so that these files inherit their metadata from the publication. Otherwise, choose Supplementary Content for most file types. Artwork is appropriate for files which require distinct credit, caption and licensing metadata.

  • Key: Optional short symbol for the component.

Checklist #

In the Submission Preparation Checklist, Authors must check off that they agree with each item on this list. Use the Order link to change the order of the items, use the Add Item link to create a new item, and use the blue arrow to the left of the item name to Edit an existing item.

OJS 3.3 submission checklist editing menu.

Author Guidelines #

Use this field to add information for your authors that will be useful during the submission process. This information will be displayed on the journal website.

  • Author Guidelines: Recommended guidelines include required file types for the submission document, the preferred citation format, or any elements that should be present in the submission.
  • Copyright Notice: This is the author copyright agreement between the author and the journal, and the author agrees to these terms at the time of submission.

Review #

This tab allows you to configure your journal’s review process.

OJS 3.3 review configuration editing menu.

Setup #

Default Review Mode: Select whether your journal will follow an anonymous reviewer/anonymous author, anonymous reviewer/disclosed author, or open review process.

Restrict File Access:Check this off if you want the reviewer to respond to the request before accessing the submission files.

One-click Reviewer Access: Enable (default) the first option to provide reviewers with one-click access to the review, bypassing the need to go to the website, login, and find the submission. For security reasons with this option, editors are not able to modify email addresses or add CCs or BCCs prior to sending invitations to reviewers.

Default Review Deadlines: Indicate how long reviewers have to decide to accept or decline a review request from the editor, and how long they have to make a recommendation.

Automated Email Reminders: Reviewers will automatically be notified when they are assigned to a review; however, you may wish to enable or disable reminder emails for reviewers. Use the drop down menu to select either the number of days or “Never Remind” under “Send a reminder if a reviewer has not responded to a review request within the following time (days) after response due date” to set the number of days that can pass after the due date before reviewers will be reminded to accept or reject a review request.

Use the drop down menu to select either the number of days or “Never Remind” under “Send a reminder if a reviewer has not responded to a review request within the following time (days) after response due date” to set the number of days that can pass after the due date before reviewers will be reminded to make a recommendation for a submission.

Hit the Save button to record your changes.

OJS 3.3 notification of author submission screen.

Note that some system settings must be configured by the Site Administrator to send email. See the Administrator’s Guide for more information.

Review Guidance #

Review Guidelines: Provide your reviewers with criteria for judging a submission’s suitability for publication in the press, which may include instructions for preparing an effective and helpful review.

Competing Interests: Add your competing interest disclosure policy statement here.

Review Forms #

Review forms provide reviewers with a set of questions to respond to. This can help focus their feedback in ways that is more useful to you.

Create Review Form: Use the Create Review Form link to make a new form.

OJS 3.3 new review form creation menu.

The Description and Instructions provide information about the form and when to use it for Journal Managers and Editors. This content is not included on the form that reviewers see. You can add instructions and guidelines for reviewers under Review Guidelines (below).

Back at the Review Forms page, select the blue arrow to the left of the form name to reveal the Edit link.

OJS 3.3 review forms with edit menu expanded.

Select the Edit link and complete the form.

OJS 3.3 review form edit menu and response options.

Form Items are form questions.

You can choose whether to make the question mandatory for reviewers and visible to the author.

You can then choose the type of response, including:

  • a single word text box
  • a single line text box
  • an extended text box (for longer answers)
  • checkboxes (where the reviewer can select multiple possible responses)
  • radio buttons (where the reviewer can only select one possible answer)
  • dropdown menu (also where reviewers can only select one possible answer)

Response Options are the selections you make available for the checkboxes, radio buttons, or dropdown menus. A good example of a checkbox response is a Likert scale, where the reviewer must choose only one option: E.g., Good, Neutral, Bad.

Remember to hit the Save button to record your changes.

Use the Preview tab to test out the form.

OJS 3.3 review form preview and response options.

Once you send the form to a reviewer you will no longer be able to edit it because that would change the record for existing reviews using that form. If you want to make changes to the review form at that point you can copy the existing form and create a new updated version.

Anonymous Reviewer/Disclosed Author: Check this box to display a link for instructions on ensuring all submission files are anonymized.

OJS 3.3 checkbox to display submission anonymization instructions.

Publisher Library #

The Journal Manager and Editors may upload documents that they would like to share with the other users in the Publisher Library. Any document added in this area will be visible within a user’s Document Library in their manuscript’s Submission Library.

You can also upload a file here that you would like to be publicly accessible via a URL, which you can link to from other parts of your site, including the author guidelines, submission checklist, or a static page.

Suggested forms that can be uploaded in this area can include the galley approval form, supplemental material cover page, and other forms related to your journals workflow.

OJS 3.3 publisher library menu.

To add a file here, click ‘Add a file’ on the top right corner of the Publisher Library box.

OJS 3.3 add a file to the publisher library.

Name: Title of Document you want to appear to the user

Type: Select Marketing, Permission, Reports, Other

Public Access: Enabling this will allow users to download this file using the hyperlink provided if it is hyperlinked in other parts of your journal site.

Emails #

Email Setup #

The section allows you to configure the emails that are sent out from the system.

OJS 3.3 emails menu.

Signature: The information in this field will be added to the bottom of every email sent out by the system.

Bounce Address: A notice will be sent to this email address of any system-sent emails that fail to deliver, such as when the targeted email address is no longer valid.

Email Templates #

OJS facilitates work flow communication through the use of prepared email messages. Please note, some configuration is required to send email. See the Administrator’s Guide for more information.

You can view and modify the prepared email templates here. You will see a list of email templates under the Emails tab. The title and summary of each email template is displayed in the list.

OJS 3.3 emails templates.

If you click the arrow beside each email template you can view the message subject and contents and who is the default sender and recipient of the message.

OJS 3.3 editorial assignment template editing screen.

You can search for an email template by keyword by typing something in to the Search box.

You can click Filters to reveal options to filter the templates by status, sent from, sent to, and which workflow stage it is used during. These filters can help you find templates you want to edit.

OJS 3.3 email template filtering options.

See Template Descriptions at the end of this chapter for a table of all email templates and their sender, recipient, and workflow stage.

Edit email templates #

When you edit an email template, you change what it will say every time it is used. For emails that are sent voluntarily, such as a message sent to a reviewer asking them to review a submission, you can also change the contents of the message at the time of sending it. This changes the contents for that message only.

To edit a template:

  1. Go to Workflow Settings > Emails > Prepared Email Templates
  2. Click the blue arrow next to the template name to reveal links below it
  3. Click Edit
  4. Make changes to the subject and the body text. Be careful to not delete any tags such as “{$authorName}:,” which automatically insert content from a submission.
  5. When you’re finished editing, click Save.

Disable email templates #

All of the templates are enabled by default when you install OJS, but you can disable some templates by clicking the Disable button. Most of the templates that can be disabled are messages that are sent automatically by OJS. Disabling the template will mean that the automatic notification will not be sent.

To disable a template:

  1. Go to Workflow Settings > Emails > Prepared Email Templates
  2. Click the blue arrow next to the template name to reveal links below it
  3. Click Disable (if the button does not appear, then this template can’t be disabled)

Reload default email templates #

If you have edited email templates but want to reverse the edits and restore them to their default contents, you can reset them:

  1. Go to Workflow Settings > Emails > Prepared Email Templates
  2. Click Reset All Templates
  3. When the confirmation message appears, click OK.

Add email template #

Click the button Add Email Template to create a custom email template that you can use when notifying a user or adding a participant to a submission. Note that in versions earlier than OJS 3.1.2, you can create a custom email templates but it will not be available to use at any stage in the workflow.

Filters #

Click here to filter email templates based on the following: Enabled, Disabled, Custom Template. You can also filter email templates based on who it was sent from and who it is sent to.

Add email attachment #

There is no direct email attachment option in OJS 3, but you can upload and share public files via the Publisher Library:

  1. In Settings > Workflow > Publisher Library > Add a file, upload your document and tick the “Public Access” checkbox
  2. Click “OK” for the URL to be generated
  3. Insert the URL in your email

You can also choose to modify an existing email template with this URL, or share it publicly on the website.

Template descriptions #

OJS 3.2 now provides a description for every template outlining the sender and recipient, stage of workflow.

The table below provides an overview of the prepared email templates found in OJS 3.2. Note that “Editor” refers to any type of editor (e.g. journal editor, production editor, etc.). The following columns appear in the table:

  • Template: The name of the email template.
  • Description: A description of the template.
  • Sender: The name or signature that will appear at the end of the message. In some cases, the system sends the message automatically but the sender appears as a particular user.
  • Recipient: Who the email can be sent to.
  • Workflow stage: The workflow stage that this template is used in.
Template Description Sender Recipient Workflow
Announcement - ANNOUNCEMENT This email is used to notify users of a new announcement posted by the journal. System Registered Users  
Citation Editing - CITATION_EDITOR_AUTHOR_QUERY This email allows copyeditors to request additional information about references from authors. Copyeditor Author Copyediting
Copyediting Request - COPYEDIT_REQUEST This email is sent by a Section Editor to a submission’s Copyeditor to request that they begin the copyediting process. It provides information about the submission and how to access it. Section Editor Copyeditor Copyediting
Editorial Assignment - EDITOR_ASSIGN This email notifies a Section Editor that the Editor has assigned them the task of overseeing a submission through the editing process. It provides information about the submission and how to access the journal site. Editor Section Editor Submission
Editor Decision - EDITOR_DECISION_ACCEPT This email from the Editor or Section Editor to an Author notifies them of a final “accept submission” decision regarding their submission. Editor/Section Editor Author Review
Editor Decision - EDITOR_DECISION_DECLINE This email from the Editor or Section Editor to an Author notifies them of a final “decline” decision regarding their submission. Editor/Section Editor Author Review
Editor Decision - EDITOR_DECISION_INITIAL_DECLINE This email is send to the author if the editor declines his submission initially, before the review stage Editor/Section Editor Author Submission
Editor Decision - EDITOR_DECISION_RESUBMIT This email from the Editor or Section Editor to an Author notifies them of a final “resubmit” decision regarding their submission. Editor/Section Editor Author Review
Editor Decision - EDITOR_DECISION_REVISIONS This email from the Editor or Section Editor to an Author notifies them of a final “revisions required” decision regarding their submission. Editor/Section Editor Author Review
Editor Decision - EDITOR_DECISION_SEND_TO_EXTERNAL This email from the Editor or Section Editor to an Author notifies them that their submission is being sent to an external review. Editor/Section Editor Author Review
Editor Decision - EDITOR_DECISION_SEND_TO_PRODUCTION This email from the Editor or Section Editor to an Author notifies them that their submission is being sent to production. Editor/Section Editor Author Production
Editor Recommendation - EDITOR_RECOMMENDATION This email from the recommending Editor or Section Editor to the decision making Editors or Section Editors notifies them of a final recommendation regarding the submission. Recommending Editor/Section Editor Editor/Section Editor Review
Article of Possible Interest - EMAIL_LINK This email template provides a registered reader with the opportunity to send information about an article to somebody who may be interested. It is available via the Reading Tools and must be enabled by the Journal Manager in the Reading Tools Administration page. Journal Manager Reader  
Galleys Complete - LAYOUT_COMPLETE This email from the Layout Editor to the Section Editor notifies them that the layout process has been completed. Layout Editor Editor Production
Request Galleys - LAYOUT_REQUEST This email from the Section Editor to the Layout Editor notifies them that they have been assigned the task of performing layout editing on a submission. It provides information about the submission and how to access it. Editor Layout Editor Production
Archiving Request for {$contextName} - LOCKSS_EXISTING_ARCHIVE This email requests the keeper of a LOCKSS archive to consider including this journal in their archive. It provides the URL to the journal’s LOCKSS Publisher Manifest. LOCKSS Journal Manager Post-Production/Indexing
Archiving Request for {$contextName} - LOCKSS_NEW_ARCHIVE This email encourages the recipient to participate in the LOCKSS initiative and include this journal in the archive. It provides information about the LOCKSS initiative and ways to become involved. LOCKSS Journal Manager Post-Production/Indexing
Article Indexing Error - LUCENE_ARTICLE_INDEXING_ERROR_NOTIFICATION This email template is used to notify the technical contact of a journal that an error occurred during article indexing. Lucene search plugin Journal Manager Post-Production/Indexing
Journal Indexing Error - LUCENE_JOURNAL_INDEXING_ERROR_NOTIFICATION This email template is used to notify the technical contact of a journal that an error occurred during journal indexing. Lucene search plugin Journal Manager Post-Production/Indexing
Journal Search Service Error - LUCENE_SEARCH_SERVICE_ERROR_NOTIFICATION This email template is used to notify the technical contact of a journal that an error occurred while trying to access the Solr search Lucene search plugin Journal Manager Post-Production/Indexing
Manual Payment Notification - MANUAL_PAYMENT_NOTIFICATION This email template is used to notify a journal manager contact that a manual payment was requested. Author Journals Manager  
New notification from {$siteTitle} - NOTIFICATION The email is sent to registered users that have selected to have this type of notification emailed to them. This includes notifications of announcements and new issues published. System Registered User  
A message regarding {$contextName} - NOTIFICATION_CENTER_DEFAULT The default (blank) message used in the Notification Center Message Listbuilder.      
Welcome to the the {$siteTitle} mailing list! - NOTIFICATION_MAILLIST_WELCOME This email is sent to an unregistered user who just registered with the notification mailing list. System Registered User  
Issue Now Open Access - OPEN_ACCESS_NOTIFY This email is sent to registered readers who have requested to receive a notification email when an issue becomes open access. Registered Reviewer System Publish
Submission ORCID - ORCID_COLLECT_AUTHOR_ID This email template is used to collect the ORCID id’s from authors. Journals Manager/System Author Submission
Requesting ORCID record access - ORCID_REQUEST_AUTHOR_AUTHORIZATION This email template is used to request ORCID record access from authors. Journals Manager/System Author Submission
Password Reset - PASSWORD_RESET This email is sent to a registered user when they have successfully reset their password following the process described in the PASSWORD_RESET_CONFIRM email. System Registered User  
Password Reset Confirmation - PASSWORD_RESET_CONFIRM This email is sent to a registered user when they indicate that they have forgotten their password or are unable to login. It provides a URL they can follow to reset their password. System Registered User  
New Issue Published - PUBLISH_NOTIFY This email is not yet used in OJS 3. System Registered Users Publish
Registration as Reviewer with {$contextName} - REVIEWER_REGISTER This email is sent to a newly registered reviewer to welcome them to the system and provide them with a record of their username and password. System Reviewer  
Article Review Acknowledgement - REVIEW_ACK This email is sent by a Section Editor to confirm receipt of a completed review and thank the reviewer for their contributions. Section Editor/Editor Reviewer Review
Request for Review Cancelled - REVIEW_CANCEL This email is sent by the Section Editor to a Reviewer who has a submission review in progress to notify them that the review has been cancelled. Reviewer Editor/Section Editor Review
Able to Review - REVIEW_CONFIRM This email is sent by a Reviewer to the Section Editor in response to a review request to notify the Section Editor that the review request has been accepted and will be completed by the specified date. Reviewer Editor/Section Editor Review
Unable to Review - REVIEW_DECLINE This email is sent by a Reviewer to the Section Editor in response to a review request to notify the Section Editor that the review request has been declined. Reviewer Editor/Section Editor Review
REVIEW_REINSTATE This email is sent by the Section Editor to a Reviewer who has a submission review in progress to notify them that a cancelled review has been reinstated. Editor/Section Editor Reviewer Review
Submission Review Reminder - REVIEW_REMIND This email is sent by a Section Editor to remind a reviewer that their review is due. Editor/Section Editor Reviewer Review
Automated Submission Review Reminder - REVIEW_REMIND_AUTO This email is automatically sent when a reviewer’s due date elapses (see Review Options under Settings > Workflow > Review) and one-click reviewer access is disabled. Scheduled tasks must be enabled and configured (see the site configuration file). System Reviewer Review
Automated Submission Review Reminder - REVIEW_REMIND_AUTO_ONECLICK This email is automatically sent when a reviewer’s due date elapses (see Review Options under Settings > Workflow > Review) and one-click reviewer access is enabled. Scheduled tasks must be enabled and configured (see the site configuration file). System Reviewer Review
Submission Review Reminder - REVIEW_REMIND_ONECLICK This email is sent by a Section Editor to remind a reviewer that their review is due. Editor/Section Editor Reviewer Review
Article Review Request - REVIEW_REQUEST This email from the Section Editor to a Reviewer requests that the reviewer accept or decline the task of reviewing a submission. It provides information about the submission such as the title and abstract, a review due date, and how to access the submission itself. This message is used when the Standard Review Process is selected in Management > Settings > Workflow > Review. (Otherwise see REVIEW_REQUEST_ATTACHED.) Editor/Section Editor Reviewer Review
Article Review Request - REVIEW_REQUEST_ATTACHED This email is sent by the Section Editor to a Reviewer to request that they accept or decline the task of reviewing a submission. It includes the submission as an attachment. This message is used when the Email-Attachment Review Process is selected in Management > Settings > Workflow > Review. (Otherwise see REVIEW_REQUEST.) Editor/Section Editor Reviewer Review
Article Review Request - REVIEW_REQUEST_ATTACHED_SUBSEQUENT This email is sent by the Section Editor to a Reviewer to request that they accept or decline the task of reviewing a submission for a second or greater round of review. It includes the submission as an attachment. This message is used when the Email-Attachment Review Process is selected in Management > Settings > Workflow > Review. (Otherwise see REVIEW_REQUEST_SUBSEQUENT.) Editor/Section Editor Reviewer Review
Article Review Request - REVIEW_REQUEST_ONECLICK This email from the Section Editor to a Reviewer requests that the reviewer accept or decline the task of reviewing a submission. It provides information about the submission such as the title and abstract, a review due date, and how to access the submission itself. This message is used when the Standard Review Process is selected in Management > Settings > Workflow > Review, and one-click reviewer access is enabled. Editor/Section Editor Reviewer  
Article Review Request - REVIEW_REQUEST_ONECLICK_SUBSEQUENT This email from the Section Editor to a Reviewer requests that the reviewer accept or decline the task of reviewing a submission for a second or greater round of review. It provides information about the submission such as the title and abstract, a review due date, and how to access the submission itself. This message is used when the Standard Review Process is selected in Management > Settings > Workflow > Review, and one-click reviewer access is enabled. Editor/Section Editor Reviewer Review
Article Review Request - REVIEW_REQUEST_REMIND_AUTO This email is automatically sent when a reviewer’s confirmation due date elapses (see Review Options under Settings > Workflow > Review) and one-click reviewer access is disabled. Scheduled tasks must be enabled and configured (see the site configuration file). System Reviewer Review
Article Review Request - REVIEW_REQUEST_REMIND_AUTO_ONECLICK This email is automatically sent when a reviewer’s confirmation due date elapses (see Review Options under Settings > Workflow > Review) and one-click reviewer access is enabled. Scheduled tasks must be enabled and configured (see the site configuration file). System Reviewer Review
Article Review Request - REVIEW_REQUEST_SUBSEQUENT This email from the Section Editor to a Reviewer requests that the reviewer accept or decline the task of reviewing a submission for a second or greater round of review. It provides information about the submission such as the title and abstract, a review due date, and how to access the submission itself. This message is used when the Standard Review Process is selected in Management > Settings > Workflow > Review. (Otherwise see REVIEW_REQUEST_ATTACHED_SUBSEQUENT.) Editor/Section Editor Reviewer Review
Revised Version Uploaded - REVISED_VERSION_NOTIFY This email is automatically sent to the assigned editor when author uploads a revised version of an article. System Editor/Section Editor Review
STATISTICS_REPORT_NOTIFICATION This email is automatically sent monthly to editors and journal managers to provide them a system health overview. System Editor/Journals Manager  
Submission Acknowledgement - SUBMISSION_ACK This email, when enabled, is automatically sent to an author when he or she completes the process of submitting a manuscript to the journal. It provides information about tracking the submission through the process and thanks the author for the submission. System Author Submission
Submission Acknowledgement - SUBMISSION_ACK_NOT_USER This email, when enabled, is automatically sent to the other authors who are not users within OJS specified during the submission process. System Author (not registered in OJS) Submission
Submission Unsuitable - SUBMISSION_UNSUITABLE This email sends a message to an author who makes an unsuitable submission to the journal and recommends they submit elsewhere. Editor Author Submission
Subscription Expired - SUBSCRIPTION_AFTER_EXPIRY This email notifies a subscriber that their subscription has expired. It provides the journal’s URL along with instructions for access. System Subscriber  
Subscription Expired - Final Reminder - SUBSCRIPTION_AFTER_EXPIRY_LAST This email notifies a subscriber that their subscription has expired. It provides the journal’s URL along with instructions for access. System Subscriber  
Notice of Subscription Expiry - SUBSCRIPTION_BEFORE_EXPIRY This email notifies a subscriber that their subscription will soon expire. It provides the journal’s URL along with instructions for access. System Subscriber  
Subscription Notification - SUBSCRIPTION_NOTIFY This email notifies a registered reader that the Manager has created a subscription for them. It provides the journal’s URL along with instructions for access. System Subscriber  
Subscription Purchase: Individual - SUBSCRIPTION_PURCHASE_INDL This email notifies the Subscription Manager that an individual subscription has been purchased online. It provides summary information about the subscription and a quick access link to the purchased subscription. System Subscription Manager  
Subscription Purchase: Institutional - SUBSCRIPTION_PURCHASE_INSTL This email notifies the Subscription Manager that an institutional subscription has been purchased online. It provides summary information about the subscription and a quick access link to the purchased subscription. System Subscription Manager  
Subscription Renewal: Individual - SUBSCRIPTION_RENEW_INDL This email notifies the Subscription Manager that an individual subscription has been renewed online. It provides summary information about the subscription and a quick access link to the renewed subscription. System Subscription Manager  
Subscription Renewal: Institutional - SUBSCRIPTION_RENEW_INSTL This email notifies the Subscription Manager that an institutional subscription has been renewed online. It provides summary information about the subscription and a quick access link to the renewed subscription. System Subscription Manager  
Journal Registration - USER_REGISTER This email is sent to a newly registered user to welcome them to the system and provide them with a record of their username and password. System User  
Validate Your Account - USER_VALIDATE This email is sent to a newly registered user to validate their email account. System User