Communicating with Authors and Editors

OJS includes a built-in Discussions feature in every workflow stage. Using discussion threads — rather than external email — keeps all communication attached to the submission and creates a permanent, searchable record.

Why Use OJS Discussions?

Benefit	Detail
Complete record	Every message is stored against the submission, visible to all participants and future editors
File attachments	You can attach files directly to a discussion message
Email notifications	OJS sends an email notification to each participant when a new message is posted
Accountability	Editors can review the full conversation during production or if a dispute arises

Avoid external email for submission matters

If you discuss the manuscript over personal email, that communication is invisible to the journal record. Always use OJS discussions for anything related to the submission content or timeline.

Locating the Discussions Panel

1. Open the submission and click the Copyediting tab.
2. Scroll down past the file sections to find the Discussions panel.
3. Existing discussions are listed with the subject, participants, date, and whether there are unread messages.

Creating a New Discussion

1. In the Discussions panel, click Add discussion.
2. The Add Discussion dialog opens.

Step 1 — Add Participants

Click Add Participant to select who should be included in the thread.

Participant type	When to include
Author	When you have Author Queries (AQs) that require the author's input
Editor / Section Editor	For questions about journal style, scope, or editorial decisions
Both	When you need all parties informed simultaneously

Tagging participants

Only users already assigned to the submission can be added to a discussion. If a participant is missing, ask the editor to assign them to the submission first.

Step 2 — Write the Subject

Use a clear, specific subject line, for example:

• Author Queries — [Article Title]
• Copyediting Complete — [Article Title]
• Question about reference formatting

Step 3 — Write the Message

Keep your message focused and professional. Structure Author Query responses clearly:

Dear [Author name],

Thank you for your submission. Please find the copyedited manuscript attached. I have a few queries that require your attention:

AQ1 (p. 3): Please confirm the correct year for Smith et al. — the text cites both 2018 and 2019.
AQ2 (p. 7): The acronym "EHR" is used before it is defined. Please add a definition on first use.

Please reply to this thread with your responses. If you agree to a change, no further action is needed.

Best regards,
[Your name]

Step 4 — Attach Files (Optional)

If you want the author or editor to review the copyedited file directly from the discussion (in addition to the uploaded Copyedited File), you can attach it here:

1. Click Browse under Files.
2. Select the copyedited manuscript from your computer.
3. The file is attached to this specific discussion message.

Discussion attachments vs. Copyedited Files

Attaching a file to a discussion message is separate from uploading it to the Copyedited Files section. For the official workflow record, always upload the file to Copyedited Files. Discussion attachments are useful for sharing annotated drafts or supplementary notes.

Step 5 — Send the Discussion

Click OK to post the message. OJS will:

• Display the message in the Discussions panel.
• Send an email notification to all participants you added.

Responding to an Existing Discussion

1. In the Discussions panel, click the subject of an existing discussion.
2. Read the thread.
3. Type your reply in the text box at the bottom.
4. Optionally attach a file.
5. Click Add Message.

Responding to Author Queries

When an author replies to your AQ discussion:

1. Open the thread and read their responses.
2. Incorporate any corrections into your manuscript file.
3. Upload the revised file to Copyedited Files (see Uploading the Copyedited File).
4. Reply to the discussion to acknowledge their responses and confirm the changes are incorporated.

Closing a discussion

OJS does not have a formal "close" button for discussions. A discussion is considered resolved when no further replies are needed. It remains in the record permanently.

Common Discussion Scenarios

Scenario	Recommended action
You have Author Queries to send	Create a discussion, add the Author as participant, attach the copyedited file
You are notifying the editor of completion	Create a discussion, add the Editor, state that copyediting is complete (see Completing Copyediting)
The editor has a style question for you	Reply to the editor's existing thread
The author disagrees with an edit	Reply to clarify your reasoning; if unresolved, flag the editor in the same thread
You need more time to complete copyediting	Create a discussion with the Editor as participant and explain the revised timeline

Further Reading

• Learning OJS – Copyediting — Discussions in the Copyediting stage
• PKP Community Forum — Community advice on communicating with authors in OJS
• Learning OJS – Editorial Workflow — How discussions are used across all workflow stages