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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Uploading the Copyedited File

After you have applied your edits and saved the revised manuscript, you must upload it back to OJS so the editor and author can review your changes. This page walks through the upload process step by step.

  1. Log in to OJS and go to Dashboard → My Queue.
  2. Click the submission title to open it.
  3. Click the Copyediting tab in the workflow navigation bar.
  4. Scroll down to the Copyedited Files section (distinct from the Submission Files section above it).
Two separate file areas

Submission Files = the original manuscript sent to you by the editor (read-only for copyeditors).
Copyedited Files = where you upload your revised version.

Uploading the Revised File​

  1. In the Copyedited Files area, click Upload/Select Files.
  2. The file upload dialog opens.

Step 1 — Choose Upload Type​

OptionWhen to use
Upload a new fileYou are uploading your edited file for the first time, or submitting a new revision
Select an existing fileReuse a file already in the submission (rarely needed at this stage)

Select Upload a new file and then click Upload File.

Step 2 — Select the File Component Type​

OJS asks you to classify the file. Choose the type that best describes your upload:

Component typeUse when
Copyedited ManuscriptUploading the main edited manuscript — use this in almost all cases
Article TextAlternative if your journal uses this label for the main text
OtherSupplementary files corrected during copyediting (only if requested by the editor)
Choose the right component type

Selecting Copyedited Manuscript ensures the file appears correctly labelled in the editor's production checklist and is not confused with the original submission file.

Step 3 — Select and Upload the File​

  1. Click Browse (or drag and drop) and select your edited file from your computer.
  2. Confirm or edit the file name if necessary.
  3. Click Continue.

Step 4 — Review File Details​

OJS shows a summary of the uploaded file:

FieldDescription
File nameThe name as stored in OJS
File typeMIME type detected (e.g. application/vnd.openxmlformats-officedocument.wordprocessingml.document)
Component typeThe label you selected in Step 2

Confirm the details are correct, then click Continue.

Step 5 — Confirm the Upload​

Click Complete to finish the upload process. The file will now appear in the Copyedited Files list with a timestamp.

Confirming the Upload​

After completing the upload, verify the file is listed in Copyedited Files:

  • The file name, component type, and upload date should be visible.
  • Click the file name to download it and confirm it is the correct version.
Editors can see your file immediately

As soon as the file is uploaded, the editor has access to it. There is no separate "submit" action — the upload itself makes the file available.

Revision Rounds​

If the editor or author requests changes after reviewing your copyedited file, you will need to upload a revised version.

  1. Return to the Copyediting tab and click Upload/Select Files again.
  2. Upload the new file following the same steps above — select Upload a new file and choose Copyedited Manuscript.
  3. OJS retains all previous file versions. Editors can access the version history via the file actions menu.
Naming revisions clearly

Consider appending a version number or date to help distinguish revisions, for example:
manuscript-copyedited-v2.docx or manuscript-copyedited-2024-06-15.docx

Troubleshooting Upload Issues​

ProblemSolution
Upload button is greyed outYour user role may not have upload permissions for this stage — contact the editor
File type not acceptedConvert to .docx or the format specified by the journal; check journal guidelines
File appears in wrong sectionDelete the misplaced file and re-upload to Copyedited Files with the correct component type
Upload times out on large filesCompress embedded images or split supplementary files before uploading

Further Reading​