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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Production Stage

The Production stage is where the copyedited manuscript is converted into publication-ready galley files (PDF, HTML, XML, ePUB) before the article is scheduled for publication.

Entering the Production Stage​

A submission reaches Production after an editor records Send to Production at the end of Copyediting. Open the submission and click the Production tab.

The Production Tab​

The Production tab contains:

  • Production Ready Files — the copyedited manuscript(s) passed from Copyediting
  • Galleys — the finished, publication-format files (PDF, HTML, etc.)
  • Production Discussions — threaded communication between editor, layout editor, and proofreader
  • Participants — users assigned to this stage

Assigning a Layout Editor (Typesetter)​

  1. In the Participants panel, click Assign.
  2. Choose the Layout Editor role.
  3. Select a user with typesetting skills from your journal's user list.
  4. Notify them by email if needed.
  5. Click OK.

The Layout Editor downloads the production-ready files, typsets the article (typically using InDesign, Word, or a web tool), and uploads galley files back to OJS.

info

If your journal is small, the Editor can act as Layout Editor and create galleys directly, assigning themselves the Layout Editor role.

Galley Formats​

FormatCommon use
PDFStandard; required by most journals
HTMLAccessible, web-native reading; improves indexing
XML (JATS)Required for PubMed/PMC; supports structured metadata
ePUBE-reader compatible

Aim to provide at least PDF. Publishing HTML galleys alongside PDF significantly increases discoverability and accessibility.

Reviewing Galleys​

As Editor, review uploaded galleys to confirm:

  • Title, author names, and affiliations are correct.
  • Abstract and keywords appear on the article page.
  • DOI (if assigned) is displayed correctly.
  • All figures, tables, and references are intact.
  • The article looks correct on both desktop and mobile (for HTML galleys).

Coordinating Proofreading​

For formal proofreading:

  1. Assign a Proofreader in Participants.
  2. Open a Production Discussion thread to notify the proofreader that galleys are ready.
  3. The Proofreader reviews the galleys, notes corrections in the discussion thread or a separate document, and notifies the editor.
  4. The Layout Editor makes corrections and uploads revised galleys.

Approving Galleys and Scheduling for Publication​

Once galleys are finalised:

  1. Click the Publication tab on the submission.
  2. Review and update all publication metadata: title, abstract, keywords, authors, DOI, section.
  3. Assign the article to an Issue (existing future issue or create new).
  4. Click Schedule for Publication — the article will publish when the issue is published, or immediately if "Publish on Schedule" is enabled.

See Scheduling & Publishing for full details on issue management.

Production Without Separate Roles​

For journals where the editor handles production:

  1. Download the copyedited file.
  2. Create the galley in your preferred tool.
  3. Return to the Galleys section of the Production tab.
  4. Click Add Galley, set the label (e.g., "PDF") and language.
  5. Upload the file and save.
  6. Proceed to the Publication tab to schedule.

Common Production Issues​

IssueSolution
Galley not showing on article pageCheck file is uploaded in Galleys section (not as a production file); check component type is set to "Article Text"
HTML galley displays incorrectlyEnable the HTML Article Galley plugin; validate HTML; check dependent image files are uploaded
PDF shows wrong versionDelete the old galley and upload the corrected file with the same label
DOI not appearingEnsure DOI plugin is enabled and a DOI has been assigned to the article

Further Reading​