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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Communicating with Authors

All communication with authors should happen inside OJS using the Discussion threads built into each submission. This keeps a complete, auditable record of the editorial correspondence and avoids confusion from off-system emails.

Why Use OJS Discussions?​

BenefitDetail
On-recordEvery message is stored in the submission's activity log
Accessible to the teamThe managing editor and other assigned participants can read the thread
File attachmentsAnnotated manuscripts and supplementary documents can be attached directly
Email notificationsOJS automatically emails participants when a new message is posted
No lost threadsConversations are tied to the submission, not a personal inbox
tip

Avoid using personal or institutional email to communicate about manuscript content. If an author emails you directly, respond via OJS and note in your reply that all future correspondence should use the journal's messaging system.

Discussions are available on every workflow stage tab. For author communication during the Review stage:

  1. Open the submission from My Queue.
  2. Click the Review tab (or whichever stage the submission is currently in).
  3. Scroll down to the Review Discussions panel.

For copyediting-related author communication, use the Copyediting Discussions panel in the Copyediting tab instead.

Starting a New Discussion​

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

Configuring the discussion​

FieldWhat to do
SubjectEnter a brief, descriptive subject line, e.g., Revision Request — Round 1
ParticipantsClick Add Participant and search for the author's name. Also include yourself and any other editors who need visibility.
MessageType your message in the text area. Use clear, professional language.
AttachmentsClick Upload File to attach an annotated manuscript or decision letter.
  1. Click OK to send the discussion.

The author receives an email notification with your message and a link to log in and respond within OJS.

note

The subject line appears in the email notification the author receives. Keep it informative so the author can identify the purpose immediately, especially when a submission has multiple discussion threads.

Attaching Files to a Discussion​

When requesting revisions or providing an annotated manuscript:

  1. In the Add Discussion (or Reply) dialog, click Upload File.
  2. Select the file from your computer.
  3. Choose the file type from the drop-down (e.g., Editor Version, Author Version).
  4. Click Continue through the upload wizard and then Complete.
  5. The file now appears as an attachment in the message.
info

Files attached to discussions are stored in the submission's file library. Authors can download them directly from the discussion thread in their own dashboard without needing a separate email attachment.

Replying to an Author Message​

When an author replies to your discussion thread:

  1. You receive an email notification.
  2. Log in to OJS and navigate to the submission.
  3. The Discussions panel shows an unread indicator on the thread.
  4. Click the thread title to open it.
  5. Read the author's message at the bottom of the thread.
  6. Click Add Message to reply.

All replies are appended to the same thread, maintaining the full conversation in order.

Handling Multiple Discussion Threads​

A single submission may have several concurrent discussion threads for different purposes. Keep threads focused:

Thread purposeRecommended subject format
Transmitting a revision requestRevision Request — Round [N]
Asking a metadata questionMetadata Query — [Field name]
Confirming receipt of revised filesRevised Files Received
Sharing decision outcomeEditorial Decision — [Decision]

Avoid combining multiple unrelated topics in a single thread, as this makes the record harder to read for future team members.

Email Notifications​

OJS sends automatic email notifications when:

  • A new discussion is started that includes a participant
  • A reply is posted to an existing thread that includes the participant
  • A file is attached to a message

Participants do not need to stay logged in to be aware of new messages. However, they must log in to OJS to reply within the system.

Author responsiveness

If an author does not respond within your expected timeframe, you can send a follow-up message in the same thread. Avoid starting a new thread for the same topic, as this fragments the record.

Keeping Communication On-Record​

Best practices for maintaining a clean correspondence record:

  1. Always use OJS discussions for content-related communication with authors.
  2. Do not forward review files or reviewer identities to authors via personal email.
  3. Copy the managing editor on significant discussions by adding them as a participant.
  4. Document off-system conversations — if a phone call or in-person meeting takes place, summarise the outcome in a discussion thread for the record.
  5. Use the Activity Log to verify that messages were sent and received.

Further Reading​