Completing Production
Before you notify the editor that your work is done, run through the production completion checklist to make sure everything is in order. A thorough final check avoids last-minute corrections after the article has been scheduled for publication.
Production Completion Checklist
Work through each item below. All items should be confirmed before notifying the editor.
Galleys
| Check | Done? |
|---|---|
| All required galley formats are uploaded (e.g. PDF, HTML) | ☐ |
| Each galley opens correctly when downloaded from OJS | ☐ |
| Galley labels are accurate and consistent (PDF, HTML, XML, ePUB) | ☐ |
| Correct language is assigned to each galley | ☐ |
| Images and figures are present, legible, and correctly positioned | ☐ |
| Tables are complete and formatted correctly | ☐ |
| References are complete and formatted to journal style | ☐ |
| DOI is displayed correctly on the first page of the PDF | ☐ |
| Licence statement (e.g. CC BY) is present in the galley | ☐ |
Metadata consistency
| Check | Done? |
|---|---|
| Article title in galley matches OJS metadata exactly | ☐ |
| Author names and affiliations in galley match OJS metadata | ☐ |
| Abstract in galley matches OJS metadata | ☐ |
| Keywords in galley match OJS metadata | ☐ |
| Volume, issue, and page range (if assigned) are correct | ☐ |
To check OJS metadata, go to the submission's Publication tab. Compare title, author names, abstract, and keywords against what appears in your galley file(s).
Proofreading
| Check | Done? |
|---|---|
| Proofreader has reviewed all galleys | ☐ |
| All proofreader corrections have been incorporated | ☐ |
| Proofreader has confirmed sign-off in the discussion thread | ☐ |
| No outstanding correction requests remain open | ☐ |
If no proofreader was assigned, perform a final self-proofread against the accepted manuscript and note this in your notification message to the editor.
Notifying the Editor via Discussion Thread
When all checklist items are complete, notify the editor through a Production Discussion:
- Open the submission and click the Production tab
- Scroll to Production Discussions and click Add Discussion
- In the Add Discussion dialogue:
- To: Select the editor's name
- Subject:
Production complete – [Article Title] - Message: See the template below
- Click OK
Suggested notification template
Dear [Editor Name],
Production for [Article Title] is now complete.
The following galleys have been uploaded:
- HTML (if applicable)
Proofreading has been completed and all corrections have been incorporated. The galleys are ready for publication scheduling.
Please let me know if you need anything further.
Thank you, [Your name]
The editor receives an email notification when you post the discussion message. You do not need to send a separate email unless your journal has a different workflow.
What Happens After You Notify the Editor
Once you have completed production and notified the editor, your active involvement in the submission is largely finished. The editor takes over for the final publication steps:
| Step | Responsible party |
|---|---|
| Review galleys and metadata | Editor |
| Assign the article to an issue | Editor |
| Set publication date and page range | Editor |
| Publish the issue | Editor or Journal Manager |
| DOI deposit with Crossref | Editor or Journal Manager |
You may receive further messages in the discussion thread if the editor has questions or requests minor changes. Monitor your email and OJS notifications until the article is formally published.
After Publication
Once the article is published:
- The galleys become publicly visible on the article landing page
- The DOI resolves to the article page
- OJS usage statistics begin tracking galley downloads
If you notice an error in a published galley, contact the editor immediately. Corrections to published articles follow the journal's Erratum or Correction policy, which typically requires a new production cycle.
Keep your local source files (InDesign projects, LaTeX source, HTML files) until the article has been published and the DOI is confirmed to be resolving correctly. Once publication is confirmed, you can archive or delete your working files according to your own practice.
Summary of the Layout Editor Workflow
Receive production-ready files from editor
↓
Create galley file(s) outside OJS
↓
Upload galleys to OJS (Production → Galleys → Add Galley)
↓
Notify proofreader via Production Discussion
↓
Receive corrections and revise galleys
↓
Replace galley files in OJS
↓
Proofreader confirms sign-off
↓
Run production completion checklist
↓
Notify editor via Production Discussion
↓
Editor schedules article for publication
Further Reading
- Learning OJS – Production — End-to-end production and publication workflow in OJS
- PKP Community Forum — Community support for completing the production workflow