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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Revising Galleys

After the proofreader returns their corrections you need to update the galley files and replace the versions stored in OJS. This page covers the full revision cycle — from receiving feedback to notifying stakeholders that revisions are complete.

Receiving Correction Notes​

Proofreader feedback arrives via the Production Discussion thread or as an attached file. Before making any changes:

  1. Read all corrections carefully from start to finish
  2. Acknowledge receipt in the discussion thread so the proofreader knows you received their notes
  3. Group corrections by type to work through them efficiently:
Correction typeExamples
TypographicalMisspellings, incorrect punctuation, transposed characters
FormattingWrong font size, inconsistent heading levels, broken tables
ContentMissing figure, incorrect caption, truncated reference
MetadataWrong author name, incorrect DOI display
tip

Create a simple checklist from the proofreader's notes before you start editing. Tick each item off as you fix it — this prevents missed corrections.

Downloading the Current Galley​

  1. Open the submission in OJS and go to the Production tab
  2. In the Galleys section, click the galley label (e.g. PDF) or click Edit and then download from the Galley File area
  3. Save the file to a clearly named folder, e.g. article-123-v2/
note

Always work from the file currently stored in OJS, not an older local copy, to avoid inadvertently reverting previous corrections.

Making Corrections​

Open the galley source file (e.g. the InDesign project, LaTeX source, or Word document) and work through each correction:

For PDF galleys​

  1. Make corrections in the source document (Word, InDesign, LaTeX — whichever was used to produce the PDF)
  2. Re-export as PDF with the same settings used originally
  3. Check that fonts are embedded and images are still high-resolution

For HTML galleys​

  1. Open the HTML file in a text editor or HTML editor
  2. Apply corrections directly to the markup
  3. Validate the HTML after editing (e.g. using the W3C Markup Validation Service)
  4. Test in a browser before uploading

For JATS XML galleys​

  1. Open the XML in oXygen or a plain text editor
  2. Make corrections, ensuring the file remains well-formed XML
  3. Re-validate against the JATS DTD or schema before uploading

Versioning Best Practices​

PracticeRecommendation
File namingAppend a version suffix: article-123-v2.pdf, article-123-v3.pdf
Local backupKeep all versions in a dated folder before uploading to OJS
Change logNote what was changed in each version (can be added to the discussion thread)
Source filesArchive the source document (.indd, .tex, .docx) alongside each PDF version
info

OJS does not maintain a version history of galley files. Once you replace a file, the previous version is no longer accessible through the interface. Maintaining local backups is essential.

Uploading a Revised Galley to OJS​

To replace an existing galley file with a corrected version:

  1. Open the submission and click the Production tab
  2. In the Galleys section, click the arrow (▶) next to the galley you are replacing
  3. Click Edit
  4. Under Galley File, click the Change File button (or Upload File if the section is empty)
  5. In the upload dialogue, select Replace existing file or upload the new file as prompted
  6. Select the correct Article Component (e.g. Article Text)
  7. Click Choose File, select the revised file from your computer
  8. Click Continue, review the details, then click Complete

The new file is now stored in OJS. The galley label and language settings remain unchanged.

tip

After uploading, click the galley label to download and open the file from OJS — confirm it is the revised version and opens correctly before notifying anyone.

Handling Multiple Revision Rounds​

If the proofreader identifies further corrections after reviewing the revised galley, repeat the same cycle:

Receive corrections → Edit source → Re-export → Upload to OJS → Notify proofreader

There is no technical limit to revision rounds, but most articles require only one or two.

Notifying the Proofreader of Revisions​

Once you have uploaded the revised galley(s):

  1. Reply to the existing Production Discussion thread
  2. Confirm which corrections have been addressed
  3. If any corrections could not be implemented (e.g. a requested change that contradicts the accepted manuscript), explain why

Suggested reply template​

Dear [Proofreader Name],

Thank you for your corrections. I have revised the galley(s) and uploaded the updated version(s) to OJS.

All corrections listed have been addressed. [If applicable: Items X and Y were not changed because …]

Please review the updated galley and confirm sign-off, or let me know if further corrections are needed.

Thank you, [Your name]

Notifying the Editor​

Once the proofreader has confirmed sign-off (or after a final self-check if no proofreader is assigned), notify the editor that production is complete. See Completing Production for the full checklist and notification steps.

Further Reading​