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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Uploading Galleys to OJS

Once you have created your galley file(s) on your local machine, you upload them to OJS through the Production stage. OJS stores each galley separately with its own label, language, and file.

  1. Log in and open the submission (see Accessing the Production Stage)
  2. Click the Production tab in the submission workflow
  3. Scroll down to the Galleys section

The Galleys section displays a list of any existing galleys and an Add Galley button.

Adding a New Galley​

Step 1 — Open the galley dialogue​

Click Add Galley. A dialogue box opens with two fields:

FieldDescription
Galley LabelThe format identifier readers will see (e.g. PDF, HTML, XML)
LanguageThe language of the galley (defaults to the submission language)

Step 2 — Set the galley label​

Use a clear, consistent label that readers will recognise:

LabelWhen to use
PDFA standard PDF galley
HTMLAn HTML galley
XMLA JATS XML galley
ePUBAn ePUB galley
PDF (French)A language-specific variant
tip

Labels appear as download buttons on the article landing page. Keep them short and descriptive.

Step 3 — Select the language​

Choose the language that matches the galley content. For multilingual journals with galleys in multiple languages, create a separate galley entry for each language.

Step 4 — Save and upload the file​

  1. Click Save — OJS opens the Edit Galley screen
  2. Under Galley File, click Upload File
  3. From the Article Component dropdown, select the appropriate type (e.g. Article Text)
  4. Click Choose File and select your prepared galley file
  5. Click Continue to proceed through the upload wizard
  6. Review the file details on the confirmation screen, then click Complete
note

OJS accepts most common file types including PDF, HTML, XML, ePUB, and ZIP (for self-contained HTML galleys with embedded images). Maximum upload size is set by your system administrator.

Uploading a Remote URL Instead of a File​

If the galley is hosted externally (e.g. on a preprint server or institutional repository):

  1. Open the Edit Galley screen for the galley entry
  2. Instead of uploading a file, enter the full URL in the Remote URL field
  3. Click Save

OJS will direct readers to the external URL when they click the galley label.

info

Remote URL galleys are not included in OJS statistics or full-text indexing. Prefer file uploads when the galley can be hosted locally.

Marking a Galley as Publicly Available​

By default, galleys are publicly accessible once the issue is published. If your journal uses subscriptions or embargo periods:

  1. Open the Edit Galley screen
  2. Locate the Access settings (if enabled by the journal manager)
  3. Set the appropriate access level

Contact your journal manager if you are unsure about access restrictions.

Editing an Existing Galley​

To update a galley's label, language, or remote URL:

  1. In the Galleys section, click the arrow (▶) or Edit link next to the galley
  2. Make your changes in the Edit Galley screen
  3. Click Save

To replace the galley file itself (e.g. after proofreading corrections), see Revising Galleys.

Deleting a Galley​

note

Deleting a galley permanently removes it and its associated file from OJS. This action cannot be undone.

  1. In the Galleys section, click the arrow (▶) next to the galley
  2. Click Delete
  3. Confirm the deletion when prompted

Only delete a galley if it was created in error. If you need to replace a file, use the upload replacement workflow instead.

Galley Checklist​

Before moving to proofreading, confirm the following for each galley:

CheckDone?
Galley label is accurate and readable☐
Correct language is selected☐
File has uploaded successfully (no error message)☐
File opens correctly when downloaded from OJS☐
DOI and metadata are present in the file☐
All images and figures are included and legible☐

Further Reading​