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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Accessing Assigned Galleys

Before you can check a galley for errors, you need to locate it in OJS. This page walks you through logging in, finding your proofreading queue, opening the correct submission, and downloading the galley files.

Logging In​

  1. Navigate to your journal's OJS login page (your editor will have provided this URL).
  2. Enter your username and password, then click Login.
  3. If you have more than one role, OJS may ask which role to use — select Proofreader.
Forgotten password

Use the Forgot your password? link on the login page. A reset link is sent to your registered email address.

After logging in you land on the OJS Dashboard. Your proofreading tasks appear in the My Queue panel.

Dashboard sectionWhat it contains
My QueueSubmissions assigned to you that require action
ActiveAll submissions currently in production at this journal
ArchivesPublished and declined submissions (read-only)

To reach your queue:

User Menu (top-right avatar) → Dashboard → My Queue

Each card in My Queue shows the submission title, the current stage, and any overdue indicator.

Identifying Production-Stage Assignments​

Proofreading tasks always appear at the Production stage. You can confirm the stage by looking at the coloured stage badge on the submission card.

Stage badges
  • Submission — initial intake
  • Review — peer review in progress
  • Copyediting — copyeditor is working on the manuscript
  • Production — galleys are being typeset and proofread ← your stage

If you do not see any Production-stage cards in My Queue, contact the Layout Editor or Editor — your assignment may not have been sent yet.

Opening a Submission​

  1. Click the submission title (or the View button) on the queue card.
  2. The submission record opens showing all workflow stages along the top.
  3. Click the Production stage tab if it is not already selected.

Locating Galley Files in the Production Panel​

Inside the Production panel you will find two sections:

SectionDescription
Production Ready FilesCopyedited manuscript files handed off from the Copyediting stage
GalleysFinal typeset files (PDF, HTML, XML, ePub, etc.) ready for proofreading

Scroll to the Galleys section. Each galley entry shows:

  • The format label (e.g., PDF, HTML)
  • The filename
  • An Edit button (for the Layout Editor) and a Download icon (for you)
note

As a Proofreader you have read-only access to galleys. You download them, review them offline or in your browser, and then report any errors via the discussion thread. You cannot upload replacement files.

Downloading PDF Galleys​

  1. In the Galleys section, locate the row labelled PDF.
  2. Click the download icon (arrow pointing down) or the filename link.
  3. Save the file to a location on your computer where you can annotate it.

Recommended PDF viewers with annotation support:

ApplicationPlatformAnnotation features
Adobe Acrobat ReaderWindows, macOSSticky notes, highlight, strikethrough
PreviewmacOSHighlight, text notes
OkularLinuxStamps, highlights, inline notes
Foxit PDF ReaderWindows, macOSComments, mark-up tools

Downloading HTML Galleys​

HTML galleys open directly in your browser rather than downloading as a file.

  1. In the Galleys section, locate the row labelled HTML.
  2. Click the filename or the View icon — the galley opens in a new browser tab.
  3. To save a local copy for offline annotation, use File → Save Page As in your browser.
Checking HTML in multiple browsers

Open the HTML galley in at least two browsers (e.g., Chrome and Firefox) to catch rendering differences such as broken fonts or misaligned tables.

Downloading Other Formats​

Some journals produce XML or ePub galleys in addition to PDF and HTML. The download process is the same as for PDF — click the filename or download icon next to the relevant format label.

Confirming You Have the Correct Version​

Before reviewing, confirm you have the latest galley:

  1. Check the date/time stamp shown next to the galley filename.
  2. If multiple versions are listed, use the most recent one.
  3. If you are unsure which file to review, ask the Layout Editor via the Production Discussions thread.

Further Reading​