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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Accessing the Manuscript

Once you have accepted a review invitation, OJS moves the assignment to Step 1 of the review workflow. Submission files become available at Step 3 — Download & Review. This page explains how to locate, download, and organise those files before you begin reading.

The OJS Review Steps​

OJS structures the review workflow into four sequential steps:

StepLabelWhat you do
1RequestAccept or decline the invitation
2GuidelinesRead the journal's reviewer guidelines
3Download & ReviewDownload files and read the manuscript
4CompletionSubmit your recommendation and comments

You must click Continue at the end of each step to advance.

Downloading Submission Files​

  1. Log in to OJS and go to User Menu → Dashboard → My Queue.
  2. Click the submission title to open the review assignment.
  3. Click Continue past Steps 1 and 2 to reach Step 3 – Download & Review.
  4. Under Review Files, click the filename to download each file.
  5. Save the files to a dedicated folder on your computer (e.g., reviews/journal-name/submission-title/).
tip

Download all listed files before you start reading. Some journals attach figures or datasets separately from the main manuscript.

Types of Files You May Receive​

File typeTypical formatNotes
Manuscript.docx, .pdfMain article text, references, tables
Figures / Images.tif, .png, .epsHigh-resolution originals; may be embedded in the manuscript too
Supplementary material.xlsx, .csv, .pdfAdditional data, code, or appendices
Cover letter.pdf, .docxAuthor's message to the editor — may or may not be shared with reviewers
Response to reviewers.docx, .pdfAppears only in revised submissions
note

Not all journals provide all file types. Contact the editor via the Discussion thread if you believe a file is missing.

Double-Blind vs Open Review​

The journal's peer review model determines which metadata you can see:

Review typeAuthor names visible?Author affiliations visible?Your name visible to authors?
Double-blindNoNoNo
Single-blindNoNoYes
OpenYesYesYes

In a double-blind review, OJS strips identifying information from file names and submission metadata before making them available to you. If you accidentally discover author identity, note it in the Discussion thread and ask the editor how to proceed.

caution

Do not attempt to identify authors in a double-blind review, and do not share manuscript contents outside the review process regardless of the review model.

Opening and Organising Files Locally​

Keeping files organised helps you track versions and locate your notes quickly:

  1. Create a folder named with the journal acronym and submission ID (e.g., JOSS-1234).
  2. Do not rename the downloaded files — the original names often encode metadata used by the journal system.
  3. Open the manuscript in a PDF reader or word processor with annotation support (e.g., Adobe Acrobat, Microsoft Word, LibreOffice Writer).
  4. Use tracked changes or sticky notes to mark passages you want to cite in your review rather than transcribing them manually.
  5. Keep a running notes document (separate from the manuscript) where you record major and minor issues as you read.

Note-Taking While Reading​

Structured note-taking leads to a more coherent review report:

Note categoryWhat to capture
SummaryYour one-paragraph understanding of the paper's aim and findings
Major concernsIssues that affect the validity or significance of the results
Minor concernsTypographical errors, unclear wording, missing citations
StrengthsAspects done particularly well — helps authors and editors
Line referencesPage and line numbers for every specific comment
tip

Write your summary before listing concerns. Summarising forces you to engage with the paper's core argument and often reveals structural issues more clearly than a line-by-line read.

Further Reading​