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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Handling Author Revisions

Receiving Revised Files​

When an author uploads revised files in response to a Revisions Required or Resubmit for Review decision:

  1. You receive an on-screen notification and (optionally) an email alert
  2. Open the submission from Dashboard → My Queue
  3. Navigate to the Review stage → Revisions panel

The revised files appear listed with the date and time the author uploaded them. You can download and read them directly from this panel.

Comparing versions

OJS stores all previously submitted versions. Click the Submission Files tab to see the full file history, including the original submission, any editor-annotated copies, and all author revisions.

Communicating with the Author​

Before or after reviewing the revisions, use the Review Discussions panel to communicate with the author:

  1. Click Add Discussion
  2. Select the author as a participant
  3. Type your message — e.g. to acknowledge receipt, ask for clarification, or flag a remaining concern
  4. Click OK

The author receives an email notification and can reply from their dashboard. All messages are stored in the submission record.

Keep it on record

Avoid using personal email for revision-related correspondence. Discussion threads keep all communication in one place and form part of the submission's audit trail.

Deciding Whether to Re-review​

After reading the revised manuscript, choose one of two paths:

ScenarioRecommended Action
Revisions are satisfactory; concerns are addressedAccept the submission directly (no new review round needed)
Revisions are substantial or only partially address reviewer concernsOpen a new review round and invite reviewers to assess the revised version

If the revisions are inadequate and do not address the concerns raised, you may also issue a fresh Decline decision.

Opening a New Review Round​

If the revisions require another round of peer review:

  1. In the Review stage, scroll to the Review Rounds section
  2. Click New Round
  3. Select the revised manuscript files to include (deselect the original submission if appropriate)
  4. Click Create New Round
  5. Assign reviewers as described in Assigning Reviewers

Previous rounds remain visible as tabs (Round 1, Round 2, etc.) so you and reviewers can compare across rounds.

Re-assigning the Same Reviewers​

For revision rounds, inviting the original reviewers is often appropriate:

  1. In the new round's Reviewers panel, click Add Reviewer
  2. Search for the reviewer by name
  3. In the invitation email, note that this is a revised version responding to their earlier comments
  4. Set a new deadline appropriate for a revision check (often shorter than the original)
Reviewer continuity

Returning reviewers can see their own previous review comments for context. They cannot see other reviewers' comments unless the anonymity model permits it.

Uploading Editor-Annotated Files​

As the Section Editor you may wish to upload a copy of the manuscript with your own tracked changes or annotations:

  1. In the Review Files panel, click Upload/Select Files
  2. Choose Upload a New File
  3. Set the file type to Editor Version (or an appropriate article component)
  4. Upload the annotated file
  5. The author can download this file from their dashboard when you notify them
Using editor annotations

Annotated files are especially useful when you want to show the author exactly which sentences need rewording, or when the reviewers' comments are ambiguous. Attach the file to a Discussion thread with an explanatory note.

Further Reading​