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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Import & Export

There are many ways to import and export data with OJS. Most tools require administrator or manager privileges. Many tools are also available from the command line.

REST API​

You can read and write some data via the OJS REST API. Refer to the API documentation bundled with your OJS release, accessible at /api/v1/_docs on your installation. The API documentation is also available in the PKP developer reference.

Native XML​

note

The Native XML format changes with each major version. You cannot import an XML file generated with OJS 3.4 into a 3.5 install.

The Native XML format is the recommended way to import and export submissions in OJS. It includes submissions, their metadata, and all submission files — and in OJS, issue metadata as well.

To import or export submissions:

  1. Login as an administrator or manager.
  2. Click Tools in the main navigation.
  3. Click Native XML Plugin.
  4. Click Import or Export and follow the steps.

Creating a Native XML File for Import​

Before importing, create an XML file that matches the schema:

SchemaSampleDescription
native.xsd (base)—Base schema
native.xsd (OJS)sample.xmlIssues and articles

Tips for creating import files:

  • Use <!DOCTYPE ...> to define the document type.
  • Encode the file as UTF-8.
  • Use date format YYYY-MM-DD.
  • Use <embed> (base64-encoded file data) or <href> (file URL) to include files.
  • Wrap HTML in <![CDATA[]]> tags.
  • Include translated fields using multiple locale entries.
  • Validate your XML with a tool like Liquid XML Editor or Oxygen XML before importing.

For very large XML files (due to embedded files), use the CLI tools instead of the web UI.

QuickSubmit​

The QuickSubmit plugin is useful for importing a small amount of back content. It provides a UI for manually adding a submission, assigning it to an issue, and publishing it.

OAI​

Every journal produces a public OAI (Open Archives Initiative) endpoint:

https://yoursite.com/index.php/journalpath/oai

To enable or disable the OAI endpoint, change the oai setting in config.inc.php.

Users​

CSV Export​

Download user account data as CSV:

  1. Login as an administrator or manager.
  2. Go to Statistics → Users.
  3. Click Export.
  4. Select the roles to include.
  5. Click Export.

This may take several minutes for large user databases.

Users XML​

note

The Users XML format changes with each major version. You cannot import an XML file generated with OJS 3.4 into a 3.5 install.

The Users XML format imports and exports users and their roles.

To import or export users:

  1. Login as an administrator or manager.
  2. Click Tools in the main navigation.
  3. Click Users XML Plugin.
  4. Click Import or Export and follow the steps.

Creating a Users XML File for Import​

SchemaSample
pkp-users.xsdsample.xml (OJS)

Tips:

  • <givenname> and <email> are mandatory.
  • Use <password must_change="true"> to require a password change on first login.
  • If a username or email already exists in the system, the existing account is used and new roles are assigned to it.
  • Validate your XML before importing.

Export to Indexing Services​

Plugins are available to export published metadata to indexing services such as Crossref, PubMed, DataCite, DOAJ, and mEDRA. Some deposit directly; others generate an export file.

Install and configure these plugins at Settings → Website → Plugins.

CLI Tools​

Most import/export plugins can be run from the command line:

# List available import/export plugins
php tools/importExport.php list

# Get usage for a specific plugin
php tools/importExport.php NativeImportExportPlugin usage

# Example: export all articles from a journal
php tools/importExport.php NativeImportExportPlugin export /tmp/output.xml myjournal articles

Troubleshooting​

"I imported my XML file and I'm getting an error." Validate your XML file with an editor like Liquid XML Editor or Oxygen XML before importing.

"When I click Export I get a blank page." Check your server's error log for more details.