2. Journal Management Pages

The Journal Manager's Management Pages allow you to configure the journal's web site, policies, and workflow. We'll start with the Five-Step Setup Process, found by selecting Setup.

2.1. The Five-Step Setup Process

The Journal Manager sets up the journal, after the system has been installed on a web server, by working through five steps, filling in web-based forms and configuring the management of the journal. The setup does not have to be done all at once: the forms can be filled in and saved; then you can return to Setup to complete the task or make changes at any time.

Setup is available to the Journal Manager on the Journal Management page, and contains its own set of Help texts built into each of the forms. Setting up the journal's web site will require decisions and text for the following items, among others, which can be prepared in advance in consultation with the Editors or added at a later point.

Figure 4.2. Journal Setup

Journal Setup

Complete as many of the sections in the five steps as possible, but remember that you can always go back and fill in additional details as they become available. Default options are often pre-selected for common functions.

You can get started quickly by filling in the most important information first (journal name, principal contact, etc.) and returning to the details later.

2.1.1. Step One: Details

General Information

This form provides general details about your journal, including the name, abbreviation, address, print or online ISSNs, and DOI. The Journal Title, Journal Initials, and Journal Abbreviation fields are mandatory. OJS provides links to the ISSN web site and CrossRef, if you wish to learn more about ISSNs and DOIs.

Figure 4.3. Setup Step 1.1: General Information

Setup Step 1.1: General Information

Principal Contact

You must list the primary journal contact here. Any outgoing emails will typically be sent care of this person. Name and email fields are mandatory.

Figure 4.4. Setup Step 1.2: Principal Contact

Setup Step 1.2: Principal Contact

Technical Support Contact

You must supply a name and email for your technical support contact. This contact information will be presented for contact purposes in key areas throughout the system, and will be available from About the Journal.

Figure 4.5. Setup Step 1.3: Technical Support Contact

Setup Step 1.3: Technical Support Contact

Email Identification

OJS makes extensive use of internal email forms. This signature will appear on the bottom of all emails sent by the system. You can also enter a bounce address (if the allow_envelope_sender configuration option is enabled in config.inc.php) where any undeliverable email messages will be sent.

Figure 4.6. Setup Step 1.4: Email Identification

Setup Step 1.4: Email Identification

Publisher

The following three forms (1.5, 1.6, 1.7) will add information to the About the Journal section of your journal web site, under Journal Sponsorship.

You can specify publisher information in the first form.

Figure 4.7. Setup Step 1.5: Publisher

Setup Step 1.5: Publisher

Sponsoring Organizations

You can add information about any sponsoring organizations your journal might have in Step 1.6. Additional organizations can be added by clicking the "Add Sponsoring Organization" button

Figure 4.8. Setup Step 1.6: Sponsoring Organizations

Setup Step 1.6: Sponsoring Organizations

Sources of Support

You can add any sources of support in Step 1.7. Additional sources can be added by clicking the "Add Contributor" button

Figure 4.9. Setup Step 1.7: Sources of Support

Setup Step 1.7: Sources of Support

Search Engine Indexing

This optional section will allow you to add hidden HTML metatags to your journal's web pages. Accurate information here can increase your visibility in search engines such as Google.

Figure 4.10. Setup Step 1.8: Search Engine Indexing

Setup Step 1.8: Search Engine Indexing

Journal History

This section will display information about the history of your journal on the About page.

Figure 4.11. Setup Step 1.9: Journal History

Setup Step 1.9: Journal History

2.1.2. Step Two: Policies

Setup Step Two allows you to configure many different policy aspects of your journal: the journal's scope; review policy; author guidelines; and so on.

Focus and Scope of Journal

This form will add information to the About the Journal section of your journal web site, under its own Focus and Scope section.

Figure 4.12. Setup Step 2.1: Focus and Scope

Setup Step 2.1: Focus and Scope

Peer Review

The Peer Review section is split into different components:

  • Review Policy: This public policy will be visible on the About the Journal section. Whatever is entered here should clearly explain the kind of review process your journal undertakes.

    Figure 4.13. Setup Step 2.2: Peer Review

    Setup Step 2.2: Peer Review

  • Review Guidelines: These instructions will be available to reviewers at the time of review. They should be clear, detailed step-by-step instructions for your reviewers.

    Figure 4.14. Setup Step 2.2: Review Guidelines

    Setup Step 2.2: Review Guidelines

  • Review Process: This section allows you to choose the best method of peer- review for your journal. By default, the standard review process is selected, but you may prefer to bypass this internal OJS process, and rely on email attachments.

    Figure 4.15. Setup Step 2.2: Review Process

    Setup Step 2.2: Review Process

  • Review Options: OJS allows for the configuration of a number of review options, including how long reviewers have to complete their review; when to send reminders to reviewers; whether to use a rating system for reviewers (visible only to the editors); and one-click access for reviewers.

    One-click access allows editors to send reviewers an email message with a URL that goes directly to the review page for the article in question, without the need to create an account or login. This option is meant to reduce any technical barriers to reviewer participation, however it is somewhat insecure as anyone who might be able to guess the URL could navigate to the review page.

    The Blind Review option will add links to the Ensuring a Blind Review document to both Author and Reviewer pages. This document describes the importance of removing any identifying information in the submission file or review file, and describes how to do so in various ways.

    Figure 4.16. Setup Step 2.2: Review Options

    Setup Step 2.2: Review Options

Privacy Statement

The privacy statement will appear on the About the Journal section of your web site. Because you will be asking people to register with your journal and collecting their personal information, it is important to let them know of your policies in this regard.

Figure 4.17. Setup Step 2.3: Privacy Statement

Setup Step 2.3: Privacy Statement

Editor Decision

Check this box to add all co-authors to the include list when an Editor sends a Notify Author email.

Figure 4.18. Setup Step 2.4: Editor Decision

Setup Step 2.4: Editor Decision

Add Item to Appear in "About the Journal"

If you wish to add more information to the "About the Journal" section, this section allows you to enter content. Multiple entries are permitted, using the Add About Item button.

Figure 4.19. Setup Step 2.5: Add Item

Setup Step 2.5: Add Item

Journal Archiving

LOCKSS is an open source solution to archiving online journals. To ensure the preservation of your journal, follow the steps outlined in this section. OJS will even generate the email message to send to participating libraries.

Figure 4.20. Setup Step 2.6: Journal Archiving

Setup Step 2.6: Journal Archiving

Potential Reviewer Database

You can add a link to an external Reviewer database here. This will provide a quick reference source for Section Editors or Editors looking for potential new reviewers for the journal.

Figure 4.21. Setup Step 2.7: Potential Reviewer Database

Setup Step 2.7: Potential Reviewer Database

2.1.3. Step Three: Submissions

Author Guidelines

These guidelines will appear on the About the Journal page and be available for potential authors to consult before submitting.

Figure 4.22. Setup Step 3.1: Author Guidelines

Setup Step 3.1: Author Guidelines

You can also configure the Submission Preparation Checklist in this section. When submitting an article to your journal, authors will be asked to ensure certain conditions are met using this submission preparation checklist. Authors will not be able to proceeed past the first submission step until they agree to all checklist conditions. Default items are provided, but you may add new ones or delete any that do not apply to your journal by using the Add Checklist Item or Delete buttons.

Figure 4.23. Setup Step 3.1: Submission Preparation Checklist

Setup Step 3.1: Submission Preparation Checklist

Copyright Notice

This copyright notice will appear on the About the Journal page. You also have the option to require that authors agree to your copyright notice before completing their submission, and to add a Creative Commons license to the journal web site.

Figure 4.24. Setup Step 3.2: Copyright Notice

Setup Step 3.2: Copyright Notice

Competing Interests

This allows for the option of requiring authors and/or reviewers to file a Competing Interests statement.

Figure 4.25. Setup Step 3.3: Competing Interests

Setup Step 3.3: Competing Interests

For Authors to Index Their Work

Carefully selecting the most appropriate disciplines, classification system, and keywords will enhance the ability of others to find your articles. In OJS, Authors index their own submissions, but this information can be checked over and changed by Editors at any time. This form allows you to select from a number of indexing formats, add relevant examples to guide the authors, and provide them with a link to a subject classification system (such as the Library of Congress).

Figure 4.26. Setup Step 3.4: For Authors to Index Their Work

Setup Step 3.4: For Authors to Index Their Work

Register Journal for Indexing

You can register the contents of your journal with the Public Knowledge Project Metadata Harvester or other OAI-compliant services (e.g., OAIster), which will allow for comprehensive searching among sites that adhere to the OAI Protocol for metadata harvesting.

Figure 4.27. Setup Step 3.5: Register Journal for Indexing

Setup Step 3.5: Register Journal for Indexing

Notification of Author Submission

You can request a notification email be sent to the journal's primary contact, or another address, whenever an author has completed the submission process.

Figure 4.28. Setup Step 3.6: Notification of Author Submission

Setup Step 3.6: Notification of Author Submission

2.1.4. Step Four: Management

Here you can set the journal's Open Access policy, control how users register on the site and for what, and enable user action and email logging.

Access and Security Settings

This section provides a number of options for access to your journal's content.

  • Access to Journal Content: Here are you can decide between full open access or the use of subscriptions to control access to some or all content. If you enable subscription control, you can allow for delayed open access to content. You may also target individual articles as openly-available within a subscription issue. If subscription access is chose, the role of Subscription Manager will be created, allowing for the creation/management of subscriptions, subscription types, and subscription policies.

    Figure 4.29. Setup Step 4.1: Access to Journal Content

    Setup Step 4.1: Access to Journal Content

  • Additional Site and Article Access Restrictions: You can further restrict site- and article-level access through the use of user registration, and decide how users are allowed to register themselves. The advantage of selecting these options is that anyone wanted to read your content will need to register, providing you with reliable readership statistics (especially in the absence of subscriptions). The disadvantage, however, is that some potential readers will simply click away from your site rather than creating yet another user account.

    Figure 4.30. Setup Step 4.1: Additional Site and Article Access Restrictions

    Setup Step 4.1: Additional Site and Article Access Restrictions

  • User Registration: Select these options to allow visitors to enroll themselves as Authors, Reviewers, or Readers.

    Figure 4.31. Setup Step 4.1: User Registration

    Setup Step 4.1: User Registration

  • Logging and Auditing: This option enables logging of submission actions and user emails sent by the system. Although this will consume more disk space on your server, it does provide for a valuable record of these activities.

    Figure 4.32. Setup Step 4.1: Logging and Auditing

    Setup Step 4.1: Logging and Auditing

Publication Scheduling

OJS allows you to set the publication schedule that is best for your journal.

Figure 4.33. Setup Step 4.2: Publication Schedule

Setup Step 4.2: Publication Schedule

Identification of Journal Content

Digital Object Identifiers are becoming increasingly common for online journals, and OJS supports them. If you wish to use DOIs, you will not only need to select one of the options here, but also in Setup Step 1.1 (see previous). You can visit http://doi.org/ to learn more about registering for a Digital Object Identifier for your journal. A page number option is also available for journals. This is often useful for print journals that are going online.

Figure 4.34. Setup Step 4.3: Identification of Journal Content

Setup Step 4.3: Identification of Journal Content

Announcements

This allows you to create an Announcements page for your journal web site, and post messages to your readers. Once this is activated, an Announcements link will automatically appear in the navigation bar of the journal, and an Announcement section will be added to the Journal Manager's Management Pages menu.

Figure 4.35. Setup Step 4.4: Announcements

Setup Step 4.4: Announcements

Copyeditors

The Copyeditor edits submissions to improve grammar and clarity, works with authors to ensure everything is in place, ensures strict adherence to the journal's bibliographic and textual style, and produces a clean, edited copy for the Layout Editor to turn into the galleys that will be in the published format of the journal. If you have individuals to act as copyeditors, select the first option. If your editors will be acting as copyeditors, select the second option. The instructions will be made available to copyeditors, authors, and section editors in the Submission Editing stage.

Figure 4.36. Setup Step 4.5: Copyeditors

Setup Step 4.5: Copyeditors

Layout Editors

The Layout Editor transforms the copyedited versions of the submission into galleys in HTML, PDF, PS, etc., files which the journal has elected to use for electronic publication. If you have individuals to act as layout editors, select the first option. If your editors will be acting as layout editors, select the second option.

Figure 4.37. Setup Step 4.6: Layout Editors

Setup Step 4.6: Layout Editors

Further options in this section include:

  • Layout Instructions: The instructions will be made available to layout editors and section editors on the Editing page of each submission.

    Figure 4.38. Setup Step 4.6: Layout Instructions

    Setup Step 4.6: Layout Instructions

  • Layout Templates: These templates can be created in any file format (e.g., Microsoft Word) and be used by the Layout Editor to ensure a consistant design.

    Figure 4.39. Setup Step 4.6: Layout Templates

    Setup Step 4.6: Layout Templates

  • Reference Linking: This option allows you to provide instructions to your Layout Editors to add reference links to articles. This is not a requirement, but is a very useful feature to make available to your readers.

    Figure 4.40. Setup Step 4.6: Reference Linking

    Setup Step 4.6: Reference Linking

Proofreaders

The Proofreader carefully reads over the galleys in the various formats in which the journal publishes (as does the author). The Proofreader (and the Author) records any typographic and formatting errors for the Layout Editor to fix. If you have individuals to act as proofreaders, select the first option. If your editors will be acting as proofreaders, select the second option. The instructions will be made available to proofreaders, authors, layout editors, and section editors in the Submission Editing stage.

Figure 4.41. Setup Step 4.7: Proofreaders

Setup Step 4.7: Proofreaders

2.1.5. Step Five: The Look

Journal Homepage Header

Titles and images can be added to give your journal a unique appearance and identity. Title Text will add the text to the top of your journal web site's home page (NOT to all the other pages -- see below). Title Image allows you to upload an image-based header (.gif, .jpg, .png). A common size is 800px X 150px, but it can be as large or as small as you wish. The Logo Image allows you to add an image to the upper left corner of your site's home page. Often these are square image (e.g., 125px X 125px). Whether using Title Images or Logo Images, remember to hit the Upload button before moving on to the next step.

Figure 4.42. Setup Step 5.1: Journal Homepage Header

Setup Step 5.1: Journal Homepage Header

Journal Homepage Content

Use this section to customize the appearance of your journal's homepage, including a description, an image, the table of contents for the latest issue, and any additional content. Experiment with what looks good, but be careful not to make it too busy! The appearance of your home page will be the first impression many have of your journal, and if it doesn't look professional, it will undermine its credibility. Take a look at what some of the many other OJS journals have done, and you'll be sure to find several examples that appeal to you.

Figure 4.43. Setup Step 5.2: Journal Homepage Content

Setup Step 5.2: Journal Homepage Content

Journal Page Header

This option allows you to place a different title, image, or logo on pages other than the homepage. In many cases, this may simply be a smaller version of the homepage logo. If you just want the other journal pages to look the same as the home page, just repeat what you did in Step 5.1. You can also add a favicon here, and it will appear in reader's browser URL bar. The Alternate Header box allows you to add your own HTML to customize the header exactly as you wish.

Figure 4.44. Setup Step 5.3: Journal Page Header

Setup Step 5.3: Journal Page Header

Journal Page Footer

Footers can also be added to each page of your journal. It can be a good place to add your ISSN or a copyright statement.

Figure 4.45. Setup Step 5.4: Journal Page Footer

Setup Step 5.4: Journal Page Footer

Navigation Bar

By default, the most important navigation links will be included in your journal. However, if there are additional items to include, you may do so here (e.g., a link to the publishing institution's home page). Additional links may be added using the "Add Item" button. Be sure to check the boxes if you are typing in plain text and a full URL. Otherwise, it will appear as ##SFU##.

Figure 4.46. Setup Step 5.5: Navigation Bar

Setup Step 5.5: Navigation Bar

Journal Layout

Under Journal Layout you can choose a journal theme or upload a style sheet of your own. You can also move content blocks from left to right sidebars, move them up or down the sidebar, or eliminate them altogether. A copy of the general OJS v.2.x style sheet is available at: http://pkp.sfu.ca/ojs/download/common.css You can also find a thorough guide on customing your journal's style and using themes in the online documentation.

Figure 4.47. Setup Step 5.6: Journal Layout

Setup Step 5.6: Journal Layout

Information

Each of these descriptions will appear on your journal's web site, on the right sidebar at the bottom by default. If you can change the information here, and if you delete the information, the link will automatically disappear from your site's sidebar.

Figure 4.48. Setup Step 5.7: Information

Setup Step 5.7: Information

Lists

You can control the number of items to appear on any given list (e.g., 100 items will appear 25 per page over 4 pages), and the number of page links shown at the bottom of any list (e.g., 1, 2, 3, 4, Next).

Figure 4.49. Setup Step 5.8: Lists

Setup Step 5.8: Lists

2.2. Announcements

If you have chosen the announcements option for your journal, a link to manage announcements will appear under Management Pages.

Figure 4.50. Management Pages: Announcements

Management Pages: Announcements

First, create a new Announcement Type by selecting "Announcement Types" and then "Create Announcement Type".

Figure 4.51. Announcements

Announcements

Figure 4.52. Announcement Types

Announcement Types

Fill in the name for a new announcement type and save.

Figure 4.53. Create Announcement Type

Create Announcement Type

You may only have one for now (e.g., Standard), but this does give you the opportunity to create others at any time. You can also return here to edit this announcement type. Return to the main Announcement page by selecting Announcements.

Figure 4.54. Edit Announcement Types

Edit Announcement Types

You can create and post an announcement using "Create New Announcement" link.

Figure 4.55. Announcement Page

Announcement Page

Select announcement type from the dropdown, fill in the announcement title, provide the short and detailed descriptions for the announcement, and specify the expiry date for the announcement to display.

Figure 4.56. Create New Announcement

Create New Announcement

This announcement will now be visible by clicking on the journal Home or Announcements link on the top navigation bar, and remain there until the expiry date selected.

Figure 4.57. View Announcements on Home Page

View Announcements on Home Page

To see the full announcement, click on the More link.

Figure 4.58. Viewing Announcement Page

Viewing Announcement Page

2.3. The Files Browser

The Files Browser is an advanced feature that allows the files and directories associated with a journal to be viewed and manipulated directly. In addition to directories for article and issue files, you can also see the layout templates that were uploaded during the Journal Setup.

Note

The Files Browser does not currently allow acccess to the journal's public/ directory.

Figure 4.59. Files Browser

Files Browser

2.4. Journal Sections

OJS journals may contain several sections (e.g., Articles, Reviews, Research, etc.). You will need to create at least one section for your journal (all journals start with a default "Articles" section, which can be edited). If you do not wish for the section title to be visible to your readers, you can choose to omit it from the Table of Contents (this may be handy for things like introductions and editorials, for example).

To create a new section:

  • Go to Management Pages and select Journal Sections:

    Figure 4.60. Management Pages: Journal Sections

    Management Pages: Journal Sections

  • Select Create Section:

    Figure 4.61. Journal Sections

    Journal Sections

  • Complete the form with the new section's information, and check the appropriate options. In the example below, the new section is for editorials, so options have been selected that will indicate that peer-review is not required, an abstract is not required, that only editors can submit to this section (it will not be available for authors to choose when submitting), the author name will not show on the table of contents, and it will not appear in the list of Sections on the About page. Remember, you can go back and edit this section at anytime if you wish to make changes. It is also possible to add a unique review form to a section. See Review Forms for more information about setting these up.

    Figure 4.62. Create New Section

    Create New Section

  • Further down this same form, choose a user as the Section Editor. If you haven't set up your journal's users yet, go to Create Users to do so. Until a Section Editor is assigned to a section, notification of submissions will go to the Editor, who will need to manually select a Section Editor. Once a Section Editor has been added here, however, all submissions to this section will go directly to her, bypassing the editor completely.

    Figure 4.63. Add Section Editors

    Add Section Editors

    This is designed to speed up the workflow and save the editor's time, but in some cases, journal Editors may want to have all submissions come through them. If this is the case, simply remove the Section Editor from the section using the Remove link.

    Figure 4.64. Remove Section Editors

    Remove Section Editors

2.5. Review Forms

By default, Reviewers will have a text form to add their comments on the submission, with a text field for Authors and Editors, and a separate field for Editors only. By using the Review Forms, however, you can create web-based forms that include a variety of pre-set questions to guide your Reviewers and result in more consistent commentary. Setting up a new Review Form for the first time can be a little tricky, so follow these steps carefully.

To create a new Review Form, select Review Forms from the Management Pages menu.

Figure 4.65. Management Pages: Review Forms

Management Pages: Review Forms

Click on Create Review Form link

Figure 4.66. Review Forms

Review Forms

Fill in title and description for a review form, then press the Save button. Remember, you can have many Review Forms, targeting them to specific sections or even to specific reviewers.

Figure 4.67. Create Review Forms

Create Review Forms

Back on the previous page, the title of a newly-created review form appears.

Figure 4.68. New Review Form Entry

New Review Form Entry

Click on the Edit link next to the title of review form, and then on the Review Form page select Form Items to start adding questions (i.e., "items") to this review form.

Figure 4.69. View Form Items

View Form Items

From the Form Items page, select Create New Item.

Figure 4.70. Form Items

Form Items

On the resulting New Item page, you can configure your first question for this form.

Figure 4.71. Create New Item

Create New Item

In the Item box, type in the question. You can then select whether or not to make the question required. Finally, choose an item type from the dropdown menu: single word text box, single line text box, extended text box (this is a larger text box allowing for a more detailed response), checkbox (this would allow reviewers to check off one or more choices), radio button (this limits reviewers to selecting a single answer), or drop-down box (this also limits reviewers to selecting a single answer, but does so using a dropdown menu rather than a list of buttons). If you choose the radio button or checkbox option you have the option to Add Selection. Selections are possible checkbox or radio button answers to the question. Remember to Save!

Figure 4.72. Adding Form Item Selections

Adding Form Item Selections

All created items can be edited, deleted or reordered. Additional items (i.e., questions) can be added by clicking on Create New Item. Notice that you can also copy the question to another Review Form if you have more than one.

Figure 4.73. View Form Items

View Form Items

Selecting Preview Form allows you to view the review form before activating it.

Figure 4.74. Preview Form

Preview Form

To return to the main Review Form menu, select Review Forms from the breadcrumbs at the top of your screen.

Figure 4.75. Return to Review Forms

Return to Review Forms

Back at the main Review Forms page, you can create another form (perhaps for your Book Review section), or edit, activate, preview, delete, or re-order existing forms. Once a review form is activated, it is ready to be used by editors when assigning a reviewer.

Figure 4.76. Activate Review Form

Activate Review Form

Note

Once a Review Form has been activated and used in at least one review, it cannot be deleted, deactivated, or modified. This is to preserve data consistency within OJS. You can always stop using a form, or copy previous form items to new forms.

From this page you can also quickly see how many forms are currently "In Review" (i.e., part of review that is still in process) or "Completed" (were used as part of a review that is now finished).

2.6. Languages

OJS can be made available to users in any of several supported languages. As well, OJS can operate as a multilingual system, providing users with an ability to toggle between languages on each page. Here is an example of a Russian journal using OJS.

Figure 4.77. OJS in Greek

OJS in Greek

Using the language toggle in the sidebar, readers can switch from Russian to English. You can see that all of the OJS terms (About, Log In, Register, Search, etc.) have been translated (the system takes care of this). The content, however, must be translated by the journal. In the example below, the journal has not translated the titles for two of the journals, so they continue to appear in Russian.

Figure 4.78. OJS in English

OJS in English

To activate another language for your journal, go to the Management Pages.

Figure 4.79. Management Pages: Languages

Management Pages: Languages

From here you will see all of the languages available for your journal. If you do not see any additional languages to choose, have your Site Administrator add them for you.

Figure 4.80. Languages

Languages

You will be able to enable any installed language to be used as part of the overall user interface, or with user-filled web forms, or both.

2.7. Masthead

The Masthead is used to list of people associated with the journal. You can access this from the Journal Manager's Management Pages. The Masthead information will appear in About the Journal, under People.

Figure 4.81. Management Pages: Masthead

Management Pages: Masthead

The Masthead configuration page provides two methods of displaying the members of your journal's Editorial Team: either automatically (generated from assigned user roles -- e.g., anyone enrolled as an Editor will appear on the page), or manually (using the Create Position Title option). This can be useful if you wish to have titles other than those provided by OJS (e.g., Editor-in-Chief, Managing Editor, etc.). To use this second option, change the radio button and hit Record (note, that last step is commonly overlooked, so be sure to hit it if you wish to change from one option to the other).

Figure 4.82. Masthead

Masthead

Next. select "Create a Position Title", fill out the title form, and choose whether the title will appear under the Editorial Team or under People on its own in About the Journal. It could be the position of a single person (e.g., Managing Editor) or of a group (e.g., Board Members).

Figure 4.83. Create Title

Create Title

After saving, you will be able to use the Membership link to add a name or names to the position. Note the email icon next to the Managing Editor title. Once this group has been populated with members, you can use this icon to quickly email everyone in that group.

Figure 4.84. Membership

Membership

On the resulting page, you will see a list of existing members of this group. From here you can also add members by clicking on 'Membership'.

Figure 4.85. Add Member

Add Member

From the list of user accounts, use the Add Member link to add them to the group. send an email to all members of a group by clicking on the email icon next to the title name.

Figure 4.86. Adding the Member

Adding the Member

Once this is done, you can see the results on the About page, under Editorial Team.

Figure 4.87. Masthead Display

Masthead Display

2.8. Prepared Email

OJS facilitates work flow communication through the use of prepared email messages. The wording of these messages has been added to get you started, but they can be easily modified.

  • Go to Management Pages section and select Prepared Emails:

    Figure 4.88. Management Pages: Prepared Email

    Management Pages: Prepared Email

  • From the Prepared Emails page, select the template you wish to edit by using the Edit link. You will probably have 3 pages of templates, not just 1.

    Figure 4.89. List of Prepared Emails

    List of Prepared Emails

  • Make your changes to the selected template. Avoid changing any of the embedded program variables (anything that looks like {$this}) however, as these will dynamically generate appropriate information. (For example, {$reviewerName} in the figure below will insert the Reviewer recipient's name into the email.) Remember to Save your changes.

    Figure 4.90. Edit a Prepared Email

    Edit a Prepared Email

2.9. Reading Tools

The Reading Tools are designed to assist experienced and novice readers by providing a rich context of related materials from a wide variety of largely open access sources. These optional tools use an author's keywords to automatically search a relevant open access database for related materials which are presented to the reader in another window. Readers have a choice of tools, and within each tool a choice of databases, along with access to information about the database. Here is an example from Postcolonial Text. You can see a list of resources in the right menu (under Related Items). The steps below will also show you how to configure the list of links above the Related Items (Review Policy, About the Author, etc.).

Figure 4.91. Reading Tools Display

Reading Tools Display

If you click on one of the resource links (e.g., Web Search), it will open a popup window with links to a variety of resources (e.g., Google, etc.) to search. Note the use of the article keywords as the search terms. All of the resources and resource categories are completely configurable.

Figure 4.92. Reading Tools: Web Search

Reading Tools: Web Search

2.9.1. Configuring the Reading Tools

By default, the Reading Tools are disabled. To activate and configure them:

  • Go to Management Pages section and select Reading Tools.

    Figure 4.93. Managment Pages: Reading Tools

    Managment Pages: Reading Tools

  • Choose Reading Tool Options.

    Figure 4.94. Activating Reading Tools

    Activating Reading Tools

Checking the "Enable Reading Tools ..." checkbox will activate them for your journal.

Figure 4.95. Reading Tool Options

Reading Tool Options

You can also configure which tools will be available to your readers. You may wish to experiment with these yourself to see if some or all of them will be useful to your audience.

Figure 4.96. Journal Item Tools

Journal Item Tools

Under "Related Item Tools", you will find a dropdown menu of subject areas. You can select the subject that best matches your journal to provide additional reading tools that are specific to that discipline. For example, if you choose Humanities, you will not see search options for the Health Science index PubMed.

Figure 4.97. Related Item Tools

Related Item Tools

Returning to the Reading Tools menu, you can now choose Related Item Sets to customize the Reading Tools for your journal.

Figure 4.98. Related Item Sets

Related Item Sets

From here, you will see a list of subject areas, and the configuration options for each of them.

Figure 4.99. List of Related Item Sets

List of Related Item Sets

For each subject, you will see a series of options: Validate, Metadata, Contexts, Export, and Delete. While scrolling down the page of subject items, you will also see the option to create your own set for a discipline not listed here.

Validate will check that all of the URLs for the resources associated with that subject are valid. Depending on the amount of associated resources, this may take a few minutes.

Metadata describes the subject item.

Contexts show the various options that are available for that subject area:

Figure 4.100. Contexts

Contexts

The Up and Down arrows allow you to reposition the contexts -- or you can click on the title or abbrev and drag the entry to a new position (this is easier than using the up and down arrows!). The Metadata link allows you to configure the context. The Searches link lets you view, edit, add, or delete the various resources associated with the context.

Figure 4.101. Searches

Searches

Remember the example from Postcolonial Text? Here is how they would revise the options available under Web Search. You can use the Create Search link to add a new one, or use the Edit link to modify an existing one.

Figure 4.102. Edit Search

Edit Search

You may need to contact the search service directly to find out the appropriate Search URL.

Export creates an XML file of the items.

Delete removes the item.

2.9.2. Managing the Reading Tools

Returning to the Reading Tools menu, you can now choose Validate URLs for Reading Tools under the Management heading to test all of the Reading Tool URLs.

Figure 4.103. Validating URLs for Reading Tools

Validating URLs for Reading Tools

This can take a few minutes, as all of the URLs are tested. Use the configuration options outlined previously to fix any broken URLs (and delete any non-function search services).

2.9.3. Sharing

This option will allow you to add social networking links (Facebook, Delicious) to your Reading Tools via the AddThis (http://addthis.com/) service. First, select Configure AddThis.

Figure 4.104. Configure AddThis

Configure AddThis

Next, fill in the form with your AddThis information (you'll need to visit their site and create an account first).

Figure 4.105. Sharing with AddThis

Sharing with AddThis

Once this is saved, the sharing image/link will appear in your sidebar.

Figure 4.106. AddThis Image Display

AddThis Image Display

2.10. Statistics and Reports

OJS provides a number of statistical and reporting features for your journal. To access them, go to the Journal Manager's Management Pages.

Figure 4.107. Management Pages: Statistics and Reports

Management Pages: Statistics and Reports

This will take you to the Stats & Reports page.

2.10.1. Statistics

The Statistics section provides a summary of your journal's usage. You can use the checkboxes to make these statistics available to readers in About the Journal.

Figure 4.108. Journal Statistics

Journal Statistics

2.10.2. Reports

The Reports section lists available spreadsheet reports about different aspects of your journal's activity. The Review Report summarizes the review activities (reviewer names, comments, decisions, etc.). The Articles Report summarizes all of the articles in your journal (titles, authors, abstracts, etc.).

Figure 4.109. Report Generator

Report Generator

Note

While OJS only comes with two reports by default, you may be able to find other report plugins in the Plugin Gallery.

2.11. Payments

OJS includes a Payment module for charging various fees. Fees can be charged for author actions (including fees for article submission, fast-track peer review, and article publication); article access (subscriptions and pay-per-view options); and for donations and membership dues.

2.11.1. Payment Options

To enable the Payment Module, click on the Payments link listed under Management Pages.

Figure 4.110. Management Pages: Payments

Management Pages: Payments

You can enable the Payments Module by clicking the box under General Options. You can also choose your currency here. You should ensure that the currency you select here matches up with the currency selected under Subscriptions, if the subscriptions component is also being used.

Figure 4.111. Fee Payment Options

Fee Payment Options

Further down the page, you can enable and customize author fees for article submission, fast-track peer review, and article publication. Note the Waiver Policy. If filled in, this will display along with the Submission Checklist in article Submission Step One, and in About the Journal, under Submissions.

Figure 4.112. Author Fees

Author Fees

Reader fees can also be enabled. This can be used for either subscriptions or pay-per-view.

Figure 4.113. Reader Fees

Reader Fees

As can general fees for association membership and/or donations can also be added. The Association Membership information will appear in About the Journal under Policies, and the Donation link will appear above the search function in the right-hand frame (it is a sidebar block that can be re-positioned -- see Journal Setup for details).

Figure 4.114. General Fees

General Fees

2.11.2. Payment Methods

You can edit fee payment options by clicking the Fee Payment Methods link at the top of the Fee Payment Options page.

Figure 4.115. Fee Payment Options

Fee Payment Options

If you choose the Manual payment option, you can enter instructions on how to pay fees to the journal. These instructions will be displayed whenever a user needs to pay a fee.

Figure 4.116. Fee Payment Methods: Manual

Fee Payment Methods: Manual

If you choose the PayPal payment method, you must enter the appropriate PayPal account information for the service to work correctly. The advantage of this option is that readers can make immediate payments and have immediate access to your content. With the Manual Paymen Method, readers will need to wait until you have approved their payment.

Figure 4.117. Fee Payment Methods: Paypal

Fee Payment Methods: Paypal

2.11.3. Payment Records

The Payment module tracks system payments, and provides records on the Records page. You can access this page by clicking the Records link at the top of the Fee Payment Options page.

You will be provided a list of users who have made payments to your journal, with payment types and timestamps listed. If you click on the Details link next to a listed item, you will see a more comprehensive summary of the payment record.

2.12. Subscriptions

If you have chosen the subscription option for your journal (see Journal Setup section 4.1), a link to manage your subscriptions will appear on your menu.

Figure 4.118. Management Pages: Subscriptions

Management Pages: Subscriptions

On the resulting page, you will see an overview of the subscription activity for your journal, and a set of choices to configure and manage your subscriptions, including Subscription Types, Subscription Policies, Payments, Individual Subscriptions, and Institutional Subscriptions. From this page you can also create a new subscription.

Figure 4.119. Subscription Summary

Subscription Summary

2.12.1. Subscription Types

The first step in setting up subscription management is to designate the types of subscriptions the journal offers. Journals typically offer individual subscription and institutional subscription rates. Some journals may have special offers for members of an organization or students. OJS will support the management of print and/or online subscriptions. More than one type of subscription can be created to cover longer periods of time (12 months, 36 months).

To begin, select Subscription Type and from the resulting page, click Create New Subscription Type.

Figure 4.120. Subscription Types

Subscription Types

Next, fill in the details, including a unique name, a description, cost, and currency. You can also determine if it is for online, print, or online + print. You can also set the duration of the subscription, and whether it is individual (login required) or institutional (access via IP address or domain name -- e.g., sfu.ca). Lastly, you can require a membership for the subscription (perhaps for a reduced fee) and hide the subscription type from being published on the About page.

Figure 4.121. Create New Subscription Type

Create New Subscription Type

2.12.2. Subscription Policies

Under the Subscription Policies heading you will have to enter information in several sections.

  • Subscription Manager: Add the contact information for the journal's Subscription Manager. This will appear on the About page.

    Figure 4.122. Subscription Manager

    Subscription Manager

  • Subscription Information: The Subscription Types and fee structure will be automatically placed under Subscriptions on the About the Journal page, along with the name and contact information for the Subscription Manager. Additional information about subscriptions, such as methods of payment or support for subscribers in developing countries, can be added here.

    Figure 4.123. Subscription Information

    Subscription Information

  • Subscription Expiry: Upon subscription expiry, readers may be denied access to all subscription content, or to those published after subscription expiry date. Useful reminders can be sent out to your subscribers, informing them of expiry dates. The Site Administrator will need to enable and configure scheduled_tasks within config.inc.php to allow for these options to be enabled.

    Figure 4.124. Subscription Expiry Reminders

    Subscription Expiry Reminders

  • Online Payment Notifications: Use this option to allow for automatic notification of online payments for the Subscription Manager.

    Figure 4.125. Online Payment Notifications

    Online Payment Notifications

  • Delayed Open Access: Although a journal may wish to limit their content to subscribers, it is also possible to allow for back issues to become openly accessible over time. You can set the number of months to pass before content is opened. It is also possible to send readers a notice when content becomes open, and to add a statement about delayed open access to your About the Journal page.

    Figure 4.126. Delayed Open Access

    Delayed Open Access

  • Author Self-Archiving Policy: This section allows you to also post a statement about your journal's author self-archiving policy. A default statement is provided, but can be changed to best suit your needs.

    Figure 4.127. Author Self-Archiving Policy

    Author Self-Archiving Policy

2.12.3. Payments

Selecting the Payments option here will take you immediately to the Fee Payment Option page.

2.12.4. Individual Subscriptions

The Individual Subscriptions section allows you to see all individual subscribers, edit their accounts, and create new ones.

Figure 4.128. Individual Subscriptions

Individual Subscriptions

To create a new individual subscription, select the Create New Subscription link. If the user already has an account with the journal, you can sign them up here using their Select link.

Figure 4.129. Select User

Select User

Once that is selected, fill in the resulting form.

Figure 4.130. Create New Subscription

Create New Subscription

If the new subscriber does not already have an account, you can create one for them by selecting the Create New User link at the bottom of the screen. You then need to fill in the resulting form.

Figure 4.131. People

People

After filling in the form, you will then need to Select them from the list of existing users and fill in their subscription details (as in the previous section).

2.12.5. Institutional Subscriptions

Institutional Subscriptions differ from Individual Subscriptions in a number of important ways. Obviously, one is for entire institutions and the other is just for single users. Individual Subscribers access the content of your journal by logging in with their username and password. Institutional Subscribers, however, will access the content on a computer from a recognized IP address or domain. No logging in is required for these institutional readers.

Select Institutional Subscriptions to configure or manage institutional subscriptions.

Figure 4.132. Subscription Summary

Subscription Summary

On the resulting page, you can view/edit any existing institutional subscriptions, or use the Create New Subscription link to create a new one.

Figure 4.133. Institutional Subscriptions

Institutional Subscriptions

In the same way as in Individual Subscriptions, you will have the option to select from a list of existing users. Institutional Subscriptions cover entire organizations, but still must be *owned* by an individual account holder from your journal.

Figure 4.134. Select Subscription Contact

Select Subscription Contact

If there is no current account holder, use Create New User to make one. This will open the same New User form seen previously. This would filled in with information about the representative from the institution (often a librarian).

Figure 4.135. People

People

Once completed, this new user can then be selected as a new institutional subscriber.

Figure 4.136. Select Subscription Contact

Select Subscription Contact

Once selected, you must fill in the resulting form, including the domain and IP information (this is what will allow readers from that institution to access your content with logging in). If you are unsure what the IP range is, the contact should be able to tell you.

Figure 4.137. Create New Subscription

Create New Subscription

2.13. System Plugins

System plugins allow OJS to expand its functionality, and accept contributions from participating developers, without altering the core of the program. If you are interested in writing a plugin for OJS, please contact us using the Support Forum. There is a special plugin gallery on the forum dedicated to new plugins. The most widely used plugins are shipped with OJS by default, but it is always a good idea to check this gallery for new ones particular to your needs, as well as updated plugins. You can use the Upgrade Plugin option for each to upload the new files found on the forum. Most journals wait for any new plugins to be included with a new release of OJS, but if you need a new feature right away, this is the way to upgrade it.

As a Journal Manager, you can decide which plugins to add to your journal, and which to leave out.

Currently included plugins include an alternative user authentication system (LDAP), imports and exports, an indexing tool for Google Scholar, themes, block plugins for UI extensions, and more.

To see all of the available plugins, select System Plugins from the Journal Manager's Management pages.

Figure 4.138. Management Pages: System Plugins

Management Pages: System Plugins

On the resulting page, you will see all categories of plugins.

Figure 4.139. Plugin Management

Plugin Management

2.13.1. Authorization Plugins

Authorization Plugins allow for alternative systems of user authentication. Most journals do not make use of these plugins.

Figure 4.140. Authorization Plugins

Authorization Plugins

Note

in the above figure, note the Upgrade Plugin option mentioned earlier. Clicking this will provide an upload tool for the latest LDAP plugin files found on the forum.

Figure 4.141. Upgrade Plugin

Upgrade Plugin

2.13.2. Block Plugins

Block Plugins add components to the user interface. For example, the Donation block controls the display of the Donation link on the sidebar, if donations have been activated for the journal. Most journals do not modify these plugins.

Figure 4.142. Block Plugins

Block Plugins

2.13.3. Citation Format Plugins

Citation Format Plugins are used as part of the Reading Tools, allowing readers to export the article citation in a variety of formats. Most journals do not modify these plugins.

Figure 4.143. Citation Format Plugins

Citation Format Plugins

2.13.4. Gateway Plugins

Gateway Plugins provide your data to external systems. Most journals do not modify these plugins.

Figure 4.144. Gateway Plugins

Gateway Plugins

2.13.5. Generic Plugins

Generic Plugins cover a wide range of functionality. The more commonly-used ones are the Static Pages, Web Feeds, Custom Block Manager and Google Analytics plugins.

Figure 4.145. Generic Plugins

Generic Plugins

phpMyVisites

Integrates OJS with phpMyVisites, a free and open source web site traffic analysis application. Requires that phpMyVisites is already installed on the server. (phpMyVisites has been deprecated in favour of Piwik, which also has a plugin.)

XML Galleys

This plugin automatically generates HTML and PDF galleys from XML files. NLM 2.3 XML is supported by default, but custom XSLT files are also supported.

Translator Plugin

This plugin allows web-based maintenance of translation files, which are used to provide text for the OJS interface. You must first use the Enable link to activate the plugin, and then hit the Translate link to see the list of available locale files.

Figure 4.146. Available Locales

Available Locales

Use the Edit link for the language you wish to update. There are many.

Figure 4.147. Locale Files

Locale Files

You will be shown a list of all locale files for that given locale. Click on the Edit link next to a locale file to modify one. You will see the English text in the top box, and the translated text in the lower box. Change the appropriate text and save. Your changes will be visible immediately.

Figure 4.148. Locale Editing

Locale Editing

Custom Locale Plugin

Similar to the Translator Plugin, this allows you to modify the OJS text for your default language (e.g., to change "About the Site" to "About this Site"). However, it doesn't change the locale file itself, but rather stores the change in the OJS database. You can also make custom changes on a per-journal basis using this plugin, whereas using the Translator plugin will change the locale site-wide, across all journals.

OpenAds Plugin

The OpenAds plugin allows dynamic ads from the OpenAds ad server to be inserted into OJS. This plugin requires the installation of OpenAds (now known as OpenX) on the server.

COUNTER Statistics Plugin

This plugin allows for the export of COUNTER formatted statistics for the journal (Journal Report 1: Full-Text Article Requests by Month and Journal). This does not provide COUNTER statistics for libraries (e.g., how many times an IP range has accessed your content).

This plugin tracks incoming refback URLs to articles (i.e., when a reader follows an external link to an article), allowing Authors to maintain and potentially publish an automatically-updated list of refbacks to an article.

COinS Plugin

The COinS plugin adds an OpenURL descriptor to article pages (abstract and HTML) that can be used e.g. for extraction to citation tools such as Zotero.

TinyMCE Plugin

This plugin enables WYSIWYG editing of OJS textareas using the TinyMCE content editor.

Static Pages Plugin

This plugin allows you to create new OJS pages for additional content (e.g., an Advertising page).

Figure 4.149. Enabling the Static Pages Plugin

Enabling the Static Pages Plugin

Once you have enabled the plugin, an Edit/Add Content link will appear.

Figure 4.150. Edit/Add Content

Edit/Add Content

After clicking Edit/Add Content, you can either edit any existing pages (e.g., the previously-added "Links" page shown in the figure below) by using the Edit link next to the existing page; or you can create a new one by selecting Add New Page link.

Figure 4.151. Add New Page

Add New Page

After selecting the Add New Page link, fill in the resulting form. The "path" will be used as part of the page URL and the title will appear as the page title.

Figure 4.152. Adding a New Static Page

Adding a New Static Page

After saving the form, you can view the page at the URL indicated.

Figure 4.153. Displaying a Static Page

Displaying a Static Page

Any time you need to update this page, simply return to the Static Page plugin and edit the page.

Web Feed Plugin

Activating this plugin produces RSS/Atom web syndication feeds for the current issue and displays RSS/Atom links in the sidebar.

Figure 4.154. Web Feeds

Web Feeds

When a user selects one of the RSS/Atom links from the sidebar, it will produce a list of current issues and the option of adding it to their feed reader or live bookmarks.

Figure 4.155. Web Feeds Display

Web Feeds Display

To activate the current issue Web Feeds, select the Enable link.

Figure 4.156. Enabling Web Feed Plugin

Enabling Web Feed Plugin

You can then select Settings.

Figure 4.157. Access Web Feed Settings

Access Web Feed Settings

This page allows you to determine where the feeds will display and how many items will display (e.g., the entire current issue, or just the first few articles).

Figure 4.158. Web Feed Settings

Web Feed Settings

JQuery Plugin

This plugin enables javascript interaction and styling of OJS content using the jQuery framework. This is enabled by default, and doesn't need configuring.

Figure 4.159. jQuery Plugin

jQuery Plugin

SEHL Plugin

This plugin implements Search Engine HighLighting (SEHL) so that when a search engine locates an HTML article, the sought-after keywords are highlighted in the article text. This can be enabled by selecting the Enable link.

Figure 4.160. SEHL Plugin

SEHL Plugin

Thesis Abstracts Feed Plugin

This plugin will produce an RSS/Atom feed (see the Web Feed Plugin, above, for an explanation on RSS feeds) for Thesis Abstracts. Only journals publishing Thesis Abstracts (see below) should consider enabling this feature.

Figure 4.161. Thesis Abstracts Feed Plugin

Thesis Abstracts Feed Plugin

External Feeds Plugin

This plugin will allow you to display the content of external RSS feeds from other sources in your journal. For example, you can display the latest posts from the PKP News blog or the Open Access News blog in your sidebar.

Figure 4.162. External Feeds

External Feeds

To enable this feature, select the Enablelink.

Figure 4.163. Enable External Feeds

Enable External Feeds

This will provide you with an External Feeds link and a Settings link.

Figure 4.164. Accessing External Feeds

Accessing External Feeds

Next, select External Feeds. On the resulting page, you can edit any existing feeds or add a new one.

Figure 4.165. External Feeds Listing

External Feeds Listing

Selecting Edit opens a new form. Here, you can change the title, modify the feed URL, or revise how the feed will display on your journal.

Figure 4.166. Edit External Feed

Edit External Feed

For example, if you select Display on Homepage, the feed will appear like so:

Figure 4.167. Home Page External Feed Display

Home Page External Feed Display

Selecting Do Not Display in Block will prevent the blocks from displaying in the sidebar (for example, you may only wish to have the feeds appear on your home page and not in the sidebar). If you do wish to have the feeds display in the sidebar, you can also choose Display in Block on Homepage Only -- and this will limit the feeds only appear in the sidebar of the homepage and nowhere else. You can also limit the number of items that will appear in the feed on your journal.

Note: you can control where on the sidebar the feeds will display in Journal Setup Step 5.6.

Next, select Settings.

Figure 4.168. Block External Feed Display

Block External Feed Display

From here, you can upload a style sheet that will allow you to customize how the feeds display (e.g., to change the fonts, colours, etc.).

Figure 4.169. External Feed Styling

External Feed Styling

Custom Block Manager Plugin

This plugin allows you to add new items to the sidebar. You might want to use this to emphasize your editorial board members or direct potential authors to your online submissions. To enable, select the Enable link.

Figure 4.170. Enabling Custom Block Manager

Enabling Custom Block Manager

You can then select Settings.

Figure 4.171. Custom Block Manager

Custom Block Manager

On the resulting page, give your new block a name and hit the Save button. If you wish to create another, use the Add Block button. Remember that once a block is created, you can change its position in Journal Setup Step 5.6.

Figure 4.172. Adding a Custom Block

Adding a Custom Block

To edit the new block, go to System Plugins > Plugin Management > Block Plugins from your Journal Management User Home page.

Figure 4.173. Accessing Block Plugins

Accessing Block Plugins

After selecting Block Plugins, you will now see that your new custom block has been listed as a block - e.g., EditorialBoard (Custom Block Plugin) in the example below.

Figure 4.174. Block Plugins List

Block Plugins List

Select Edit to add or edit content to the new block. Remember to Save.

Figure 4.175. Edit Custom Block

Edit Custom Block

The content will then appear in your sidebar.

Figure 4.176. Custom Block Display

Custom Block Display

Remember, you can re-position the block in Journal Setup Step 5.6.

Announcement Feed Plugin

This plugin produces RSS/Atom web syndication feeds for journal announcements, similar to the Web Feeds plugin above. Only journals that have activated Announcements would consider using this plugin. To activate it, select the Enable link.

Figure 4.177. Enabling Announcement Feed Plugin

Enabling Announcement Feed Plugin

In the resulting form, you can modify where the feeds will appear.

Figure 4.178. Announcement Feed Plugin Settings

Announcement Feed Plugin Settings

Thesis Abstracts Plugin

This plugin allows your journal to solicit and publish thesis abstracts. You can see this in action at the Canadian Journal of Communication by selecting the Thesis Abstracts link in their navigation bar.

Figure 4.179. Thesis Abstract Plugin at CJC

Thesis Abstract Plugin at CJC

From here, you can view the thesis abstracts or submit a new one.

Figure 4.180. Submitting a Thesis Abstract

Submitting a Thesis Abstract

Upon submission, the thesis senior supervisor is automatically notified by email and asked to confirm the accuracy of the submitted information by sending an email response to the Thesis Abstracts Contact. Once the confirmation is received, the Thesis Abstracts Contact can activate the thesis abstract submission by editing its corresponding record and changing the Status from 'Inactive' to 'Active'. The thesis abstract will then become available to journal readers.

Select the Enable link to activate this plugin for your journal.

Figure 4.181. Enabling Thesis Abstracts

Enabling Thesis Abstracts

Once you have enabled the plugin, you can edit its Settings.

Figure 4.182. Accessing Thesis Abstracts Settings

Accessing Thesis Abstracts Settings

On the Setting form, fill in the relevant details. The Thesis Abstracts Contact must be enrolled as a Journal Manager with your journal.

Figure 4.183. Thesis Abstracts Settings

Thesis Abstracts Settings

To manage the theses, select Thesis Settings. You will see a list of existing theses to be edited, or use the Create New Thesis Abstract to add a new one.

Figure 4.184. Accessing Create New Thesis Abstract

Accessing Create New Thesis Abstract

On the resulting form, fill in all of the required information and save.

Figure 4.185. Create New Thesis Abstract

Create New Thesis Abstract

Rounded Corners Plugin

Rounded Corners: This Plugin puts a background on each sidebar block and rounds its corners. Changes can be made to the colours used by editing the CSS stylesheet found in the plugin. Select Enable to use this plugin.

Figure 4.186. Enabling Rounded Corners Plugin

Enabling Rounded Corners Plugin

Here is an example of the results:

Figure 4.187. Rounded Corners Display

Rounded Corners Display

Google Analytics Plugin

This plugin integrates OJS with Google Analytics, Google's web site traffic analysis application. It provides an excellent way to track the web traffic to your journal. It requires that you have already setup a Google Analytics account. To activate this plugin, select Enable.

Figure 4.188. Enabling Google Analytics Plugin

Enabling Google Analytics Plugin

This will create a Settings link, which you can click to configure the plugin.

Figure 4.189. Accessing Google Analytics Plugin Settings

Accessing Google Analytics Plugin Settings

Fill in the account number provided when you set up your Google Analytics account. Remember to clik Save. In a few hours, Google will start tracking your web traffic and generating a report.

Figure 4.190. Google Analytics Plugin Settings

Google Analytics Plugin Settings

2.13.6. Implicit Authentication Plugins

These plugins provide your data to external systems. Most journals do not modify these plugins.

2.13.7. Import/Export Plugins

Import/Export Plugins: These plugins share information between systems. Details on these plugins are provided in the section on Importing and Exporting.

Figure 4.191. Import/Export Plugins

Import/Export Plugins

2.13.8. Payment Plugins

These plugins allow you to enable different payment types for your journal's subscriptions, author fees, donations, and so on. Details on configuring payments can be found in the Payment section.

2.13.9. Report Plugins

These plugins allows you to export content from your journal into a .csv (comma separated value) format suitable for opening in a spreadsheet programs such as Excel or Calc.

Figure 4.192. Report Plugins

Report Plugins

The Review Report will provide information about the review process (reviewer names, reviewer decisions, reviewer comments, etc.). The Articles Report provides information about submissions (e.g., authors, titles, abstracts, keywords, etc.). Select Report Generator to build the report. These reports are also available from the Journal Manager's Stats and Reports page.

2.13.10. Theme Plugins

These plugins make different CSS themes available for your journal website (see Journal Setup 5.6). For simple changes including header colour, link colour, page background colour, foreground (i.e., text) colour, use the Custom Theme plugin.

Figure 4.193. Custom Theme Plugin

Custom Theme Plugin

Once you have made the change, go to Journal Setup Step 5.6 and activate the custom theme.

Figure 4.194. Enabling Custom Theme

Enabling Custom Theme

Save your change and the new theme will appear immediately.

Figure 4.195. Custom Theme Example

Custom Theme Example

If you change your mind, you can return to Step 5.6 and change the Journal Theme.

2.13.11. Install a New Plugin

Not a plugin itself, this utility allows you to easily upload a new plugin file (in .tar.gz format) to your journal. New plugin files can be found on the Support Forum's Plugin Gallery.

2.14. Import/Export Functions

Note

This section serves only as an overview of OJS' import/export functionality. Some import/export functions, notably the Users and Issues & Articles functions, are complex to use and to explain. For detailed usage instructions for all import/export functions, see the documentation online.

OJS allows Journal Managers to import and export different types of data. To do this, go to the Journal Management menu and select Import/Export Data.

Figure 4.196. Management Pages: Import/Export Data

Management Pages: Import/Export Data

On the resulting page, choose the appropriate export option.

Figure 4.197. Import/Export Data List

Import/Export Data List

  • Erudit Article Export Plugin: This plugin allows you to export articles using the English Erudit DTD. This would allow your journal to interoperate with the Erudit publishing system from the Université de Montréal.

  • Users XML Plugin: The Users XML Plugin supports the import and export of users and their roles.

    To export a list of users from your journal, select one or more roles and hit the Export Users button, or use the Export All link.

    Figure 4.198. Export Users

    Export Users

    To import a list of users, you can use the User Data File upload tool.

    Figure 4.199. Import Users

    Import Users

    You will receive a confirmation page before the users are loaded.

    Figure 4.200. Users XML Plugin

    Users XML Plugin

  • QuickSubmit Plugin: Provides a one-step submission process for editors needing to bypass the traditional submission, review, and editing process.

    Figure 4.201. QuickSubmit Plugin

    QuickSubmit Plugin

    Once you have filled in the form, including the section, file to be uploaded (this would be a ready-to-publish PDF or HTML file), author information, title, abstract, keywords, etc., it will appear either in the selected issue or in the Editing section ready for scheduling to an issue (see Scheduling).

    This is a useful tool for 5 - 10 articles, but if you have more than that, you may wish to use the Article XML Import feature, described below.

  • METS XML Export Plugin: Exports Journals in METS XML.

  • Articles & Issues XML Plugin: This plugin supports import and export of articles and issues.

    To export articles or issues, simply choose whether you want to Export Issues or Export Articles.

    Figure 4.202. Export Data

    Export Data

    This will generate an XML file with all of the data from your articles and issues.

    To import data, use the Import Data upload tool to import this data from an external XML file.

    Figure 4.203. Import Data

    Import Data

  • DOAJ Export Plugin: Exports Journal information that can be sent to the Directory of Open Access Journals (DOAJ). The plugin gives you two options: to export your journal content in a metadata format compatible with the DOAJ requirements, and to email the DOAJ requesting that they index your journal.

    Figure 4.204. Export to DOAJ

    Export to DOAJ

  • PubMed XML Export Plugin: Exports article metadata in PubMed's NLM XML format. This would be appropriate for health science journals that have been accepted for indexing in MEDLINE.

  • CrossRef XML Export Plugin: Exports article metadata in CrossRef XML format.

2.15. COUNTER Statistics

This option will appear on the Management Pages menu after you have enabled the COUNTER Statistics plugin (see previous). It allows for COUNTER-formatted reporting on site activity. It does NOT supply COUNTER statistics to institutions (e.g., libraries) that subscribe to your journal (e.g., the number of fulltext downloads from University of Toronto).

2.16. External Feeds

This option will appear on the Management Pages menu after you have enabled the External Feeds plugin (see previous).

2.17. Thesis Abstracts

This option will appear on the Management Pages menu after you have enabled the Thesis Abstracts plugin (see previous).