2. Layout Editor Pages

2.1. Layout Editor Home Page

Upon logging in, you will have access to your User Home Page. This page includes a link to your Active Submissions page, as well an Archives link to view previously completed submissions. Clicking on the Active link from the User Home page will take the Layout Editor to the Active Submissions page.

Figure 10.1. Layout Editor Home Page

Layout Editor Home Page

Select the submission from the resulting list by clicking on its linked title.

Figure 10.2. Layout Editor's Active Submissions

Layout Editor's Active Submissions

2.2. Layout

On the resulting page, you will see the Layout Version of the submission, which has been prepared by the Copyeditor to the journal's standards. Click on the linked file name (e.g., 87-114-1-LE.DOCX) to download a copy of the file. You will need to use third party-software to prepare the galley files (e.g., HTML using Dreamweaver or PDF using Adobe Acrobat, Microsoft Word or Open Office). The Journal Manager had made a set of Layout and Reference Linking instructions and Templates available to assist you in properly formatting the files for publication.

Figure 10.3. Layout Editing

Layout Editing

Once you have created the HTML or PDF files, upload them as galleys using the file upload tool.

Figure 10.4. Uploading Galley Files

Uploading Galley Files

OJS will identify the file type based on its suffix (e.g., PDF, HTML), as well as provide information on the file size, language (if your journal is multilingual), original file name, etc. The label is added automatically, and will appear as such on the journal's Table of Contents in association with the item published. You also have the option of manually labelling the file.

Figure 10.5. PDF Galley Details

PDF Galley Details

When uploading an HTML galley, the Edit screen provides additional information, including the option to upload a stylesheet (unique to the submission) or images.

Figure 10.6. HTML Galley Details

HTML Galley Details

You can upload more than one Galley Format file, delete files that have been uploaded, and edit information such as the file name.

Figure 10.7. Multiple Galley Files

Multiple Galley Files

If the Author has uploaded any Supplementary Files, they will already be in place. They will to be published in the journal in their original file format by default, unless the journal has a special policy with regard to their preparation (as with Figures or illustrations). Even if the policy is to publish them in their original format, you may still wish to consult the files to ensure that they are legible and to see whether they can be readily made to further conform to journal style and standards.

When you have completed uploading the galley files, use the Complete icon to generate an email message to the Section Editor.

Figure 10.8. Send Email

Send Email

You have now completed the first phase of layout editing and must now wait for the Author and Proofreader to make any necessary changes.

2.3. Proofreading

The Author and Proofreader will proof the galley files in their various formats for typographical and formatting errors. They will record the corrections needed in the Corrections text-box, following the Proofreading Instructions. Once the Proofreader emails you that the proofing is complete, you will need to log back into the system and return to the submission record. Use the Proofreading Corrections icon to see the comments made by the Author and Proofreader.

Figure 10.9. Proofreading


This will produce a window with the required corrections.

Figure 10.10. Corrections


Apply these changes to the galley files, upload them again to the Layout section. On completing this task, you may wish to add comments to the Corrections text-box (e.g. explaining a change), before clicking on the email icon under Complete which will generate an email notifying the Section Editor that the submission is ready to be scheduled for publication.

Figure 10.11. Send Email

Send Email

You have now completed your layout editing responsibilities.