Layout Editing

The "Section Editor as Layout Editor" Process

Layout editing consists of taking the final copyedited submission file from OJS and using external software (e.g., Adobe Acrobat or Dreamweaver) to create the HTML or PDF files, known as galleys, which will be published on the web site. This is a critical step, as it uploads the files that will be viewed by the journal's readers.

The journal has two options for the layout editing process. The Journal Manager can choose to have the Editor or Section Editor perform the layout editing or allow the Editor or Section Editor to select a separate Layout Editor.

If you as the Section Editor doing the layout editing, follow these steps:

  • First, download the final copyedited version of the submission by clicking on the Final Copyedit file (e.g., 1-15-3-CE-DOCX) from Step 3 of Copyediting:

    Figure 7.28. Downloading a File

    Downloading a File

  • Next, using the downloaded submission file as your source document, convert it into an HTML or PDF version suitable for online viewing.

    • For HTML files, you might want to use software such as Adobe Dreamweaver or the open source Nvu. Exercise caution if using Microsoft Word to generate the HTML, as it will introduce non-standard tags which may disrupt the display of the submission when published on your web site (Note: Dreamweaver has a "Clean Up Word HTML" option that can help with this).

    • For PDF files, Adobe Acrobat can easily convert Word documents, as can Microsoft Word 2007. The open source Open Office suite can also open Word documents and easily convert them into PDF files. Many journals on a limited budget have opted to only display PDFs, as it takes significantly less time to create PDF files, and requires less technical knowledge.

  • Returning to OJS, you will next need to upload your HTML or PDF file as a "galley":

    Figure 7.29. Upload File to Galley

    Upload File to Galley

  • If it is an HTML file, the following screen will appear:

    Figure 7.30. Edit HTML Galley

    Edit HTML Galley

    OJS will automatically include a "label" (eg. "HTML"), which will become the link text on the Table of Contents.

    If you upload an HTML file, you can also optionally upload a separate stylesheet for the file and images or other media associated with the article.

  • If it is a PDF file, this screen will appear:

    Figure 7.31. Edit PDF Galley

    Edit PDF Galley

    OJS will automatically include a "label" (PDF), which will be the link text on the Table of Contents.

  • Returning to the Layout section, you will now see your galleys:

    Figure 7.32. Galley Files

    Galley Files

    • View Proof will display the galley in your browser.

    • The linked file name will allow you to download a copy of the file.

    • The Order arrows will allow you to change the order of the galley links on the Table of Contents. In this example, the HTML link would appear before the PDF link. These Order arrows would allow you to adjust that.

    • The Edit link will take you back to the "Edit a Layout Galley" screen, allowing you to replace the galley file (without modifying that galley's view count) or, in the case of an HTML galley, add a new stylesheet or images. Using the Delete link will remove the file (and all viewing statistics -- see the Views column).

    • The Views number (0 in this example as it has not yet been published) shows how many times a reader has accessed the file. If you delete the file, these views will be reset to zero. If you edit the file, these numbers will be maintained.

  • Finally, you may wish to upload additional supplementary files for the article, such as Powerpoint slides or an Excel spreadsheet of data. You can do this by changing the "Upload File to" button from Galley to Supp. Files and using the upload tool. These files will be visible in the Reading Tools for the article.

The Separate Layout Editor Process

Once the Copyeditor completes the "clean" copy in Step 3 of Copyediting, that version of the submission automatically moves to the Layout stage.

As the Section Editor, on receiving notification of the completion of the copyediting, return to the submission record and select a Layout Editor.

Figure 7.33. Selecting a Layout Editor

Selecting a Layout Editor

Request that the Layout Editor begin work, by using the email icon under Request Layout, which will generate an email message.

Figure 7.34. Assign Layout Editor Email

Assign Layout Editor Email

The Layout Editor will prepare galleys for the submission in each of the journal's publishing formats (e.g., HTML, PDF, PS, etc.). The Supplementary Files, which remain in the original file format in which they were submitted, will be reviewed by the Layout Editor and Proofreader to ensure that basic formatting is in place, and that the files conform as well as possible to journal standards. You will receive an email when the Layout Editor has completed the initial production of the galleys.

Upon receiving the email notification, log back into the system and return to the submission record. You will see the galleys in place. Use the Acknowledge email icon to thank the Layout Editor for his work.

Figure 7.35. Galley Files

Galley Files

You can select the View Proof links to quickly view the galley files.

You can click on the linked file names to download a copy of the galley file.

You can use the Order arrows to determine which galley appears first on the Table of Contents.

You can use the Edit link to revise the galley files.

You can use the Delete link to remove the galley files.

Note the Views column. This is a very important statistic that records the number of times readers have downloaded a copy of the galley file.