Difference between revisions of "OMP Userguide"

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(Authors: Submitting and Managing Manuscripts)
(Auditors and the Editorial Process)
 
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== Workflow overview ==  
 
== Workflow overview ==  
  
Manuscripts are typically submitted by an author or volume editor, depending whether the submission is an individually-authored work or an edited volume, respectively. Once the submission is complete, a press or series editor takes responsibility for the submission and initiates the review process. An Internal Review may be conducted, followed by an External Review; each of these optional stages involves its respective set of reviewers.
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* Manuscripts are typically '''submitted''' by an author or volume editor, depending whether the submission is an individually-authored work or an edited volume, respectively. Submitting a manuscript is a four-step process.
 
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* Once the submission is complete, a press or series editor takes responsibility for the submission and initiates the submission's journey through the publication workflow:
Following the review stages the manuscript (if accepted) enters the Editorial stage, where copyeditors are assigned and a fair copy is generated and checked by the author.
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** An '''Internal Review''' may be conducted, followed by an '''External Review'''; each of these optional stages involves its respective set of reviewers.
 
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** Following the review stages the manuscript (if accepted) enters the '''Editorial''' stage, where copyeditors are assigned and a fair copy is generated and checked by the author.
Following the Editorial stage, the submission enters the Production stage. There, the entirety of the submission's information -- including submission placement, metadata, contributors, chapters, and so on -- can be reviewed and finalized. Different book formats (digital, hardback, paperback/softback) can be configured, and proofs can be uploaded for auditing and final editorial review.
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** Following the Editorial stage, the submission enters the '''Production''' stage. There, the entirety of the submission's information -- including submission placement, metadata, contributors, chapters, and so on -- can be reviewed and finalized. Different book formats (digital, hardback, paperback/softback) can be configured, and proofs can be uploaded for auditing and final editorial approval. Once the proofs are approved and the catalog information checked and approved for publishing, the book is published online.
 
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Finally, the manuscript's Catalog Entry can be finalized, and the book can be published to the press catalog from the Catalog Entry tool.
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Throughout the workflow, participants for each stage can be added and removed from the submission workflow via the Participants dropdown.
 
Throughout the workflow, participants for each stage can be added and removed from the submission workflow via the Participants dropdown.
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==== Editors: Managing Submissions ====
 
==== Editors: Managing Submissions ====
  
Typically, new submissions appear in the Unassigned Submissions grid, available from the Dashboard's Submissions page.  
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New submissions appear as unassigned tasks in the Dashboard.
  
[[File:submissionInDashboard.png|thumb|500px|border|center|The Dashboard Submission Page]]
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[[File:StartSubmit.png|thumb|500px|border|center|The Dashboard Submission Page]]
  
To start working with a submission, click the submission's title from the Unassigned Submissions queue to go to the submission's workflow pages. This will bring you to the submission's initial workflow page.
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To start working with a submission, click the submission's title. This will bring you to the submission's initial workflow page.
  
[[File:submission.png|thumb|500px|border|center|The Submission Workflow pages]]
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[[File:SubmissionOverview.png|thumb|500px|border|center|A Submission in OMP]]
  
 
As you can see from the above screenshot, there are five separate workflow pages: Submission, Internal Review, External Review, Editorial, and Production. Each workflow stage has access (via the links near the top right corner) to the submission's '''Catalog''' tool (which will be covered later), to the  '''Info''' tool, and to the '''Participants''' tool.  
 
As you can see from the above screenshot, there are five separate workflow pages: Submission, Internal Review, External Review, Editorial, and Production. Each workflow stage has access (via the links near the top right corner) to the submission's '''Catalog''' tool (which will be covered later), to the  '''Info''' tool, and to the '''Participants''' tool.  
  
 
The '''Info''' tool allows you to view any notes added to the submission by various participants, notify various participants, and view the overall submission history, including a log of all submission actions and emails.  
 
The '''Info''' tool allows you to view any notes added to the submission by various participants, notify various participants, and view the overall submission history, including a log of all submission actions and emails.  
 
[[File:informationCenter.png|thumb|500px|border|center|Information Center]]
 
  
 
The '''Participants''' tool allows you to manage all participants associated with the submission: editors, authors, translators, and so on. A press or series editor '''must''' be assigned to a submission before the review or editing processes can be initiated; this will remove submissions from the Unassigned Submissions grid and move them to the assigned editor's My Assigned Submissions grid.  
 
The '''Participants''' tool allows you to manage all participants associated with the submission: editors, authors, translators, and so on. A press or series editor '''must''' be assigned to a submission before the review or editing processes can be initiated; this will remove submissions from the Unassigned Submissions grid and move them to the assigned editor's My Assigned Submissions grid.  
  
[[File:participants.png|thumb|500px|border|center|Participants]]
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To assign an editor to the submission, click the Participants link to open the dropdown, click the Add Participant link, choose the relevant user group (in this case, either Series Editor or Press Editor), and choose the user from the list.
  
To assign an editor to the submission, click the Participants link to open the dropdown -> click the Add Participant link -> choose the relevant user group (in this case, either Series Editor or Press Editor) -> and begin typing the name of the user you would like to assign in the Name field. Once the user's name appears, select it and click OK.  
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As an editor, you have four options for handling a submission: 1) Initiate an Internal Review (editor selects files for review within the press); 2) Initiate an External Review (editor selects files sent out for review); 3) Accept Submission (editor selects files for Editorial Stage); or 4) Decline Submission (editor archives submission). The author will be notified when you select the appropriate action.
  
[[File:addParticipant.png|thumb|500px|border|center|Adding a Participant]]
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All files provided by the author are available from the first Submission workflow page. You can upload additional documents that are pertinent to this submission under the Submission Documents section, and these will be available to all users assigned to the submission.
 
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As an editor, you have four options for handling a submission: 1) Initiate an Internal Review (editor selects files for review within the press); 2) Initiate an External Review (editor selects files sent out for review); 3) Accept Submission (editor selects files for Editorial Stage); or 4) Decline Submission (editor archives submission). The author will be notified when you select the appropriate action.
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=== Internal review ===
 
=== Internal review ===
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==== Editors: Managing Review ====
 
==== Editors: Managing Review ====
  
As an editor you can initiate the internal review process for an assigned submission by choosing the '''Internal Review''' option (in dark blue) on the monograph's Submission page.  
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As an editor you can initiate the internal review process for an assigned submission by choosing the '''Internal Review''' option on the monograph's Submission page.  
 
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[[File:initiateReview.png|thumb|500px|border|center|Initiate Review]]
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You will be prompted to inspect and select the submission files the author provided for inclusion in the review process, and you can optionally upload new files or revise existing files. Once you have selected the appropriate files, you will be taken to the Internal Review tab.
 
You will be prompted to inspect and select the submission files the author provided for inclusion in the review process, and you can optionally upload new files or revise existing files. Once you have selected the appropriate files, you will be taken to the Internal Review tab.
  
At this stage, reviewers associated with the press go over the submission. As editor, you will assign reviewers and, once the reviews are back, assess the reviews and select the appropriate action: request revisions or resubmission, send the submission to external review, or accept or decline the submission (see below for more details on these actions). 
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[[File:ReviewOverview.png|thumb|500px|border|center|Overview of the Review Process]]
 
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[[File:submissionReview.png|thumb|500px|border|center|The Submission Review workflow]]
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This stage begins with the editor using Select Files to identify the submission files for review.
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At this stage, reviewers associated with the press go over the submission. As editor, you will assign reviewers and, once the reviews are back, assess the reviews and select the appropriate action: Request Revisions; Resubmit for Review; Send to External Review; Accept Submission; and Decline Submission. (See below for more details on these actions.)
  
 
Reviewers can be assigned to the submission by clicking '''Add Reviewer'''. You are able to choose from among a pool of already-enrolled reviewers; enroll new users as reviewers; add a personal message to the review request; set response and review due dates; and choose the review type (blind; double-blind; open).  
 
Reviewers can be assigned to the submission by clicking '''Add Reviewer'''. You are able to choose from among a pool of already-enrolled reviewers; enroll new users as reviewers; add a personal message to the review request; set response and review due dates; and choose the review type (blind; double-blind; open).  
  
[[File:addReviewer.png|thumb|500px|border|center|Adding a Reviewer]]
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Once reviewers are assigned, you can contact them and revise their due dates by clicking the icon next to their names.  
 
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Once reviewers are assigned, you can contact them and revise their due dates by clicking the yellow icon next to their names.  
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[[File:reviewers.png|thumb|500px|border|center|To contact a Reviewer, click the checkbox by their name]]
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You will be notified of completed reviews, and can access the reviews by clicking on the '''reviewer's name''' in the Reviewers section.
 
You will be notified of completed reviews, and can access the reviews by clicking on the '''reviewer's name''' in the Reviewers section.
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All author, reviewer and editor revision files are available from the Revisions section. Only documents included in this section will be available to be passed on to later workflow stages.
 
All author, reviewer and editor revision files are available from the Revisions section. Only documents included in this section will be available to be passed on to later workflow stages.
  
[[File:reviewRevisions.png|thumb|500px|border|center|All review revisions]]
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Once all reviews are in, you must make a decision on the submission. You may:
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1) '''Request Revisions''' (in which case the author will be able to modify their submission information and/or upload revised submission files);
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2) '''Resubmit for Review''' (in which case the submission will enter an entirely new internal review round);
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3) '''Send to External Review''' (editor selects files to send to the external review process);
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4) '''Accept for Submission''' (at which point the submission will enter the Editorial stage, bypassing External Review); or
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5) '''Decline Submission''' (at which point the submission will be archived and the author notified).
  
Once all reviews are in, you must make a decision on the submission. You may: 1) Request Revisions (in which case the author will be able to modify their submission information and/or upload revised submission files); 2) Resubmit for Review (in which case the submission will enter an entirely new internal review round); 3) Send to External Review (editor selects files to send to the external review process); 4) Accept for Submission (at which point the submission will enter the Editorial stage, bypassing External Review); or 5) Decline Submission (at which point the submission will be archived and the author notified). These selections are made by clicking on one of the dark blue boxes at the top of the Internal Review page.
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These selections are made by clicking on one of the dark blue boxes at the top of the Internal Review page.
  
 
==== Reviewers: Undertaking Review ====
 
==== Reviewers: Undertaking Review ====
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If you have been requested to review a submission, you will find the submission listed in your Dashboard's Tasks page, as well as in your Submissions page (in the My Assigned Submissions queue). To begin the four-step review process, click the submission's title.  
 
If you have been requested to review a submission, you will find the submission listed in your Dashboard's Tasks page, as well as in your Submissions page (in the My Assigned Submissions queue). To begin the four-step review process, click the submission's title.  
  
[[File:tasksReview.png|thumb|500px|border|center|Reviewer's Task List]]
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[[File:reviewerOverview.png|thumb|500px|border|center|Overview of the Reviewer Workflow]]
  
 
'''Step 1: Request'''
 
'''Step 1: Request'''
  
 
The first step of the review process will provide you with the information you need to accept or decline the review request. You can review various submission details including title and description (and, depending on the review type, author information). Due dates suggested by the editor are also provided. You may click either Decline Review Request or Accept Review.
 
The first step of the review process will provide you with the information you need to accept or decline the review request. You can review various submission details including title and description (and, depending on the review type, author information). Due dates suggested by the editor are also provided. You may click either Decline Review Request or Accept Review.
 
[[File:review1.png|thumb|500px|border|center|Review Step 1: Request]]
 
  
 
'''Step 2: Guidelines'''
 
'''Step 2: Guidelines'''
  
 
All review guidelines and reference files will be available to you on Step 2 if you have accepted the request. Follow these instructions to complete your review in Step 3. You may return to this page whenever you need to during the review process.  
 
All review guidelines and reference files will be available to you on Step 2 if you have accepted the request. Follow these instructions to complete your review in Step 3. You may return to this page whenever you need to during the review process.  
 
[[File:review2.png|thumb|500px|border|center|Review Step 2: Guidelines]]
 
  
 
'''Step 3: Download & Review'''
 
'''Step 3: Download & Review'''
  
 
The review itself can be completed in Step 3. You can download the submission files for review; submit your review in the provided review form (required); and optionally upload files for the editor and/or author to consult, including revised versions of the original review file(s). Once you have completed your review, click the Submit Review button -- but note that once you have submitted your review you will not be able to modify any aspect of it.  
 
The review itself can be completed in Step 3. You can download the submission files for review; submit your review in the provided review form (required); and optionally upload files for the editor and/or author to consult, including revised versions of the original review file(s). Once you have completed your review, click the Submit Review button -- but note that once you have submitted your review you will not be able to modify any aspect of it.  
 
[[File:review3.png|thumb|500px|border|center|Review Step 3: Download & Review]]
 
  
 
'''Step 4: Next Steps'''
 
'''Step 4: Next Steps'''
  
 
The final step is an acknowledgment that the press has received your review. Your review duties are over!
 
The final step is an acknowledgment that the press has received your review. Your review duties are over!
 
[[File:review4.png|thumb|500px|border|center|Review Step 4: Next Steps]]
 
  
 
=== External review ===
 
=== External review ===
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The Editorial stage is reserved for copyediting, with the goal being to have a fair copy of the manuscript ready to move to production. Editors, copyeditors and authors are involved in this stage.
 
The Editorial stage is reserved for copyediting, with the goal being to have a fair copy of the manuscript ready to move to production. Editors, copyeditors and authors are involved in this stage.
  
[[File:editorial.png|thumb|500px|border|center|Editorial Stage]]
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[[File:EditingOverview.png|thumb|500px|border|center|Overview of the Editing Workflow]]
  
=== Editors and the Editorial Process ===
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==== Editors and the Editorial Process ====
  
 
Several things happen in the Editorial Process: approved submissions are available in the Final Draft section, copyedited files may be uploaded to the Copyediting section, and authors and/or editors may be assigned to review the copyedited files and respond to queries. Final copyedited files may then be uploaded, at which point the submission can be sent to the Production stage.
 
Several things happen in the Editorial Process: approved submissions are available in the Final Draft section, copyedited files may be uploaded to the Copyediting section, and authors and/or editors may be assigned to review the copyedited files and respond to queries. Final copyedited files may then be uploaded, at which point the submission can be sent to the Production stage.
  
 
All approved submission revisions from previous review stages are available in the Final Draft section. To copyedit a file, download the file from the Final Draft section and open it in the editor of your choice (for example, LibreOffice or Microsoft Office).  
 
All approved submission revisions from previous review stages are available in the Final Draft section. To copyedit a file, download the file from the Final Draft section and open it in the editor of your choice (for example, LibreOffice or Microsoft Office).  
 
[[File:editorialFinal.png|thumb|500px|border|center|Editorial: Final Drafts]]
 
  
 
Once you have edited the file to your satisfaction, upload it to the Copyediting section, and optionally assign one or more users participating in the submission process (for example another editor, or the author) to audit the copyedited file. You may have to assign these users under the Participants dropdown before they will be available as auditors.
 
Once you have edited the file to your satisfaction, upload it to the Copyediting section, and optionally assign one or more users participating in the submission process (for example another editor, or the author) to audit the copyedited file. You may have to assign these users under the Participants dropdown before they will be available as auditors.
 
[[File:copyediting.png|thumb|500px|border|center|An Uploaded Copyedited File]]
 
 
[[File:addAuditor.png|thumb|500px|border|center|Adding an Auditor]]
 
  
 
Multiple files may be sent for auditing, and an auditing due date can be set. You will be notified of completed audits, and can access the audits by clicking on the participant's name as it appears under the file. Finally, you will be able to sign off as copyeditor on the audited copyedit file by clicking the checkbox under the Copyeditor column.  
 
Multiple files may be sent for auditing, and an auditing due date can be set. You will be notified of completed audits, and can access the audits by clicking on the participant's name as it appears under the file. Finally, you will be able to sign off as copyeditor on the audited copyedit file by clicking the checkbox under the Copyeditor column.  
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==== Auditors and the Editorial Process ====
 
==== Auditors and the Editorial Process ====
  
If you have been asked to audit a file that is being copyedited, you will receive an email indicating this, and the task will also be listed on your Dashboard. To complete the auditing process, go to your Dashboard and click on the audit request.  
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If you have been asked to audit a file that is being copyedited, you will receive an email indicating this, and the task will also be listed on your Dashboard. To complete the auditing process, go to your Dashboard and click on the audit request. This will bring you to a page where you can download, review and respond to the copyedited file.  
 
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[[File:auditorDashboard.png|thumb|500px|border|center|Auditing Request in Dashboard]]
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This will bring you to a page where you can download, review and respond to the copyedited file.  
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[[File:auditing.png|thumb|500px|border|center|The Auditing Page]]
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From this page you will be able to download any copyedited files that you have been asked to audit. Download and review the copyedited manuscript, and then click '''Upload a Response''' to respond to the auditing request and sign off on your audit. You will be able to add any notes you may have regarding the copyedited file, and even upload a revised or annotated copyedited file for the editor to review.  
 
From this page you will be able to download any copyedited files that you have been asked to audit. Download and review the copyedited manuscript, and then click '''Upload a Response''' to respond to the auditing request and sign off on your audit. You will be able to add any notes you may have regarding the copyedited file, and even upload a revised or annotated copyedited file for the editor to review.  
 
[[File:copyeditingAuditResponse.png|thumb|500px|border|center|Adding an Audit Response]]
 
  
 
The assigned editor will receive a notification after you sign off on your auditing duties.
 
The assigned editor will receive a notification after you sign off on your auditing duties.

Latest revision as of 10:13, 17 September 2012

Open Monograph Press (OMP) is an open source tool for managing and publishing monographs, edited volumes, and scholarly editions over the Web. It is a highly flexible editor-operated book management and publishing system that can be downloaded for free and installed on most web servers. It has been designed to reduce the time and energy devoted to the clerical and managerial tasks associated with publishing books, while improving the record-keeping and efficiency of editorial processes. It seeks to improve the scholarly and public quality of publishing through a number of innovations, and includes clear and intuitive workflows for every aspect of the manuscript submission, review, editing and production processes.

About this Guide

  • This Userguide is up to date for Open Monograph Press 1.0b, released on September 17 2012.
  • OMP itself includes extensive inline documentation describing every component of the user interface. If you think you are missing this inline documentation, ensure that you have Help turned on in the OMP interface (the Help toggle is in the upper-right corner of the Web page).
  • This guide is therefore not a comprehensive, piece-by-piece overview of OMP. It instead provides a higher-level overview, describing in more general terms what the software is for; how to configure a press; how monograph submissions of different types are submitted, managed, and published; and how to manage a book catalog.
  • If you have any questions about the content of this document, please use the Discussion page. See this Mediawiki help page for information on using talk pages.
  • All screenshots were taken from the OMP Demonstration site. Content for this demonstration site, including book cover images, was graciously provided by our partner Athabasca University Press.

Introduction

Since 1998, the Public Knowledge has been releasing and upgrading software intended to improve the public and scholarly quality of research, and with Open Monograph Press (OMP), it seeks to support a format that remains critical to the advancement of learning.


OMP Home Page

OMP is an open source software platform for managing the editorial workflow required to see monographs, edited volumes and, scholarly editions through internal and external review, editing, cataloguing, production, and publication. OMP will operate, as well, as a press website with catalog, distribution, and sales capacities.

OMP Catalog Entry

OMP is designed to assist university presses, learned societies, and scholar-publishers interested in publishing scholarly books in print-on-demand and multiple electronic formats, whether on an open access or purchase basis. As with all PKP software, OMP can be downloaded for free and installed on a local webserver or it can be hosted by PKP Publishing Services.

Editorial Overview of a Book

Among the many features of OMP is its ability to...

  • Handle edited volumes, with different authors for each chapter;
  • Involve editors, authors, reviewers, designers, indexers, and others in book production;
  • See submission through multiple rounds of both internal and external reviews;
  • Utilize industry standard ONIX for bookseller metadata requirements (e.g., Amazon);
  • Create document libraries for submissions, recording contracts, permissions, etc.;
  • Handle thumbnail covers in Catalog, as well as Spotlight features;
  • Enable Series Editors to see books through review to publication.
Grid.png

OMP is a completely new software tool from the Public Knowledge Project. It has been redesigned from the ground up to take advantage of Web 2.0 technologies. As part of OMP's release strategy, PKP will be working closely with several early adopters who will use OMP in a production environment. This will garner immediate feedback and further improvements to OMP and also inform a redesign of Open Journal Systems and Open Conference Systems, which will drawn on a common PKP Web Library.

Modal.png

OMP was designed in consultation with and support from Athabasca University Press, which has kindly permitted us to use their books and content to populate a demonstration site of OMP, which is used for the OMP screenshots seen here. Potential users of OMP can request access to our demonstration site and try out various roles and processes. OMP has been built with support from the Simon Fraser University Library, Canadian Foundation for Innovation, Alfred P. Sloan Foundation, and Stanford University. Moving forward, it is anticipated that OMP will continue to be enhanced with a particular focus on pre- and post-publication support.

System Requirements and Installation

System Requirements

Recommended server requirements:

  • PHP >= 5.0
  • MySQL >= 3.23.23 (including MySQL 4.x) or PostgreSQL >= 7.1 (including PostgreSQL 8.x)
  • Apache >= 1.3.2x or >= 2.0.4x or Microsoft IIS 6
  • Operating system: Any OS that supports the above software, including Linux, BSD, Solaris, Mac OS X, Windows

As PKP does not have the resources to test every possible combination of software versions and platforms, no guarantee of correct operation or support is implied. We welcome feedback from users who have deployed OMP on systems other than those listed above.

Installation

The OMP installation process is identical to other PKP applications such as Open Journal Systems, Open Conference Systems, and Open Harvester Systems. For detailed installation instructions, see docs/README in the download package.

Creating a Press

During the OMP installation process you need to provide an initial Site Administrator username and password to use the system. When you log in with that username and password, you will be brought to an empty press listing (which can be later returned to from the Site Administrator interface. You may create your new press by clicking the Add Press option and providing your press name; an optional description; and the path from which your press will be found on the Web site.

Clicking Save on the Add Press dialogue will save the information you added, and bring you to a Press Creation wizard. The wizard has six steps that can be filled out (with mandatory fields being marked with an asterisk):

  • Masthead, where you fill in general press information and your masthead;
  • Contact, where you add contact information for your principal contact;
  • Appearance, where various components of the press' appearance, such as headers, footers, and layout, can be configured;
  • Submission, where you can configure the press' Submission Checklist presented to authors during the book submission process;
  • Indexing, where you add custom search engine indexing words;
  • Users, where you can add new initial users to the press.
Creating a Press

The wizard includes only the most immediately important options that need to be configured before your press can go live. Once the six steps are complete, your press is live. You can modify these and other options at any time from your Management interface.

Managing Your Press

You can manage different components to your press from the Management drop-down menu in the top Navigation bar. All of the site configuration options are under the Management -> Settings menu. The options you find here control every aspect of the press: how your press looks; how the submission process works; how the publication and distribution processes work; and how users and roles are managed.

The OMP Management menu. All management pages are available from this menu.

Press Settings

In the general Press Settings management section, you can configure overall press options, such as your masthead; contact information; various policies and guidelines to be used within the press; and sponsorship information.

Press Settings

The five tabs are detailed below:

  • Masthead: this section contains most of the information that you provided when originally creating your press, (and which can be modified at any time). You can also add a mailing address. All Masthead information will appear under the About menu.
  • Contact: this section also contains the Primary Contact information you provided when originally creating your press, and also includes a Technical Support contact option. All Contact information will appear under the About menu.
  • Policies: various policies integral to your press may be included here. These include a Copyright Notice; a Privacy Statement; the Focus and Scope of the press; an Open Access policy (if relevant); a Review Policy; and a Competing Interests policy. If these policy options are filled out, the policies will be available in the About menu, and will also be provided in various key parts of the submission, publication or distribution workflow. (For example, if you include a Copyright Notice, authors will see this notice during the submission process.)
  • Guides: you may include any relevant Author Guidelines in this section.
  • Sponsor: you may add sponsorship information, and any other additional sources of support, in this section.

Website Settings

Website Settings are configuration options that are more relevant to the site as a whole than to the press: the look and feel, available languages, plugins, navigation options, and so on.

Website Settings
  • Homepage: you may include publicly-displayed information for readers, authors and librarians here. Default content is included.
  • Appearance: various components of the press appearance can be configured from this page, including header and footer elements, the press style and theme, and so on.
  • Languages: additional languages, if available, can be configured here and may be made available throughout the user interface; for submissions; and for web forms. (Note that OMP 1.0b only includes the English locale. We plan on providing more locales in OMP 1.0 and onward. If you are interested in translating OMP, please let us know.)
  • Plugins: all system plugins are listed on this page. Plugins are listed by type If a plugin is en/disable-able, you can do so by clicking on the checkbox to the right of it.
  • Announcements: from this page you can configure announcement options and announcement types, and subsequently write announcements to be viewed from your press home page.
  • Navigation: you may add links to be listed in your footer (separated by category, if you like); and also add Social Media links (which will appear in your press catalog and elsewhere).

Publication Settings

Publication Settings include all submission and workflow configuration options, including those that relate to the initial submission process as well as the review, editing and production workflow process.

Publication Settings
  • Genres: These genres are used for file-naming purposes and are presented in a pull-down menu on uploading files. The genres designated ## allow the user to associate the file with either the whole book 99Z or a particular chapter by number (e.g., 02). Users will be able to choose from the genres that are specified here whenever they upload a file to the system. For example, if you include 'Chapter Manuscript', 'Book Manuscript', and 'Appendix' in your genres listing, authors will be able to designate uploaded submission files as chapters, an entire book manuscript, or an appendix. Many typical genres are included by default.
  • Submission: On making a submission to the press, authors are first asked to check each item on the Submission Preparation Checklist as completed, before proceeding. The checklist also appears in the Author Guidelines, under About the Press. The list can be edited below, but all items on the list will require a checkmark before authors can proceed with their submission.
  • Review: Many different review options can be configured here: Time to review; review reminders; whether press editors will be able to rate reviewers on a five-point scale; whether blind review is an option, and reviewer guidelines.
  • Submission Documents: You may upload files to be used as templates and guides by editors, reviewers and authors, throughout the submission process.
  • Production: You can add further information to this page to comply with the ONIX protocol.
  • Emails: A system email signature and bounce address can be included on this page. Additionally, OMP includes a number of prepared emails that are sent out when various actions in the press are completed. (For example, the thank-you email that is sent to an author on completion of a submission.) These default emails may be edited from this page so that they better suit the press.

Distribution Settings

These pages include options to ensure that your press is found on the web, and options for users to purchase content from your catalog.

Distribution Settings
  • Indexing: On this page you may configure indexing metadata that is used by search engines such as Google. This information may already have been filled out as part of the Press Creation wizard process, but you may edit it at any time.
  • Payments: If you will be accepting payments for various things through your press -- for example, if you want to sell ebooks through your catalog -- then you must configure a payment method and the currency that you work with. Manual and PayPal methods are currently supported, and more may be added as plugins. Once this is configured, visitors to the site will be able to purchase and download digital materials.

Users & Roles

Registering and Administering Users

Site Administrators can manage users and roles Users and Roles menu item.

Users and Roles

You can add new users, define new roles to be used in the system, and configure additional site access restrictions, from each of the tabbed pages available.

  • New users can be added, and existing users edited and/or deleted, from the User Management tab;
  • Role permissions and access rights can be customized from the Roles tab;
  • Additional Site Access configuration steps, including access restrictions and registration options, can be configured from the Site Access Options tab.

Note: OMP and Roles

OMP includes a robust role management system, whereby Press Managers can control what kind of user can access a given workflow stage. A number of roles and associated permissions/access rights are already defined within OMP by default, but more can be made.

There are five levels of permissions/access that a role can have: Press Manager, Press Assistant, Series Editor, Reviewer, Author. Press Managers have access to everything in the press (all content and settings). Press Editors have access to all content within their series. Press Assistants have access to all monographs that they have been explicitly assigned by an editor. Reviewers can see and perform the reviews they have been assigned. Authors can see a limited amount of information about their own submissions. These are described in more detail below.

You can assign any number of different roles to each workflow stage. Assigning a role to a workflow stage means that you will be able to include one or more persons with that role during that stage of the submission. For example, by default, the Marketing Coordinator is included in the editorial stage, the layout editor in the production stage, and the author in all stages. You can add/remove any number of roles within these categories.

Press Managers can access the many Press Management pages, including content settings, press settings, and import/export tools and other plugins. The Press Manager(s) should configure the press via the Press Settings pages before any submissions are solicited. By default, the Press Editor, Production Editor, and Layout Editors all have "press manager" permissions.

Series Editors can access all of the submissions that are part of series to which they are assigned. They do not need to be explicitly assigned to the submission to have access, as long as the submission is in their series. By default, only the Series Editor role has this set of permissions.

Press Assistants can access only the workflow stage and monograph to which they have been assigned. They need to be explicitly assigned to the monograph at the appropriate stage to gain access. By default, most roles fall under this set of permissions.

Reviewers only have access to the pages that are used to perform a review. They only have access to a submission to which they have been asked to review. By default, there is an Internal Reviewer and an External Reviewer role with this set of permissions. They are intended to help organize two distinct sets of reviewers for the press.

Authors only have access to their own submissions and can see a limited set of information about the submission through the Author Dashboard. Authors can create new submissions and add files to the submission. By default, Author, Volume Editor and Translator have this set of permissions.

Using Roles

To give a user access to a given workflow stage, three things must be true: First, the role must be assigned to that stage of the workflow process through the Users & Roles -> Roles tab. Second, the user needs to be assigned that role through the Users & Roles -> Users tab. Lastly, the user must be assigned to the monograph stage through the Participants grid at the top of the workflow page.

Submission Workflow

Workflow overview

  • Manuscripts are typically submitted by an author or volume editor, depending whether the submission is an individually-authored work or an edited volume, respectively. Submitting a manuscript is a four-step process.
  • Once the submission is complete, a press or series editor takes responsibility for the submission and initiates the submission's journey through the publication workflow:
    • An Internal Review may be conducted, followed by an External Review; each of these optional stages involves its respective set of reviewers.
    • Following the review stages the manuscript (if accepted) enters the Editorial stage, where copyeditors are assigned and a fair copy is generated and checked by the author.
    • Following the Editorial stage, the submission enters the Production stage. There, the entirety of the submission's information -- including submission placement, metadata, contributors, chapters, and so on -- can be reviewed and finalized. Different book formats (digital, hardback, paperback/softback) can be configured, and proofs can be uploaded for auditing and final editorial approval. Once the proofs are approved and the catalog information checked and approved for publishing, the book is published online.

Throughout the workflow, participants for each stage can be added and removed from the submission workflow via the Participants dropdown.

Finding and Starting Submissions

Users can access submissions assigned to them from their user Dashboard, which can be navigated to by clicking Dashboard in the navigation bar.

Starting a Submission

To submit a manuscript, make sure you are on the Tasks tab. Click on "Start a New Submission."

Any currently existing tasks that require your attention will of course be listed under the Tasks tab. To find your any previously submitted manuscripts and the status thereof, check the Submissions tab.

Workflow stages

Submission

The following roles are involved in the Submission workflow: Authors, Volume Editors, Press Editors, Series Editors, Translators, and Funding Coordinators.

Authors: Submitting and Managing Manuscripts

The submission process consists of four steps:

  • Preparing the submission;
  • Uploading the submission files;
  • Providing catalog information;
  • Next Steps.
The Submission Process

To begin the manuscript submission process, go to your Dashboard; click on the Tasks tab; and click the "Start a New Submission" link. This will bring you to the first of four steps in the submission process.

Step 1: Prepare

During Step 1 you will be asked to establish what kind of manuscript you are submitting. You will also have to agree to a number of submission checklist items before proceeding.

You must first choose how you will be submitting your manuscript -- for example, as an individual Author, as a Volume Editor, as a Translator, etc. -- and whether the submission is an individually-authored work, or an edited volume with multiple chapter authors. If you are submitting an edited volume, you will be able to list chapters and assign contributors to those chapters at a later stage. Authored works can also have other contributors (additional authors, translators, etc.) who are assigned to the work as a whole rather than individual chapters.

You will then be able to choose the series and category (or categories) within which your manuscript falls. Choosing a Series classifies the work into a set of related publications; assigning Categories will help group publications by subject. Note: These options may vary depending on how the press has been configured, and will not necessarily be present.

Finally, you may have to agree to one or more checklist items (again, depending on how the press has been configured), and can provide a cover note to the Editor as necessary. Once this initial step has been accomplished, press Save and Continue. After you do so, the submission will be saved in your Dashboard, and you can leave and return to complete it as you see fit.

Step 2: Upload

All submission files can be uploaded during Step 2. You may upload your manuscript as a single submission file, or by uploading separate submission files for each individual manuscript section (e.g. your introduction; individual chapters; figures). You can choose each file's content type (e.g. chapter; manuscript; illustration; appendix) and specify a name for each file you upload (e.g. "Introduction"; "Chapter 1").

Once you have uploaded all relevant submission files, click Save and Continue.

Step 3: Catalog

Submission metadata must be supplied during Step 3. This information will be included in the press catalog once the book is published, and is a vital component to book publication, dissemination and indexing. This information can be reviewed at later stages of the publication process. You must provide a submission title, and may provide other information including a prefix, subtitle, and submission summary.

Further information can also be added to the submission: coverage information, submission keywords, source and rights information, and more.

You can also provide a list of contributors. The list of contributors associated with this submission may include other authors, individual chapter authors of an edited volume, volume editors, and/or translators. One contributor from the list may be assigned as the primary contact for editorial correspondence; this does not necessarily have to be the submitting author.

Once you have completed this step, click Finish Submission.

Step 4: Next Steps

The final step confirms that your submission has been received, and provides you with links to review your submission, create a new submission, or visit your Dashboard.

Editors: Managing Submissions

New submissions appear as unassigned tasks in the Dashboard.

The Dashboard Submission Page

To start working with a submission, click the submission's title. This will bring you to the submission's initial workflow page.

A Submission in OMP

As you can see from the above screenshot, there are five separate workflow pages: Submission, Internal Review, External Review, Editorial, and Production. Each workflow stage has access (via the links near the top right corner) to the submission's Catalog tool (which will be covered later), to the Info tool, and to the Participants tool.

The Info tool allows you to view any notes added to the submission by various participants, notify various participants, and view the overall submission history, including a log of all submission actions and emails.

The Participants tool allows you to manage all participants associated with the submission: editors, authors, translators, and so on. A press or series editor must be assigned to a submission before the review or editing processes can be initiated; this will remove submissions from the Unassigned Submissions grid and move them to the assigned editor's My Assigned Submissions grid.

To assign an editor to the submission, click the Participants link to open the dropdown, click the Add Participant link, choose the relevant user group (in this case, either Series Editor or Press Editor), and choose the user from the list.

As an editor, you have four options for handling a submission: 1) Initiate an Internal Review (editor selects files for review within the press); 2) Initiate an External Review (editor selects files sent out for review); 3) Accept Submission (editor selects files for Editorial Stage); or 4) Decline Submission (editor archives submission). The author will be notified when you select the appropriate action.

All files provided by the author are available from the first Submission workflow page. You can upload additional documents that are pertinent to this submission under the Submission Documents section, and these will be available to all users assigned to the submission.

Internal review

Editors: Managing Review

As an editor you can initiate the internal review process for an assigned submission by choosing the Internal Review option on the monograph's Submission page.

You will be prompted to inspect and select the submission files the author provided for inclusion in the review process, and you can optionally upload new files or revise existing files. Once you have selected the appropriate files, you will be taken to the Internal Review tab.

Overview of the Review Process

At this stage, reviewers associated with the press go over the submission. As editor, you will assign reviewers and, once the reviews are back, assess the reviews and select the appropriate action: Request Revisions; Resubmit for Review; Send to External Review; Accept Submission; and Decline Submission. (See below for more details on these actions.)

Reviewers can be assigned to the submission by clicking Add Reviewer. You are able to choose from among a pool of already-enrolled reviewers; enroll new users as reviewers; add a personal message to the review request; set response and review due dates; and choose the review type (blind; double-blind; open).

Once reviewers are assigned, you can contact them and revise their due dates by clicking the icon next to their names.

You will be notified of completed reviews, and can access the reviews by clicking on the reviewer's name in the Reviewers section.

All author, reviewer and editor revision files are available from the Revisions section. Only documents included in this section will be available to be passed on to later workflow stages.

Once all reviews are in, you must make a decision on the submission. You may: 1) Request Revisions (in which case the author will be able to modify their submission information and/or upload revised submission files); 2) Resubmit for Review (in which case the submission will enter an entirely new internal review round); 3) Send to External Review (editor selects files to send to the external review process); 4) Accept for Submission (at which point the submission will enter the Editorial stage, bypassing External Review); or 5) Decline Submission (at which point the submission will be archived and the author notified).

These selections are made by clicking on one of the dark blue boxes at the top of the Internal Review page.

Reviewers: Undertaking Review

If you have been requested to review a submission, you will find the submission listed in your Dashboard's Tasks page, as well as in your Submissions page (in the My Assigned Submissions queue). To begin the four-step review process, click the submission's title.

Overview of the Reviewer Workflow

Step 1: Request

The first step of the review process will provide you with the information you need to accept or decline the review request. You can review various submission details including title and description (and, depending on the review type, author information). Due dates suggested by the editor are also provided. You may click either Decline Review Request or Accept Review.

Step 2: Guidelines

All review guidelines and reference files will be available to you on Step 2 if you have accepted the request. Follow these instructions to complete your review in Step 3. You may return to this page whenever you need to during the review process.

Step 3: Download & Review

The review itself can be completed in Step 3. You can download the submission files for review; submit your review in the provided review form (required); and optionally upload files for the editor and/or author to consult, including revised versions of the original review file(s). Once you have completed your review, click the Submit Review button -- but note that once you have submitted your review you will not be able to modify any aspect of it.

Step 4: Next Steps

The final step is an acknowledgment that the press has received your review. Your review duties are over!

External review

Editors: Managing Review

The external review process can be initiated at the end of the internal review process by choosing the Send to External Review option at the top of the submission's Internal Review stage. You will be prompted to inspect and select the submission files from the internal review stage to be moved forward, and you can optionally upload new files (or revise existing files). Once you have selected the appropriate files, click Record Editorial Decision and you will be taken to the External Review stage.

At the External Review stage, reviewers external to the press go over the submission. As an editor, you will assign reviewers and give them access to review files and, once the reviews are back, assess the reviews and select the appropriate action: initiate a new review round, request revisions or resubmission, or accept or decline the submission (more details on these actions are below).

The External Review stage begins with the editor using Upload/Select files to identify the submission files for review.

Reviewers can be assigned to the submission by clicking the Add Reviewer link. You are able to choose from a pool of already-enrolled reviewers; enroll new users as reviewers; add a personal message to the review request; set response and review due dates; and choose the review type (blind, double-blind, or open). Once reviewers are assigned, you can contact them and revise their due dates by clicking the yellow icon next to their name.

Once the review has been completed, you will be notified of completed reviews. As editor, you can access the reviews by clicking on the reviewer's name in the Reviewers section.

All author, reviewer and editor revision files are available from the Revisions section. Only documents included in this section will be available to be moved to later workflow stages.

Once all reviews are in, you must make a decision on the submission. You may select: 1) Request Revisions, in which case the author will be able to modify their submission information and/or upload revised submission files; 2) Resubmit For Review, in which case the submission will enter an entirely new external review round; 3) Decline Submission, at which point the submission will be archived and the author notified; or 4) Accept Submission, at which point the submission will enter the Editorial stage. These selections are made by clicking on one of the dark blue boxes at the top of the External Review page.

Reviewers: Undertaking Review

If you have been requested to review a submission in OMP, you will find a submission listing in your Dashboard's Tasks page, as well as in your Submissions page, in the Assigned Submissions queue. To begin the four-step review process, click the submission's title.

Step 1: Request

The first step of the review process serves to provide you with the information you need to accept or decline the review request. You can review various submission details including title and description (and, depending on the review type, author information), and the important due dates are also provided. To pass on the review, choose the Decline Review Request option; to proceed with the review process, choose the Accept Review option.

Step 2: Guidelines

All review guidelines and reference files will be available to you on Step 2. Follow these instructions to complete your review in Step 3. You may return to this page whenever you need to during the review process.

Step 3: Download & Review

The review itself is completed in Step 3. You can download the submission files for review; submit your review in the provided review form (required); and optionally upload files for the editor and/or author to consult, including revised versions of the original review file(s). Once you have completed your review, click the Submit Review button -- but note that once you have submitted your review you will not be able to modify any aspect of it.

Step 4: Next Steps

The final step is simply an acknowledgement of review receipt. Your review duties are over!

Editorial

The submission's Editorial stage is initiated after all review rounds are completed and the submission has been accepted. (To accept the submission, click Accept Submission at the top of the Internal/External Review page, select the revised copy to use in the editorial stage, and click Record Editorial Decision. You will then be taken to the Editorial stage).

The Editorial stage is reserved for copyediting, with the goal being to have a fair copy of the manuscript ready to move to production. Editors, copyeditors and authors are involved in this stage.

Overview of the Editing Workflow

Editors and the Editorial Process

Several things happen in the Editorial Process: approved submissions are available in the Final Draft section, copyedited files may be uploaded to the Copyediting section, and authors and/or editors may be assigned to review the copyedited files and respond to queries. Final copyedited files may then be uploaded, at which point the submission can be sent to the Production stage.

All approved submission revisions from previous review stages are available in the Final Draft section. To copyedit a file, download the file from the Final Draft section and open it in the editor of your choice (for example, LibreOffice or Microsoft Office).

Once you have edited the file to your satisfaction, upload it to the Copyediting section, and optionally assign one or more users participating in the submission process (for example another editor, or the author) to audit the copyedited file. You may have to assign these users under the Participants dropdown before they will be available as auditors.

Multiple files may be sent for auditing, and an auditing due date can be set. You will be notified of completed audits, and can access the audits by clicking on the participant's name as it appears under the file. Finally, you will be able to sign off as copyeditor on the audited copyedit file by clicking the checkbox under the Copyeditor column.

Once all copyedited files have been reviewed, they may be uploaded to the Fair Copy section, at which point the submission (and any uploaded fair copies) can be sent to the Production stage by clicking the Send to Production link at the bottom of the page.

Auditors and the Editorial Process

If you have been asked to audit a file that is being copyedited, you will receive an email indicating this, and the task will also be listed on your Dashboard. To complete the auditing process, go to your Dashboard and click on the audit request. This will bring you to a page where you can download, review and respond to the copyedited file.

From this page you will be able to download any copyedited files that you have been asked to audit. Download and review the copyedited manuscript, and then click Upload a Response to respond to the auditing request and sign off on your audit. You will be able to add any notes you may have regarding the copyedited file, and even upload a revised or annotated copyedited file for the editor to review.

The assigned editor will receive a notification after you sign off on your auditing duties.

Production

The submission's Production stage is generally initiated after the copyediting stage has been completed, although the Editor may choose to add information there as it becomes available earlier in the workflow process. The Production stage is used to create and manage publication formats (e.g. Paperback, Softcover, PDF, ePub), final publication-ready versions of the submission, and the catalog itself. This process is normally managed by a production editor, with the input and assistance of designers and proofreaders. Production Editors can be assigned using the Participants dropdown.

The Production Stage

Production Editors and the Production Process

All approved and copyedited submission files from the editorial stage are available in the Production Ready section, and additional files can be added if need be.

The entirety of the submission's information -- including submission placement, metadata, contributors, chapters, and so on -- can be reviewed and edited in the Metadata section. By checking the approval checkbox at the bottom of the Metadata section the submission will be approved for the public catalog.

Production Metadata

Different publication formats (audio, digital, hardback, paperback/softback) can be configured for the submission in the Publication Formats section.

Adding a Publication Format

Once you have added a format, a new section for that format will be made available to you, and you will be able to upload files there.

Production With One Publication Format

Auditors and the Production Process

If you have been asked to audit a publication-ready file, you will receive an email indicating this, and the task will also be listed on your Dashboard. To complete the auditing process, go to your Dashboard and click on the audit request. This will bring you to the submission's Production page.

From this page you will be able to download any final publication files that you have been asked to audit. Download and review the manuscript, and then click the checkbox under the Auditor column to sign off on your audit. You will be able to add any notes you may have regarding the file, and even upload a revised or annotated file for the editors to review. The assigned production editor will receive a notification after you sign off on your auditing duties.

Catalog Management

The press's public catalog -- the grouping of books available in various formats to the reading public from the press home page -- can be managed in a number of ways. OMP includes an overall Catalog Management interface which you can find from the Management -> Catalog navigation bar. You will also find a Catalog Entry tool available to you for each individual submission, on all of the submission's pages.

Books can be sorted by category and series, both in the Catalog Management interface, and also on the main home page once published. Authors may assign their original submissions to various categories and series, and editors can change these assignments at any time.

Managing Individual Catalog Entries

The Catalog Entry management tool is available from any submission workflow page. It consists of Monograph and Catalog tabs, as well as additional tabs for each of the publication formats (for eg., trade paperback, epub, pdf, etc.). The additional tabs will appear once you have added a publication format in the Publication Formats step of the Production stage.

The Catalog Entry Tool

Use the Monograph tab seen above to modify the book's metadata. This includes title, summary, contributors, coverage, and additional refinements like language, keywords, and supporting agencies. Here you will also be able to specify/modify the submission type (the submission type is usually one of 'image', 'text', or other multimedia types including 'software' or 'interactive').

Use the Catalog tab to modify the book's catalog information. This includes a book cover image, audience information, information on representatives (such as any agents or suppliers) who are not direct members of the press, and publication formats.

The Catalog Tab

The individual publication format tabs can be used to configure the format itself and make it available on the public catalog. Much of this information can also be disseminated through ONIX extracts.

The Format Tab

Publication Essentials

  • For a manuscript to appear in the public catalog, you must approve the submission's metadata for public display. You can do this from two locations: 1) from the submission's Production stage page; 2) from the Catalog Entry tool's Submissions tab. In each place you will find all of the submission's placement, indexing and authorial information. There is also a checkbox available that asserts that "I acknowledge that the current metadata is accurate and approve it for display in the public catalog." Checking off this box and saving the form will publish the publication in the Public Catalog.
  • For a book's publication formats (eg. audio, digital, hardback, softback/paperback) to appear in the public catalog listing, you must approve the format's information for public display. You can do this from the Catalog Entry tool's publication format tabs. Simply open the Catalog Entry tool; click on the relevant tab (eg. "Digital"); review the information listed on the resulting page; and check off the checkbox that says "This publication format is ready to be included in the public catalog" and click Save.
  • In order for a digital edition of a book to be available for download, you must:
    • create a digital format (eg. ebook) under the Production workflow stage;
    • upload files to the format's proof reading step in the Production workflow stage;
    • audit and approve all proofs;
    • ensure that the submission and the format type are both marked as available in the catalog;
    • if charging a fee for the digital edition, ensure that you have a payment method selected under Management -> Distribution Process (either paypal or manual payment);
    • finally, ensure that you configure the Direct Sales Availability & Pricing section for that particular format in the Catalog Entry, where you can either set a particular format as Open Access, or optionally set a fee for purchase.

Managing the Catalog as a Whole

The overall Catalog Management interface is available to you from the navigation bar if you are registered as an editor: simply go to Catalog -> Manage.

Navigating to the Catalog Management Interface

From this page you can view and manage your catalog's home page; view catalog entries by category and series; search for catalog entries; and add a new catalog entry from the submissions currently in the system.

Catalog Management

Featured Publications

You can toggle whether a particular publication is "featured" by clicking on the star that appears where it is displayed. Featured submissions appear in a carousel at the top of the area where it was featured -- for example, if you feature two publications in a particular category listing, a carousel will appear when that category is browsed, with those publications displayed.

Catalog Management Display Options

You will find three options any page of the Catalog Management interface: Organize, List, and Grid.

  • The Organize option can be used to arrange featured content by drag and drop -- simply click it, and you will be able to move items around by dragging them with your mouse. (You cannot organize non-featured content: this content is permanently sorted by date.) These changes are reflected in the publicly-viewable carousel.
  • The List and Grid options provide different sorting mechanisms for the listed publications, but only within the Catalog Management interface itself: switching between list and grid view here will not change how books are displayed in the public catalog.