This userguide is currently in development, and is meant to be used in conjunction with pre-1.0 OMP testing only. A complete version of this userguide will be released with OMP 1.0 and will be available from the PKP website. If you have any questions about the content of this document, please use the discussion/talk page, linked to above. See https://en.wikipedia.org/wiki/Help:Using_talk_pages on how to use talk pages.
- 1 About OMP
- 2 OMP Installation
- 3 Press Management
- 4 Submission Workflow
- 4.1 Workflow overview
- 4.2 Finding and Starting Submissions
- 4.3 Workflow stages
- 4.3.1 Submission
- 4.3.2 Internal review
- 4.3.3 External review
- 4.3.4 Editorial
- 4.3.5 Editors and the Editorial Process
- 4.3.6 Production
- 5 Catalog Management
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.
See docs/README in the download package for instructions.
Registering and Administering Users
Site Administrators can manage users from the Management -> Settings -> Users and Roles tab.
From the Users & Roles page, Administrators 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.
A new user can be added by clicking the Add User button and filling in the user's details.
Click OK to proceed to the following page, where you will be able to assign different roles to the user on the following page. You can add more than one role to each user account (be sure to click Save when you're done); each role has different responsibilities, permissions and access rights within the system.
Existing users can be emailed, edited, disabled, or removed from the press by clicking the pencil icon next to the user's name and clicking one of the resulting icon options.
Role permissions and access rights can be customized from the Roles tab.
OMP comes with a number of roles and associated permissions/access rights already defined. There are five levels of permissions/access: 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.
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.
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 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.
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.
Finally, the manuscript's Catalog Entry can be finalized, and the book can be published to the press catalog from the Catalog Entry tool.
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. To find your user Dashboard, click Dashboard in the navigation bar. To find or start a submission, click the Submissions tab in the Dashboard.
The Submissions interface lists all submissions that the user has authored in "My Authored Submissions"; all currently unassigned submissions in the system (if the user is a Press/Series Editor) in "Unassigned Submissions"; and all other submissions assigned to them in all capacities in "My Assigned Submissions".
To submit a manuscript, users must be under the Tasks tab. Click on "Start a New 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
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 step of the four-step 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 Dashbaord, 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 (click on Upload File near the upper right corner). 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. As the above screenshot indicates, 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.
FIXME: add dox on additional Edited Volume chapter options
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
Typically, new submissions appear in the Unassigned Submissions grid, available from the Dashboard's Submissions 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.
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 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.
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.
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.
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).
This stage begins with the editor using Select Files to identify the submission files for review.
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 yellow 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.
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!
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!
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.
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.
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.
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.
Different publication formats (audio, digital, hardback, paperback/softback) can be configured for the submission in the Publication Formats section.
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.
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.
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.
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 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.
- 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.
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.
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.