Guides for Project Staff

For background information, see OJS@OregonDigital.org Basics.

Migration Guide

Issues, including section structure and article metadata, have been imported to OJS 3. You'll find the OJS 3 URLs for issues and articles already entered into the tracking spreadsheet.

Review issue data and files

View each journal issue listed in the spreadsheet from the dashboard, on the left navigation at Issues >> Back Issues. For each issue:

1. On the Issue Data tab, review the metadata compared with the visible information on the OJS 2 version, and make sure that the displayed issue identification fields are selected (Volume, Number, Year, Title).
2. If there is a Cover Image in OJS 2, make sure it's showing on the Issue Data tab with at least minimal Alt Text.
3. If an Issue Galley File is included in OJS 2, make sure it's showing on the Issue Galleys tab. (If you discover an issue galley not listed in the spreadsheet, please add a row for it and record the OJS 3 URL.)

Review submission data and add galley files

From the dashboard, use the issue table of contents >> arrow drop down >> Submission to access each submission, review its metadata, and add the galley file(s). For each submission:

1. Click the Publication tab.
2. Unpublish the article.
3. Going down the field groupings list (Title & Abstract, Contributors, etc.), scan the metadata fields compared with the OJS 2 information (from the OJS 2 URLs in the tracking spreadsheet).
   1. Changes cannot be saved to the Title & Abstract tab at this time (for unknown reasons). If edits are needed to Title & Abstract tab fields, describe these in the tracking spreadsheet in the Problems noted column (red).
   2. Other tabs should be editable; make sure to save changes.
4. Check if references are listed on the OJS 2 page and copy them into the field on the References tab.
5. Add the PDF galley file for the article.
   1. Galley files can be found in the UO SharePoint Publications Metadata folder, or downloaded from the OJS 2 site.
   2. On the Galleys tab, click the Add Galley button.
   3. For the label, in most cases use the file type in all caps, e.g. "PDF". If the OJS 2 site uses a different label, copy that.
   4. For the component, select Article Text.
   5. The existing file name should be fine.
   6. NOTE: HTML galley files (and dependent media files) can be difficult/advanced; they are included in the spreadsheet (filled in with grey highlighting) but should be skipped for now. An OJS admin can add them later.
   7. NOTE: We are not adding Supplementary Files at this time; they are included in the spreadsheet (filled in with grey highlighting) but should be skipped for now.
6. Schedule the article for publication & publish.
   1. It should have the original publication date, not the current date.
   2. If you get an alert about a missing DOI it's probably okay to ignore; not all items have a DOI. We are not assigning any new DOIs at this time.

Quality Assurance Guide

QA the publicly visible submission page

From the dashboard submission page, after completing the previous stage, you can click View next to the top navigation to QA the publicly visible submission page in OJS 3. Alternatively, add galley files for all submissions within an issue and then QA all at once.

1. Compare all metadata with the OJS 2 version for accuracy and completeness (from the OJS 2 URL in the tracking spreadsheet).
2. Check the galley file(s):
   1. The button for the galley file appears.
   2. The galley file opens.
   3. The galley file is the correct item, matching the submission metadata.
   4. If all is correct, mark an "x" in the tracking spreadsheet in the Item reviewed column (green) on the galley file row. If there are errors with the galley file, go back through the previous stage, or describe them in the Problems noted column (red).
3. Enter the URL for the galley file into the tracking spreadsheet in the OJS3_url column (purple).
4. Check for any supplemental files or additional galley files not listed in the tracking spreadsheet.
5. Check for correct nesting within the issue:
   1. The navigation breadcrumb at the top of the page shows the correct hierarchy, e.g. Home / Archives / Vol. [nn] No. [nn] (yyyy): [Title] / [Section].
   2. The parent section title and a link to the issue appear in the right sidebar.
6. If all of the above is correct, mark an "x" in the tracking spreadsheet in the Item reviewed column (green) on the submission row.
7. If there are any issues that you can't fix in the dashboard, describe them in the Problems noted column (red).

QA the publicly visible issue page

After all submissions have been QA'd, check the publicly visible issue page in OJS 3.

1. Do a final check of the metadata against the OJS 2 version (from the OJS 2 URL in the tracking spreadsheet).
2. Check the listed contents, making sure that:
   1. No items are missing.
      1. Most likely any missing items didn't get re-published; check for this, otherwise describe in the Problems noted column (red).
   2. Contents are in the correct order.
      1. Contents can be re-ordered from the dashboard at Issues >> Back Issues >> [issue] >> Table of Contents, clicking the Order button and then dragging to rearrange.
   3. All contents have a galley file button appearing, except as otherwise noted (e.g. HTML galley files).
3. If all of the above is correct, mark an "x" in the tracking spreadsheet in the Item reviewed column (green) on the issue row.
4. If there are any issues that you can't fix in the dashboard, describe them in the Problems noted column (red).