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Guides for Project Staff
For background information, see OJS@OregonDigital.org Basics.
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.
View each journal issue listed in the spreadsheet from the dashboard, on the left navigation at Issues >> Back Issues
. For each issue:
- 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).
- 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.
- If an Issue Galley File is included in OJS 2, make sure it's showing on the Issue Galleys tab.
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:
- Click the Publication tab.
- Unpublish the article.
- 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).
- 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). - Other tabs should be editable; make sure to save changes.
- 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
- Check if references are listed on the OJS 2 page and copy them into the field on the References tab.
- Add the PDF galley file for the article.
- Galley files can be found in the UO SharePoint Publications Metadata folder, or downloaded from the OJS 2 site.
- On the Galleys tab, click the
Add Galley
button. - 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.
- For the component, select Article Text.
- The existing file name should be fine.
- 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.
- 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.
- Schedule the article for publication & publish.
- It should have the original publication date, not the current date.
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.
- Compare all metadata with the OJS 2 version for accuracy and completeness (from the OJS 2 URL in the tracking spreadsheet).
- Check the galley file(s):
- The button for the galley file appears.
- The galley file opens.
- The galley file is the correct item, matching the submission metadata.
- 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 theProblems noted
column (red).
- Enter the URL for the galley file into the tracking spreadsheet in the
OJS3_url
column (purple). - Check for any supplemental files or additional galley files not listed in the tracking spreadsheet.
- Check for correct nesting within the issue:
- The navigation breadcrumb at the top of the page shows the correct hierarchy, e.g.
Home / Archives / Vol. [nn] No. [nn] (yyyy): [Title] / [Section]
. - The parent section title and a link to the issue appear in the right sidebar.
- The navigation breadcrumb at the top of the page shows the correct hierarchy, e.g.
- If all of the above is correct, mark an "x" in the tracking spreadsheet in the
Item reviewed
column (green) on the submission row. - If there are any issues that you can't fix in the dashboard, describe them in the
Problems noted
column (red).
After all submissions have been QA'd, check the publicly visible issue page in OJS 3.
- Do a final check of the metadata against the OJS 2 version (from the OJS 2 URL in the tracking spreadsheet).
- Check the listed contents, making sure that:
- No items are missing.
- Most likely any missing items didn't get re-published; check for this, otherwise describe in the
Problems noted
column (red).
- Most likely any missing items didn't get re-published; check for this, otherwise describe in the
- Contents are in the correct order.
- Contents can be re-ordered from the dashboard at
Issues >> Back Issues >> [issue] >> Table of Contents
, clicking theOrder
button and then dragging to rearrange.
- Contents can be re-ordered from the dashboard at
- All contents have a galley file button appearing, except as otherwise noted (e.g. HTML galley files).
- No items are missing.
- If all of the above is correct, mark an "x" in the tracking spreadsheet in the
Item reviewed
column (green) on the issue row. - If there are any issues that you can't fix in the dashboard, describe them in the
Problems noted
column (red).