Janeway Documentation¶

This guide has been written to avoid using language like “easy”, “just” or “simply”. A massive shout out to Emma Barnes and her awesome site https://www.justsimply.dev/

Installation Guide¶

There are a number of ways to get Janeway up and running. For development we recommend you use Docker with Postgres as the DB_VENDOR. A Lando configuration is also included.

Running Janeway with Docker and docker-compose¶

Install docker, docker-compose and GNU Make.
From the /path/to/janeway directory run make install.
A docker environment will be provisioned, and shortly after the janeway isntall script will run. Follow the instructions on screen to complete the installation.
Once install is complete run make run to run the django development server against a Postgres backend.
For Janeway browse http://localhost:8000/.
If using Postgres (e you can also browse http://localhost:8001 for pgadmin. The default root password is janeway-web

The Makefile provides a number of other targets for common tasks during development.

make db-client: Will open a database shell that matches your configured DB_VENDOR. (e.g. running make db-client with the default options will run an interactive psql instance from the postgres container)
make command allows you to run django management commands using the CMD variable (e.g make command CMD=migrate journal would be equivalent to running python3 src/manage.py migrate journal in a native install)
make check will run Janeway’s test suite with some predetermined configuration options to improve performance:
- It runs against a sqlite backend
- database migrations are skipped
If you want to run the test suite against the database server then run it as a django management command with make command CMD=test
make attach: Attach to the running Janeway container and run an interactive shell (a Janeway development server must be running with make run for this to work)
make shell: Start a janeway container and run an interactive shell. (It will bind port 8000 on your host so you cannot run this if a janeway server is running, in that case use make attach instead)
make rebuild: Rebuilds the Janeway docker container. It should only be used when you make changes to the dependencies that need to be installed (e.g adding add new library to requirements.txt)
make db-save-backup: Save a backup of the database container. The command will return the name of the file in which the backup is stored. The backup is created by compressing the entire database container volume.
make db-load-backup BACKUP=<backup file>: Load a previously generated backup. You must set the BACKUP variable to the filename returned by a previous run of make db-save-backup

The Makefile can be configured with a number of variables to change the way in which your development environment is run.

If you want to run janeway against a different database vendor, you can use the DB_VENDOR variable. The following values are supported: postgres (default), mysql or sqlite
- e.g. if you want to install the development environment for Janeway using a mysql container, you can run make install DB_VENDOR=mysql for the installation and make run DB_VENDOR=mysql to spin up the mysql container alongside the Janeway development server.
By default, the database backend will come with a database named janeway. If you want to Janeway against a different database (e.g.: you have multiple local databases) you can set the DB_NAME variable (e.g.: make install DB_NAME="janeway_staging" or make run DB_NAME=janeway_production
The JANEWAY_PORT variable allows you to change the port to which the Janeway development server will be bound to on your host (set this if port 8000 is already in use by another service on your host)

If you want to install custom python libraries for development, you can drop them into the dev_requirements.txt file and run make rebuild. Rebuilding the container takes some time, so it is also possible to install python libraries in development mode. When installed in this manner, the library is mounted as a volume into the janeway container when you first run make rebuild and you will be able to make changes to the library without having to run make rebuild. In order to install a library in development mode, copy the code to /path/to/janeway/lib/ and run make rebuild once.

Using Lando for a development environment (optional)¶

Lando can be used to construct and manage a local a development environment. Here are the steps required to get Janeway running on your local machine, using Lando:

Note

Lando comes bundled with Docker Desktop for MacOS, if you already have Docker Desktop installed on your Mac, don’t re-install it. You should instead ensure you have the same (or newer) version as what is bundled with Lando.

Make sure Lando is installed
Optionally, copy dockerfiles/lando_local.env.example to dockerfiles/lando_local.env and customize as appropriate (the database configuration is done with environment variables, so pay attention to dockerfiles/lando_local.env if it’s important to you)
lando poweroff (defensively ensure no other Lando environments are running, probably not necessary, but a good habit)
lando rebuild
When you see the big “Boomshakala” message from Lando, you’re ready to proceed
lando manage check will confirm the installation is working, and notify you of any misconfigurations
Revise your src/core/settings.py file as directed in the Database Setup and Final Installation instructions below
lando logs -f will show you the log output from Janeway, though when you’re getting started, lando manage check will help you find configuration errors much faster than sifting through log file output
lando manage <command> will send commands to the src/core/manage.py script, run lando manage -h to see more info
lando manage install_janeway will continue your installation of Janeway
lando manage test will run the Janeway unit test suite
lando python <command> will send Python commands to the appserver
Browse to http://localhost:8000 to see the site in action
run lando to see what other Lando tooling commands are available.

Lando Tooling¶

lando psql Drops into the PostgreSQL client running on the database service
lando db-import <file> Imports a dump file into the database service
lando ssh Drops into a shell on the application service, runs commands
lando start Starts the Janeway app
lando stop Stops the Janeway app
lando rebuild Rebuilds the Janeway app
lando restart Starts and stops the Janeway app, useful for forcing the app to use new configurations
lando destroy Removes all traces of the Janeway dev environment’s containers, useful if you need to ensure a fresh start

More Lando tooling can be added, if you need it.

Native Install¶

The following is for Debian/Ubuntu-based systems (16.04).

Install python3, pip3 & virtualevwrapper and create a project

sudo apt-get install python3 python3-pip python-pip virtualenvwrapper
source /etc/bash_completion.d/virtualenvwrapper
mkvirtualenv janeway -p /usr/bin/python3

Install system dependencies.

On Ubuntu systems: sudo apt-get install libxml2-dev libxslt1-dev python3-dev zlib1g-dev lib32z1-dev libffi-dev libssl-dev libjpeg-dev libmysqlclient-dev

On Debian systems: sudo apt-get install libxml2-dev libxslt1-dev python3-dev zlib1g-dev lib32z1-dev libffi-dev libssl-dev libjpeg-dev

Clone the janeway repo to your local machine: git clone https://github.com/BirkbeckCTP/janeway.git
From the project root directory run the following to install python dependencies:

pip3 install -r requirements.txt

You should now proceed to “Database Setup and Final Installation”, below.

Database Setup and Final Installation¶

Copy the example settings file: cp src/core/example_settings.py src/core/settings.py
Update settings.py for your env (database login etc.) and setup your database. This must support utf8_mb4. For MySQL installs, use the following CREATE command:

CREATE DATABASE janeway CHARACTER SET = utf8 COLLATE = utf8_general_ci;
From inside the src directory, switch to the virtual environment:

workon janeway
Run the installer

python3 manage.py install_janeway

and follow the on screen instructions.

> Please answer the following questions.

> Press name: Test Press

> Press domain: test.press.com

> Press main contact (email): ajrbyers@gmail.com

> Thanks! We will now set up out first journal.

> Journal #1 code: tstj

> Journal #1 domain: journal.press.com

If you are installing Janeway on a live server rather than on your local development environment its at this point you’ll need to look at a webserver, Django is supported by Apache via mod_wsgi and with NGINX through a variety of tools. We have an [[Apache and mod_wsgi (Server Install)|Janeway,-Apache-and-WSGI]] guide.

Once the command line installer is complete you can complete the setup process by directing your browser to: http://yourfirstjournal.com/install/

Frequently Asked Questions¶

Assigning Users Roles¶

Janeway has nine roles.

Author
Editor
Section Editor
Reviewer
Copyeditor
Typesetter
Proofreader
Proofing Manager (this role will be deprecated in version 1.4)
Production Manager

To add users to a role you can use the Enrol Users interface.

Email Logging¶

Outgoing emails (either sent by Janeway or by an Editor) are all collected in the article log.

You can view and Article’s log by accessing an article either through its workflow stage or through the archive (Dashboard -> Left hand menu -> Back Content -> Articles) and using the “Stages, Logs and More” drop down select Log. image

Reviewer Cannot Access a Review¶

Its possible because of how emails are edited that an outgoing review request will not contain a valid review request URL. We recommend you reset your review_assignment email in this instance and here is a workaround to assist reviewers who have received the email without the link:

Go to the article review page.
For the Reviewer having the issue select the View button.
You’ll see an Access Code like below image.
Copy this link and send it to the reviewer.

Workflow Guides¶

Author Guide¶

The Author role is granted to all users of a given journal whey they begin a submission. This guide will help you make a submission in Janeway.

Creating a New Submission¶

There are various pages throughout Janeway what allow you to start a new submission notably:

From the drop down in the top right hand corner where you name is displayed
From the Author block on the Dashboard (see image below)
From the Submission page on the main site if it is enabled

The author block on the dashboard

Start Submission button on main Submission page

Notes on the Submission System¶

We’ve taken great pains to make our submission system as easy to use as possible but acknowledge that it may not be as easy for some to use as others. We’ve put this guide together to help anyone who has trouble submitting a paper to a Janeway journal. Generally all Janeway journals submission systems will look the same, along the top of the page you will see a timeline style bar that has 5 stages. You can use this bar to jump back and forward along the submission process if you need to make changes to an earlier screen. Once a stage has been completed it will turn into a link for you to click on (see image below).

The Author Agreement¶

The first page of a submission displays some author agreement text and various text areas for the you to complete. It should be noted that not all of the following fields may be displayed on the journal you are submitting to as they can be disabled individually.

Publication Fees
- This field will inform you of any publication fees and may list any APCs that apply to the submission.
Submission Checklist
- The Submission Checklist will display any steps you need to take before you submit your manuscript, this may be about the format of the paper.
Copyright Notice
- The Copyright Notice should tell you what licence the paper will be published under and any rights you may need to sign over to the publisher.
Competing Interests
- If you have any competing interests that the Editors should take into account when examining your paper.
Comments to the Editor
- If you have anything you’d like to tell the Editors, this field is like a Covering Letter.

If enabled the Publication Fees, Submission Checklist and Copyright notice fields will be required, that is to say you _must_ check the boxes in order to complete a submission. If you have any issues with any of the clauses it is suggested you get in touch with the editor to discuss them before proceeding.

Publication Fees displayed on an OLH journal Author Agreement page

Article Information¶

The Article Information page displays a form with a series of input boxes. This is where you will insert the majority of your paper’s metadata including:

Title
- This field is required on all Janeway journals
Subtitle
Abstract
- Individual journals can make the abstract field required or not
Language
- The language option is usually disabled if the journal only accepts one language
Section
- Denotes what type of article the paper is (eg. Research, Review, Editorial etc.)
License
- The license option is usually disabled if the journal only accepts one license
Keywords
- Type your keyword and press enter and it will be turned into a box with an X icon, click the X icon if you want to remove the keyword. You can have multi word keywords (see keyword image below)

The Article Information page filled with example data

Individual journals can add more fields to this page and they will be displayed under a heading “Additional Fields”

Author Information¶

On the Author Information page we can add the authors of our paper. One some journals the submitting user is added as an author automatically, on others you will have the option to add yourself as an author using a button.

In this example journal the submitting user has not been added as an author but can use the “Add self as author” button to add themselves

To add more authors we can either search the journal’s author list or create a new author. Note that if you don’t search first and use the Add New Author button to add an author who’s email address is in the database this will not create a new record but add their existing record to your submission.

Search
- You can search the journal’s database of authors using email address or, even better ORCID. If a matching record is found they will be added as a co-author. If not, you will be notified that no account has been found.
Add Authors
- You can use the Add New Author button to create a new author record for your co-authors if they don’t have one already. Clicking the button shows a popup with a series of fields to complete. The following fields are mandataory in Janeway:
  
  First Name
  
  Last Name
  
  Institution (can be supplied as N/a or Independent for those who do not have one)
  
  Email Address
- An account will also be generated so that the co-author can log in to the journal to check the progress of the paper. They will need to use the Password Reset function to get access to their account.

There are now two authors added to the submission. You can use the trash icon to delete authors and the arrow handles to drag and drop to re-order the authors

Article Files¶

Here you can upload your manuscript and any figure or data files that go along with it.

You can upload your Manuscript and seperately any files that go along with your paper

Select one of the Upload buttons and a popup will appear, you can select the file using the “Choose file”. You are required to add a label but the description field is optional.

Submitting a Manuscript file

You can only add one Manuscript file but can repeat the upload process for figures and date files. The label of figure files should match the image in the manuscript (figure 1, figure 2 etc).

Review¶

The review page displays a run down of the article you’ve submitted, metadata, files and authors. Once you have reviewed your submission you can complete or jump back to other stages to make changes.

The review page for the article

Revisions¶

Editors may request that authors revise their files based on recommendations from reviewers. There are two types of Revision decision:

Minor Revisions.
Major Revisions.

With Major Revisions you may find that the Editor will send the paper for a second round of review once you have completed your revisions.

When an Editor request revisions there are two ways to start this process:

Click the link in the email sent to you.
Via the Journal Dashboard:
1. Login to the Journal
2. Go to the journal Dashboard
3. Scroll down to “Submitted Articles”
4. Click the “Revision Request” button next to the article.

Once you have accessed the revision request you will be able to view available peer reviews and download, revise or upload new files. Once you’ve uploaded a revised manuscript and any additional image files you can fill in the covering letter and save the revision.

Proofing¶

After your paper has been accepted and copyediting, the editors might send you a request to proof the ‘Typesetting Files’. These files are the final finals that will be made publicly available once the article gets published on the journal.

For journals that publish content in multiple media formats (HTML, PDF, XML…) It is important that you check all these files before publication. Authors are not expected to be able to open and read XML/HTML code. Instead, Janeway provides a ‘preview’ button were you will be able to previsualise the article as it will be rendered once it gets published.

Typeset Files download and preview

Once you’ve previewed the files, you can provide feedback in two ways:

Fill in the rich-text “Notes” box. This form element supports rich-text as well as pasting in screenshots or other types of images

Providing proofreading notes via Rich-text editor

Upload an annotated file. In the case of PDF files, you can download the file and make annotations offline using specialized software. when this is done, you can upload the annotated file for the editor to review.

Providing proofreading notes by uploading an annotated file.

It is important to proof all the files thoroughly in order to avoid unnecessary follow-up rounds that will potentially cost more time and money to the journal’s editorial team and publishers.

Once you have provded your feedback, it is possible that the editorial team might send you another proofing tasks once the requested corrections have been applied. In that case, the process to follow is the same as explained above.

Editor Guide¶

Review¶

Unassigned Article¶

Once an Author has submitted an article it is the Editor’s turn to review the unassigned article, assign an Editor and move it into the review process. An Editor will be notified once an article is submitted, the email will contain a link, or the Editor can access the article from the Dashboard page.

Selecting Unassigned will provide the Editor with a list of articles that haven’t yet been assigned an Editor and moved into review. You can view the data for an article by selecting “View”. On the left hand of the page all of the article’s metadata will be listed, on the right, its options and actions.

The first thing an Editor needs to do is assign an Editor or Section Editor to the handle the article through the journal workflow. Once assigned, the Editor can then do one of the following:

Move the article to review
Reject the article outright
Accept the article outright

Rejecting will allow you to tell the author why, Accepting will move it into Copyediting (if you have the default workflow) and Moving to Review will move the article into the Review workflow.

If you move the article into review and are the author of an article you will be blocked by a permission denied page.

If you opt to over-ride the security warning, all other Editors will be notified of this.

Setting a projected issue and assigning an editor.

Review Page¶

The review page presets various actions:

Add Files
Delete Round
Add Reviewer
New Review Round
Request Revisions

Add Files¶

The Add Files options allows you to list which files will be listed for the reviewers in the current review round. All reviewers for a given round will see the same files. You will also be asked to confirm that the files you’ve selected have been checked to ensure there is no identifying author information in them. If there are you can download, edit and replace the version in the system on this screen.

Delete Round¶

This is an end all button, it will remove the files and reviewers from the current round. You will be given a prompt that explains what will be deleted if you agree, NB. there is no way to recover a review assignment once it is deleted so only use this option if you really want to remove it, better to add a new round which will close all open review assignments.

Add Reviewer¶

When adding a reviewer you have two options, you can select a reviewer and go through the process of setting up their review (visibility, form and due date) or, if you’ve setup the required defaults, you can “Assign with Defaults”. This will use the default type, visibility, form and due date for your journal and send an automated email to the reviewer (the former allows you to edit the email).

Assuming you choose to select the options yourself, when you press “Add Reviewer” you will be taken to the “Notify” page where you can edit the outgoing email to the user. There is an option available to skip sending this email if you wish.

Once the reviewer is assigned they will be able to access the system and let you know if they will complete the review and, if yes, access the review form you specified.

Making Reviews Available to Authors¶

Once a reviewer has completed their review, you can mark the review as available for author consumption. When you make an Accept, Reject or Revision decision the author will gain access to view these reviews within the system.

You can also edit review form answers to ensure they do not identify the reviewer. The author will see the edited version, the system will retain the original.

Decision Helper¶

Warning

As of version 1.3.10 all review decisions have been moved to the Decision Helper page.

One of the options under Actions is “Make a Decision” this will take you to the Decision Helper page. Once on this page you will see a summary of reviewer recommendations, their review form answers and a list of uncompleted reviews. The decisions available from this screen are:

Accept Article
- Accepts the article, allows you to email the author and moves the article into the next stage.
New Review Round
- This option adds a new review round, a clean slate of review! Any open review assignments on the current round are withdrawn and a new round is set up. This process is often done after round 1 is complete and the author has also completed some form of revisions. You will still be able to see Round 1 via a tab at the top of the page.
Reject Article
- Rejects the article, removes it from the workflow and allows you to email the author.
Request Revisions
- Allows you to request the author revise their paper.
If enabled, Draft a Decision
- Allows Section Editors to draft one of the above decisions for approval by an Editor.

Request Revisions¶

Tip

Before requesting revisions make sure you have marked reviews as available to the author. The Request Revisions page will warn you if you have not done this for a given review.

Requesting revisions will allow you to ask the Author to make changes to the manuscript, this may be for editorial reasons or as the result of a round of peer review. Usually the process would be:

Review Round 1
1. Reviewer 1
2. Reviewer 2
Accept/Decline/Revisions based on reviewer feedback
Request Revisions
Review Round 2
1. Reviewer 3
2. Reviewer 4
Action based on reviewer feedback

Draft a Decision¶

Draft Decisions is an optional workflow that requests that Section Editors submit a draft of their editorial decision for approval by an Editor before it is sent to the author via the system. When enabled, a Section Editor will only see the Draft Decision feature on the Decision Helper page.

Section Editors:

Go to the Decision Helper page.
Select Draft Decision.
Complete the form, following the onscreen instructions.

Editors:

Will be notified when a Draft Decision is made.
Open the link in email.
Review the draft.
Edit, Accept or Decline the Draft.
If accepted the decision event will fire.

Managing a Review¶

Once you have added a review to your round, it will be listed on the review page. The initial stage of any review is “Awaiting acknowledgement” which means we are waiting on the reviewer accepting or declining to undertake the review. At this stage we can:

View the review, though it doesn’t tell us much
Withdraw the review
Delete the review
If the review is withdrawn or declined by the reviewer we can use a new option Reset to set it back to Awaiting Acknowledgement

An Example Review Round¶

Here is an example of a review round.

Add Files for Round 1.
Add Reviewer A to Round 1.
Add Reviewer B to Round 1.
Add Reviewer N to Round 1.
Wait for responses from Reviewers (Editor will be notified by email when Reviewer makes an action).
When responses are back: Make a Decision (Accept, Decline or Request Revisions).
1. If Draft Decision is enabled and you are a Section Editor you will be asked to Draft a Decision for a Senior Editor to approve.
2. Accept will move the article to the next stage.
3. Reject will remove the article from the workflow.
4. Request Revisions will allow the author to see any reviews that have been marked for their consumption and revise their manuscript.
If Revisions were requested and another round of review is required:
1. Start a new Review Round.
2. Go to the start.

Finishing Up¶

When in the standard workflow, after Review comes Copyediting.

To complete the Review stage you can select one of either:

Accept Article, moves the article into the next stage.
Decline Article, removes the paper from the workflow.

Copyediting¶

The copyediting stage provides an interface to track copyediting requests.

Janeway’s Copyediting screen

Assigning a Copyeditor¶

To assign a copyeditor select Add a Copyedit Assignment. This will present a screen with the following options:

Select a Copyeditor

1.1 You can either select a copyeditor from the list or enrol another user the role before selecting them.
Select Files

2.1 Select files will list manuscript files from the review stage including any new files uploaded as part of the revision process. 2.2 If the file you want is not here, go back to the Copyediting screen and use Document Management to upload it.
Set Options

3.1 A notes field is available for you brief the copyeditor. 3.2 A due date field with date selector allows you to set the date this assignment is needed by.
Notify the Copyeditor

4.1 Once you have clicked Add Copyeditor you will be directed to the Notification page where you can email the copyeditor if you whish, or skip if you don’t.

Managing Copyediting Assignments¶

You can make as many copyediting assignments as you like and track them from the copyediting screen.

Janeway’s Copyediting screen with an assignment

After an assignment has been made the copyeditor will be able to login to the system to do their work. Before the task is accepted you have the opportunity to edit the notes and due date or delete the assignment, once the copyeditor has accepted the task these options are removed and replaced with a Review button. The Action Log will also updated with relevant dates like Copyeditor accepted the request.

Review Copyediting¶

Copyediting review page

The review page presents the response from the copyeditor including their notes and any files they uploaded. You can now do one of three things:

Accept Copyedit, this closes the task.
Request Author Review, ask the author to review the copyedits.
Reopen the task, ask the copyeditor to make some changes.

Accepting the copyedit closes this task, if you wish to make further requests from the copyeditor after pressing this you can assign the copyeditor again to a new task.

Requesting author review will ask the author to review the changes made and inform the editor if any corrections are required. The author can also upload a file if they have made corrections or used track changes.

Reopen the task asks the copyeditor to make further changes to the manuscript file. This is most often used after a Author Review returns corrections required.

Finishing Up¶

When you are finished copyediting the manuscript you can select Completed Copyediting to move to the next stage. In the standard workflow the next stage is Production.

Production¶

Janeway allows for the use of Production Managers. These may be users who handle the production or articles, external organisations, or publishers. Their job is to assign typesetters and/or create galley proof files.

For smaller organisations that do not utilise an external production team, the Editor can assign themselves as Production Manager, this will allow them to upload galley proofs or assign other users as typesetters for the article. If you are assigning an external production manager, you will still have access to the Production Management screen.

Production Manager assignment interface

Assign a Production Manager¶

Select either:

Assign production manager

1.1 Select a production manager from the lsit
Assign self

2.1 This will make you the Production Manager

After assignment the article will move from Awaiting Assignment to In Progress, if you assigned yourself it will also show in Assigned to Me.

Production Manager with assigned article

Production Screen¶

From the production screen the Production Manager can:

Assign typesetters
Upload galley proofs
Upload supplementary files and assign them DOIs

Production Manager screen

Assigning a Typesetter¶

To assign a typesetter first select Add Typesetter.

Assigning a typesetter

Select a Typesetter
Select the files you would like this typesetter to work on
Add any notes like what outputs you would like
You have the option to send a notification email

Note, you can add as many typesetter assignments as you like.

Uploading Galleys¶

Galley files are used for proofing and for displaying content on the live site. Janeway can display either JATS XML or HTML galleys and list most other formats as downloads.

To upload a galley click Upload Galley Files. You can then select either XML/HTML, PDF or Other.

Uploading a galley file

When uploading an HTML or XML file, with images Janeway will warn you that you need to upload them with a message like “Missing supplementary files.”

Missing Image files

We can upload these by selecting Edit Galley and using the upload boxes to upload the image files.

Uploading image files

On the edit galley page we can also replace the galley file, edit its label and upload an accompanying CSS file if the article requires specific styling.

Finishing Up¶

Once either the typesetters have completed their task or you have uploaded the Galleys yourself we can complete the production stage. If in the event you require the typesetter to do some additional work on the galleys you can assign them again once their initial task is complete.

To complete the Production stage select Mark production as complete and optionally send an email to the editor (if you are the editor you can click skip to not send the email).

Proofing¶

The Proofing stage allows us to request proofreading from any of:

The journal editors
Users with the proofreader role
Authors of the article

Much like Production we can assign a Proofing Manager to undertake the proofing stage on the Editors behalf or we can assign ourselves as the proofing manager. Either way Editors retain access to the Proofing Manager pages.

Proofing manager screen

From this page we can assign proofreaders and upload new Galley files. To add a new Proofreader select Add New Proofreader.

Assigning a Proofreader¶

1. Select the files we want the proofreader to view. XML will be rendered into HTML and PDFs and EPUBs will be displayed in the browser. All other file types will be served as downloads.

Select the proofreader. The list of potential proofreaders is made up of Editors, Users with the Proofreader role and the Authors of the paper. You can only select one proofreader but can add multiple assignments.
Task, you can use this text box to define the task for the proofreader eg. Please undertake a technical reading of theses galleys.
Due Date allows you to set a date for the task to be complete, please ensure you give people a reasonable amount of time to complete the task.

Adding a proofreader part 1

Adding a proofreader part 2

After completing this for you can optionally send an email to the proofreader with information about their task.

Editing a Proofing Assignment¶

Before a proofing assignment has been accepted and is underway you will have the option to edit it using the Actions drop down. The edit interface allows you to change the galleys, task box and the due date of an assignment. It also has a delete button that will completely remove the assignment, though some information is retained in Janeway’s logs.

Completed Proofing Assignments¶

Once a proofing assignment is completed, the Actions drop down is populated with three different buttons:

Review
Request changes
Acknowledge

Review¶

The review page will display each of the assigned galleys and allow you to view the notes the proofreader made about the paper. You can also add your own notes here if you have further things to add (this is useful if you are using an external typesetter). If the proofreader uploaded a annotated document you can also view it on this page.

Reviewing a proofing task

If you are using external typesetters or have someone using the typesetting role, you can then request changes from them using the Request Changes button on this page, or from the action menu on the main Proofing screen.

Request Changes¶

You can use this page to request changes from a typesetter. The first thing to do is decide if you want to pull the proofreaders comments into the task box. If you do, press the Import Comments button in the top right of the page. You can then:

Edit the task
Set a due date
Select proofed galleys for editing
Select a file the proofreader uploaded (if any)
Select a typesetter

As always you will have the option of emailing the typesetter.

Acknowledge¶

Allows you to send a short thank you message to the proofreader acknowledging their work.

Corrections wihout Typesetter¶

If you are not using a typesetter but are making corrections yourself the main Proofing interface provides a place to replace existing galleys with new versions or to upload new files.

Finishing Up¶

Once you are happy with the galley files you can complete the proofing stage. This will move you to the pre-publication page.

Typesetting (Plugin)¶

The typesetting plugin is a new workflow element introduced with the release of Janeway v1.3.8 This new element aims to simplify the production process by combining the generation of the final article files (Refered to as ‘typeset files’) with the process of proofing such files.

Usually typeset files include but are not limited to:

A PDF file

An HTML file

An XML file such as JATS-XML (Janeway can render JATS-XML files on the website as HTML with the use of XSLT)

Detail of a published article, showing the option to download the Tyepset files

All the typeset files will be available to be rendered or downloaded from the article page once your article is published.

To get started with the typesetting plugin, contact your site administrator. You can find more details on GitHub.

In a future release of Janeway, Typesetting will replace the Production and Proofing workflow elements.

The Typeseting plugin dashboard¶

When the typesetting plugin is installed and enabled as part of the workflow of a journal, every user will get a typesetting card on their dashboard. These card, will show different buttons depending on the roles available to the user logged in.

Articles in typesetting (Shown to Editors and Production managers)
Typesetting tasks (Shown to Typesetters)
Proofing tasks (Shown to all Authors, Editors, and Proofreaders)

Articles in Typesetting¶

From this view, editors and production managers can see all the articles currently on the typesetting stage as well as an overview of their status. There is an option to “Claim” an article. It does not have any practical effects, other than displaying who is managing the article to all the members of staff. This doesn’t not restrict access to the other editors and production managers in the journal.

There is also a filter on the top-right-hand corner to display only articles that have been previously claimed by you (“My Assignments”)

Typesetting Article (Editor/Production Manager view)¶

On this page, editors and production managers can control the production process of the article, including uploading article files, generating typeset files, or creating assignments for Typesetters and/or Proofreaders to upload new typeset files of proof typeset files respectively

Manager view of the ‘Typesetting Article’ page

As shown on the image above, there is a small step-by-step guide that assumes a user with the Typesetter role will produce the final Typeset file. This however, is not the only workflow possible with the Typesetting Plugin.

Generating Typeset Files¶

The typesetting plugin supports 3 mechanisms for adding typeset files.

Manual Upload: If you produce your typeset files by yourself (e.g.: Generate a PDF from MS word or a specialised tool), scroll down to the ‘Current typeset files’ section’ where you will be able to upload them. When selecting your file, you can also add a custom label. This label will be presented to users in the article page as ‘Download <label>’ (e.g ‘Download PDF’). Janeway will always set the label automatically for common typeset file types (PDF, XML, HTML…). For unknown file types it will set it as ‘OTHER’.

Manager view of the ‘Typesetting Article’ page

Tip

Labels can be used to denote the language of a file to readers. For instance labelling a pdf file as ‘PDF (EN’) and another as ‘PDF (ES)’ will allow readers to download the correct PDF for their language

Tip

If you are unsure about the label to use, leave it empty. Janeway will try to workout the best label for your file and you can edit it later if necessary.

Generate a Typeset File with Janeway Tools: Janeway provides a plugin system that allows developers to write integration tools for the typesetting process. One example is the Pandoc Plugin. which can generate an HTML typeset file from a MS Word document. If you are interested on installing this tool others of this kind, check what is available with your site manager.

Detail of the contextual menu for generating typeset files with plugins

Tip

The first option is always ‘Convert’, which will make the current file available as a typeset file to readers. This feature is useful when you want to make the original manuscript file available for download to the readers as it is (e.g.: Allow the readers to read the original manuscript as a .docx or similar)

Delegate the task to a Typesetter: If your journal uses either a dedicated member of staff or a third party service for the generation of the typeset files, you can have them register on your site and enrol them as ‘Typesetter’ [TODO: link to roles docs]. Using this workflow will allow you to assign and manage typesetting tasks, handover the files for the authors/editors for proofing… All within the system. In order to assign a typesetter we recommend following these steps

3.1 Verify the ‘Files for Typesetting’:: This section will show you all the manuscript files that have been created during the workflow, including the original manuscript, files for peer-review, copyedited manuscripts etc. You will be able to select one of this files as the source file for your typesetter to produce the typeset files. You will be able to select one or more of these files to be used by our typesetter. If you want to upload a new file at this point for the typesetter to use as a base, you can still do so from the ‘Upload File’ link on the top-right corner of the panel:

Detail of the ‘Files for Typesetting’ section

Tip

Images and other supplementary files are not shown on this panel. They can be managed from the ‘Document Management’ button, under ‘Actions’. The Document Manager is always available throught the workflow in case you want to check, replace or delete any files for the article.

Tip

The typesetter will have access to all the metadata fields for the paper, so we recommend checking that you revise the metadata to ensure it is production ready. You can do so from the ‘Article Metadata’ under ‘Actions.’

3.2 Assign a Typesetter:

From this page, you can now create a task for the typesetter to get started with the production of the Typeset Files. At this point, you will have to select :

A Typesetter to work on the article.
One or more manuscript files the typesetter should have access to. (They will have access to all the image files)
A Due date for the task to be completed by.
A Message for your typesetter, describing any details about the file to produce. (They will have access to all of the article metadata)

3.3 Send a notification email:

When you complete the previous form, you will be presented with a screen to check the notification email. You can tweak the notification before it goes out to the typesetter in case you want to add any extra details as well as an option to attach any files to the email. There is no need to attach any of the article files, they will have access to all the files you made available for them in the previous step once they log into the system. There is also an option to skip the email notification, however we recommend you always send out this notification.

At this point, the task has been created and we can monitor its progress from the ‘Typesetting Article’ page.

It shows details such as the current status of the task, whether or not the typesetter has accepted/declined to do the task as well as its due date. The ‘Review Typesetting’ button will, at this point allow you to edit any of the details of the assignment such as the files made available, the task assignment or the due date, as well as let you cancel the task if needed.

Reviewing the typesetting task¶

Once the typesetter has completed their task, you will receive an email notification. The link on the email should direct you to the ‘Typesetting Article’, where you can hit the review button to check on the files provided by the typesetter:

As an editor or production manager we can now select one out 3 choices

Request Corrections: If we notice a problem with the typeset files straight away, we can requet corrections to the typesetter.
Proofing required: Accepts the typeset files and records the decision to send the files for proofing
Accept: If no further proofing is required, we can accept the files as they are and end the typesetting stage.

Sending a proofreading request¶

Files provided by the typesetter are usually sent to the authors, and potentially other editors, for proofreading. Janeway allows you to create a proofing task, where authors and/or editors can be invited to proof the typeset files.

Reviewing a proofreading request¶

As the author/editors finish the proofing process you can review their comments.

Depending on the feedback coming from the proofreading, it may be necessary to request corrections from the typesetter. In Janeway you can request corrections from the typesetter by creating a new ‘Typesetting round’ that initiates the typesetting process for the article with the difference that we can now include the feedback from the proofreaders on our task

Requesting Corrections¶

As soon as all proofing tasks are completed we will hit the request corrections button, which will start a new round of typesetting.

Now we can asssign a typesetter to work on the corrections (usually, the same typesetter that produced the Typeset Files in the first place). When creating the task, we will be presented with the option to include the feedback from the proofreaders.

Even when the comments are made available, it is still recommended that the editor/production manager summarises the corrections requested using the “task” field (especially in cases where the proofreaders might request contradictory corrections). We can also select which files the typesetter needs to apply the corrections to:

After the task is sent out, we just have to wait for the typesetter to complete it, at which point we can review their work and dispatch new proofing tasks to the author if necessary, or accept their changes and complete the process.

Supplementary Files¶

Authors are able to upload supplementary files to Janeway as part of their submission. If the intention is to host the file on Janeway Editors can create a Supplementary File object and assign it a DOI within Janeway. This section is located at the bottom of the Typesetting Article page. If the file isn’t already uploaded to Janeway you can opt to upload a new file.

Tip

You should create the supplementary file object in advance of sending the article for typesetting where possible and notify the typesetter (if you use external typesetters). They will be able to see the file record and the DOI that has been assigned to it.

Pre Publication¶

The Pre Publication stage of the workflow takes you through the last checks before publication, going through each of these final elements step by step. There are some key things to look out for in Pre Publication, outlined in bold below.

1. View Metadata¶

View Metadata, the first step in Pre Publication, is where editors can make final checks and alterations to author abstracts, titles, licences, article citation and names/contact details. It is important to ensure that the abstract and title in the metadata exactly match the abstract and title of the PDF file (often, authors change their abstract during revision and copyediting, so the original abstract needs updating before publication). The metadata abstract is displayed when you preview the XML file (if you are using XML files) in the Typesetting Plugin or Production stage.

If you copy and paste an abstract into the metadata, ensure you paste this in without formatting and, if necessary, use an HTML cleaning tool so that the abstract text matches the formatting of the rest of the XML text. Use the preview XML file function in the Typesetting Plugin to check abstracts have updated correctly.

It is very important, for Open Access compliance purposes, that the licence selected in the metadata matches any licensing information given in the footer of the PDF file.

Warning

** If an author requests a non-standard licence, this should be flagged in advance to the typesetters.**

Once you have thoroughly checked the metadata, check the ‘Mark as Complete’ box to move onto the next step.

2. Set Issue¶

Set Issue, the second step in Pre Publication, is where you can assign the article’s issue(s), if this has not been done already. Click ‘Add to Issue’ to add to an existing issue (you can select more than one issue if needed, for example, if the article is part of a special issue as well as a journal volume) or ‘Create an issue’ at the bottom of the pop up window if the article belongs to a new issue. Then click the X at the top of the pop up box to close.

Check the ‘Mark as Complete’ box to move onto the next step.

3. Verify DOIs¶

Articles usually have a DOI, or Digital Object Identifier, automatically assigned and ‘minted’ (created) for them by the system. This unique digital link to the article is usually created automatically for you by the system, and the Verify DOI stage lets you check if the DOI has been issued successfully or if there are any problems. If the DOI only has two ‘hops’, or two steps shown as bullet points in the Verify DOI stage, this means that no further changes are needed and you are ready to proceed. You can verify that the article’s DOI is resolving correctly by clicking ‘Edit’ in the top right hand corner of the pop up window and checking that the ‘Status’ column reads ‘Success’. If the DOI Status is listed as pending, or blank, click ‘Poll for DOI Status’. If no DOI has been assigned, click ‘Issue DOI’. NB that newly issued DOIS can take a while to go through.

Check the ‘Mark as Complete’ box to move onto the next step.

4. Select a Galley for Rendering¶

Select either an XML or HTML file (for OLH journals there will only be an XML or PDF file: always select the XML file for rendering). Check to make sure no additional files other than publishable galleys are visible here. If they are, they will also be published alongside the publishable galleys. If any other files appear here return to Typesetting Plugin or Production to delete any other files that have accidentally been added as galleys before proceeding.

Warning

If you have not done so already, double check (in the Typesetting Plugin or Production stage) that any typesetting queries at the very end of the PDF have been addressed and removed.

Check the ‘Mark as Complete’ box to move onto the next step.

5. Set a Publication Date¶

Select a date and time for publication. Selecting today’s date will make it available immediately. A date for publication must be set for the piece to publish.

Check the ‘Mark as Complete’ box to move onto the next step.

6. Select Article Image¶

Upload an image (JPG, PNG or GIF formats are accepted – NOT PDFs) in the pop up window. Rectangular or landscape images work best, as this image will usually sit at the top of an article.

Tip

You can source many free-to-use images from Unsplash.com. Aim to choose eye-catching images that are relevant to the article. If you are sourcing images from elsewhere, be aware of any copyright restrictions and only use images that you are permitted to reproduce.

Once you have completed the steps in Pre Publication and have set a date and time for an article to be published, go into ‘Edit Article Images’ to select a thumbnail image (which can be the same image used for the article banner).

Tip

As thumbnail images display at the same width to height ratio as they are uploaded, you may want to use an image editor to crop your chosen thumbnail image into a square shape, with the same height and width, for consistency.

Check the ‘Mark as Complete’ box to move onto the next step.

7. Notify the Author of Publication¶

The pop up window generates an email template which enables you to notify the author, section editors and copyeditors that the article has been or will shortly be published. You may amend and send the template email to notify the author accordingly. The dates/times that you see here correspond either to the timezone set in your user profile, or the default timezone (UTC).

Check the ‘Mark as Complete’ box to move onto the next step.

Now click ‘Publish this Article’ at the top of the right hand column. Your article has now been published, or will be ready to publish at the time and date previously set. When the article goes live, always check that the article is displaying correctly on the homepage, on the Articles page and in its XML/HTML and PDF formats.

The publishing workflow is now complete – congratulations on your finished article!

Reviewer Guide¶

Reviewers can access reviews in two ways:

Using the link in their request email
Checking the Review section on the Dashboard

Direct Link¶

If the journal has enabled one-click-access reviewers should be able to go straight to the review page bypassing the login screen using a shared secret key. Otherwise, the reviewer will have to login as normal.

Dashboard¶

If you login to a janeway journal and are a reviewer for that journal you will find a review section on your dashboard where you can see if you have any active review requests.

The review dashboard block

On the reviews page you can see new requests and outstanding review requests

Review Form¶

Either way you will come to the Review Form page. It is split into three sections.

Review Guidelines
Review Files
Review Form

Review Guidelines¶

The review guidelines section displays information on how the editor would like you to undertake the review. There are general review guidelines and guidelines that are specific to this review form (as journals can have multiple forms).

Also in this section you have an option to accept or decline the review. If you used the Dashboard > Review Requests > Review Form route and have accepted already you may only see the Decline button. If you opt to decline to review you will be asked if you can suggest any other reviewers who may be suitable.

Guidelines for the default review form

Review Files¶

A list of the review files that the editor has selected for you to use to complete the review are listed here. Sometimes there can be quite a few files so you also have the option of downloading them as a zip file.

In this instance there is one review file but there may be more, including figure files

Review Form¶

The review from is where the magic happens! It can be a single large text box or multiple boxes with checkboxes and drop downs. Each element in the form will have help text to assist you in completing it.

A review form

The sections of this form are:

Review File
- Here you can upload your review if you want to complete if offline, though this may be disabled on a journal by journal basis.
Review Field
- This is the main review form element, it could be made up of one or many questions
Recommendation
- You are asked to make a recommendation from the following options:
  
  Accept
  
  Decline
  
  Minor Revisions
  
  Major Revisions
Comments for the Editor
- If you have any additional comments they can be added here, these are for consumption by the editor only.

Review Complete¶

Once you have submitted your review you will be shown a run down of what you submitted. Please note you will not be able to go back once you have pressed submit.

Copyeditor Guide¶

As a copyeditor you may be assigned copyediting tasks for a paper. When a new assignment is made you will receive and email and be able to see the requests from the journal dashboard.

Copyeditor dashboard block

If you use the link in the email or click the View Requests button you will be able to see three lists of copyedit tasks.

Awaiting Initial Decision
- New tasks you have not accepted or declined.
In Progress
- Tasks you have accepted but not completed.
Completed
- Tasks you have completed.

To start a new task press the Accept button and it will move to the In Progress column. To start the copyediting process you can click View on a card in the In Progress column.

A task that has been accepted

Copyediting a Paper¶

Janeway presents an interface for copyeditors broken into three sections:

Guidelines
- Here the journal’s copyediting guidelines will help you complete your task.
Article Files
- A list of the files supplied by the editor for copyediting, you can download these files so you can then copyedit them.
Copyedited Files
- A list of files you have uploaded. Use the Upload File button to add a new file.
Complete Task
- Here you can enter a note for the editor and mark the task as complete.

Once you complete the request the card will move to the Complete column.

A task that has been completed

The editor can then either accept your copyedited manuscript and move onto the next workflow stage or send it to the author for review. The author can then supply feedback and the editor can decide whether to accept or send it back to you for more copyediting.

Reopened Task¶

If the editor has reopened the task you will receive an email and be able to see the request on your dashboard.

A task that has been reopened on the left and the original completed task on the right

Note that the task will appear twice, the one in the Completed column is the original task. You can press View to look at the copyedit task and will probably see a version of the paper uploaded by the author, the screen looks similar as above. When you are happy complete the task and it will be closed off.

Typesetter Guide¶

When a typesetting task is assigned you will receive an email notification and also be able to see the task on your dashboard under _Production_.

Production block

Clicking on view requests will display three columns

Awaiting Decision
- New Assignments.
In Progress
- Assignments you have accepted but no completed.
Completed
- Assignments you have completed.

Typesetting requests

Typesetting a Paper¶

Once you have accepted a request you can then use the view button to display the typesetter interface. This allows typesetters to pull files and view the metadata of the paper so they can produce Galley proofs. The interface is broken in 4 sections.

Files uploaded for production
- Lists the files that are to be used in generating the galley proofs.
Current Galleys
- Lists any galley proofs that already exist.
Source Files
- This is an area for you to upload any intermediate source files (indesign etc).
Notes
- Displays the request from the editor and a link to view the article’s metadata.

Typesetter interface

Uploading a Galley¶

You can use the Upload a new galley button to upload a new file. There are three upload options.

XML/HTML
PDF
Other (for any other file types)

Janeway processes each differently (or in the case of Other, not at all) so ensure you select the correct upload box.

Warning

Janeway operates with the UTF8 encoding, so you should ensure your plain text galleys (HTML and XML) use this encoding.

Missing Supplements¶

When you upload an XML or HTML galley Janeway will scan it for images and warn you if there you need to upload those images. You can do this by editing the galley file.

Article with galleys, XML galley has two missing images

In the Edit Galley screen you can upload individual image files, select from exising figure files or upload a zip file of images.

Tip

If you have lots of images ensure they have the correct name (eg, whatever they are called in the XML/HTML file) and zip them. You can use the zip uploaded to upload them in one go.

Managing Galleys¶

In addition to uploading images alongside galley files you can also:

Replace the galley if you’ve made changes to the original file.
Upload a CSS file to go along with the galley.
Change the XSLT file used to render the galley.
View the galley’s history or delete it.

Completing Typesetting¶

Once you have uploaded the required galleys and their files you will notice a new Note to Editor box has appeared in the Notes section, you can use this to complete your task.

Once you have marked it as complete the card will move into the Completed column.

Typesetting Plugin (New!)¶

The Typesetting plugin is the new workflow used in Janeway for typesetting. It is currently deployed as a plugin but we intend to replace the above process with this new system in the near future.

With this new plugin, we aim to simplify the process of working on corrections for the typesetter with a brand new interface that is used both when uploading the initial typesetting files as well as when working on corrections. The summary of improvements includes:

Unified interface for all typesetting tasks
Better and more complete display of the article metadata
Error detection warnings: Incomplete corrections, missing figure files, missing metadata…
Full display of the proofreading comments and corrections requested
Single input form for uploading galley files

On your dashboard, there should be a card indicating the number of typesetting tasks that are currently awaiting for you to complete:

When uploading a new Galley (now referred to as ‘Typeset Files’), there is now a single button interface where the typesetter uploads a file and gives it an optional label. Janeway will use the best label for the file provided, but typesetters can edit the label to add a different one if necessary.

Screenshot of the new file upload box

When uploading an XML or HTML file with image files, Janeway will detect them and prompt the typesetter to upload them.

At this point, just hit the edit button and upload each image on the box matching the filename from the XML/HTML file:

If any intermiadate files have been used for the production of the Files (such as Adobe In Design files), they can be uploaded under the ‘Source Files’ section

Screenshot of the source files form

Before you can complete the task, Janeway will warn you of any potential problems it detects with your files, such as potential missing images on the XML/HTML files or Typeset Files that have not yet been corrected.

Once you are done with the typesetting or correction task, you can leave a note for the editor and complete it for the editor to review.

Proofreader Guide¶

As a proofreader you may be assigned proofing tasks for a paper. When a new assignment is made you will receive and email and be able to see the requests from the journal dashboard. The list of potential proofreaders for a paper is made up of:

Authors of the paper
Editors
Users with the Proofreader role

From the dashboard you will be able to see a list of New, In Progress and Completed proofing requests. Once you have accepted a new task you can use the View button to begin proofing.

A proofing task that has been accepted

Tip

Hover over the initials/pictures to see the names and roles of those involved in the paper. PM means Proofing Manager

Proofing Task¶

The proofing task page is broken down into three sections

Task Definition
Galleys
File Upload

A proofing task that has been accepted

Task Definition¶

The task definition is a note written by the Proofing Manager when they create the proofing task.

Galleys¶

This section lists the galleys that the Proofing Manager has assigned you. Common galley types are:

PDF
HTML
XML

For HTML and XML galleys Janeway has a preview button that will render the galley into a viewable block so you don’t need to understand the underlying markup to proof them.

Each of the Galleys has an accordian-type drop down so if you click on its name you will see a new section appear with more information.

An XML galley expanded

You now have the option to Download or View the galley, this will open in a new tab in your browser. You can then use the notes box to write notes on the galley file.

Tip

You can write as many notes as you like, press Save Note to create a new one and the box will reset.

In addition you can download and annotate the galley documents and then upload them again if you require.

When you have proofed all of the galley files you can mark the task as complete, it will be moved to the completed task list.

Manager¶

Note

In version 1.4 the some of the buttons in the Manager interface have been rearranged.

Journal Settings¶

The basic management of your journal is split into three different management interfaces.

Journal Home Settings
Journal Settings
Image Settings
Article Display Settings
Styling Settings
All Settings

Journal Home Settings¶

The Journal Home Settings page presents a list of features that can be activated on your home page. As of 1.3.2 the following are available:

Carousel
About
Featured Articles
News
Current Issue
HTML

To add a homepage element, click the green Add button displayed in the Add Home Page Features list and then you can use the [configure] buttons to configure it. You can reorder elements by dragging and dropping them.

Carousel¶

The carousel is a rotating image that can be configured to display:

Latest Articles
Latest News
A combonation of both

You can select the number of articls and the number of news items to display as well as either select the articles you want or exclude those you explicity do not want to display.

About¶

This element displays a text block using the About this Journal text. This text can be edited using the _configure_ button or from the Journal Settings page detailed below.

Featured Articles¶

The featured articles element allows you to select a series of articles to display on the homepage. The selected articles are displayed in a grid that will cascade onto a new line every three articles.

News¶

The news element displays a list of the most recent news items on the home page. You can configure the number of items to display, the default is 5.

Current Issue¶

Takes whichever Issue is marked as Current and displays its table of contents on the home page. To learn how to select a current issue check the issue page .

HTML¶

The HTML element is versatile, you can put any HTML you want here for example, a twitter timeline.

Journal Settings¶

The journal settings page is home to various configuration settings for the journal from this page you can configure:

Journal attributes (name, ISSN, description, theme etc)
Force HTTPS
Publisher information
Control Slack logging (you can also use Discord by adding /slack onto the end of a Discord Webhook)
Remote settings (if this journal is hosted externally you can add its details)
Language settings

Image Settings¶

The image settings page is new in 1.4. Most of these settings were previously in Journal Settings. The new interface provides you with a preview of the current image and is generally more useful the before.

Images you can edit from this page include:

Journal header image
Default hero (large) image
Default cover image
Favicon
Default thumbnail
Press override image

Tip

Journal header images should be landscape where possible. For users of the OLH theme the header image should be no taller than 100px. Default thumbnails should, where possible, be square and around 100 x 100 pixels.

Article Display Settings¶

The Article Display Settings page has settings for controlling the way articles look and for deciding how metrics are displayed.

Display Guest Editors
Suppress How to Cite
View PDF Option
Disable Metrics Display
Suppress Citation Metrics

Styling Settings¶

This page displays some general settings for controlling the styling of your journal.

Full Width Nav (only used by the Material theme)
Display Editorial Team Images
Enable Multi Page Editorial Team (splits the editorial team into pages by Group)

All Settings¶

The all settings page lists every under-lying setting within Janeway and allows you to edit them. The setting groups are:

Crossref
Email
Email Subject
General
Identifiers
Preprints
Review

This is a fallback area for editing a setting when you can’t find it in the interface or for editing settings introduced into your instance. Settings can be accessed inside templates using:

{{ journal_settings.group_name.setting_name }} for example: {{ journal_settings.crosscheck.enable_crosscheck }}

and in code as

request.journal.get_setting(‘group_name’, ‘setting_name’).

The All Settings interface has been updated in v1.4 to make it easier to use. You can now search all settings by their name, code and setting group.

The new All Settings page.

Review¶

The management interface has two sections that allow you to manage peer review settings for journals.

Review Settings
Review Forms

Review Settings¶

Under review settings we can control how peer review operates for the given journal. The settings editable here are:

Review Guidelines
- A set of generic review guidelines that a reviewer should follow.
Default Review Visibility
- Either Open, Blind or Double Blind, this is the default information visibility for a review assignment. If open, authors can see reviewers and vice versa, if blind reviewers can see authors, if double blind neither can see information on the other. When using double blind the editor must ensure the manuscript files are anonymous.
Default Review Days
- The default number of days a reviewer is given, this is used to then control reminders. This field is set to 56 days (8 weeks) initially. The due date can be changed on a per review basis.
One Click Access
- If enabled a special access token is appended to the reviewer link in the assignment email, this link allows the reviewer to view the review without logging into the system. Once the review is complete the token is deleted so it cannot be reused. Tokens are UUID4s which are unique.
Draft Decisions
- If enabled, section editors will not be able to accept papers, instead they can make recommendations to senior editors who can then accept papers.
Default Review Form
- The default review form that will be automatically selected when assigning a reviewer.
Reviewer Form Download
- If enabled this allows the Reviewer to download a copy of the review form in DOCX format to complete offline and then upload.
Enable save review progress
- If enabled, reviewers will be able to save the progress in a peer-review assignment and come back later to complete it later (Only recommended for journals using custom review forms that are particularly long)
Enable Peer Review Data Block
- When this setting is enabled authors will have access to view more information about the reviews for their article (requested, due, and complete dates). If it is left off they will only have access to the review comments.

Review Forms¶

Janeway allows you to generate as many review forms as you like. When a new journal is created a default review form is generated automatically (called Default Form) it has one element: a text area called “Review”.

Review Form interface

To create a new form complete the form on the right:

Form Name
Slug
- a version of the form name but in all lower-case, no spaces e.g. default-form
Intro
- Guidance text specific to this form
Thanks
- Text that is displayed after the reviewer has completed their review

Once you have created your new form you can add Fields known as Elements in Janeway by selecting the yellow edit button. Elements can be:

Text Field
Text Area
Checkbox
Select (dropdown)
Email
Upload
Date

To add a new Element:

Click Add Element
In the modal supply a name and kind
- If you choose “select” as kind you will need to add the options to the Choices field, these should be seperated by the bar “|” characted e.g. choice 1|choice 2|choice 2 or 1|2|3|4|5 if you wanted a numeric choice. If you select any other Kind, ignore the Choices field.
Required
- If this field MUST be completed, ensure this box is checked, if it is optional make sure it is not checked
Order
- The order in which this element will appear on the form
Width
- 1/3, 1/2 or Full width. If you put two half width elements next to each other in order they will both display on the same line
Help text
- This text will display under the Name field on the form and explain what the reviewer needs to do with this field.
Default visibility
- If enabled, by default this element will be visible to the reviewer once the Editor has approved the review for them to see. If disabled, the author will not see this element unless the Editor overrides the default setting.

As you go along you can use the Preview Form button to see what the form will look like. Here is an example of the default form edited to have two additional fields with 1/2 widths.

Review Form preview

Submission¶

The management interface has three sections that allow you to manage submission settings for journals.

Submission Settings
Submission Fields Configurator
Additional Submission Fields

Submission Settings¶

This section allows you to control generic submission settings that affect how submission is experienced.

Disable Journal Submission
- If checked, this setting disables the submission system.
Submission Intro Text
- Introductory text for the head of the Submission page.
Copyright Notice
- Copyright information for authors usually includes information on licenses used for publishing and rights retained.
Submission Checklist
- Usually a numeric list of items an author should check before submitting the paper.
Acceptance Criteria
- The criteria the journal uses to evaluate your paper.
Publication Fees
- Any publication fees associated with submitting the paper.
Editors for Notification
- This allows you to select which Editors are notified of new papers being submitted.
User Automatically Author
- If enabled the submission system assumes the user submitting the paper is also an author, they can be removed if required.
Competing Interests
- This setting is deprecated in favour of the Submission Configurator version.
Submission Summary
- This setting will be moved to the submission configurator. If enabled, this asks for a lay summary of the paper to be submitted.
Limit Manuscript Types
- If enabled, only Doc, Docx, RTF and ODT files will be accepted during submission.
Accepts Preprint Submissions
- If preprints are enabled and this setting is enabled an author will be able to submit a preprint directly from the preprint service into the journal for evaluation.
Focus and Scope
- The journal’s Focus and Scope, displayed on the Submissions page.
Publication Cycle
- The journal’s publication schedule e.g. Yearly or Continuous, displayed on the Submissions page.
Peer Review Info
- Information on how peer-review is conducted, displayed on the Submissions page.

Submission Fields Configurator¶

The submission fields configurator lets you enable or disable submission fields. This page has three complexities:

Disabling License, Language or Section
- If you disable one of these fields you need to set a default value

Submission Fields Configurator

You can enable or disable almost all fields, except Title, Manuscript Files and Authors.

Additional Submission Fields¶

The additional submission fields page allows us to add custom fields to the Article Info submission page. It works in a similar fashion to the Review Forms generator.

Field types are:

Text Field
Text Area
Checkbox
Select (dropdown)
Email
Upload
Date

To add a new Element:

In the form add Name and select a Kind
- If you choose “select” as kind you will need to add the options to the Choices field, these should be seperated by the bar “|” characted e.g. choice 1|choice 2|choice 2 or 1|2|3|4|5 if you wanted a numeric choice. If you select any other Kind, ignore the Choices field.
Required
- If this field MUST be completed, ensure this box is checked, if it is optional make sure it is not checked
Order
- The order in which this element will appear on the form
Width
- 1/3, 1/2 or Full width. If you put two half width elements next to each other in order they will both display on the same line
Help text
- This text will display under the Name field on the form and explain what the reviewer needs to do with this field.

Content¶

The content section allows us to control the navigation menu, content pages, news and editorial team in Janeway.

Note

In version 1.4 the content manager page has been redesigned and updated.

Content¶

The Content Manager is Janeway’s CMS. Pages can be created an edited using our rich text editor.

Content and Navigation manager

Add a New Page¶

To add a new page to your journal select “+ Add New Page”. A new page requires the following:

Name
- This is the name of the page for the URL bar e.g. privacy-policy or author-guidelines. This field should not have any spaces in it.
Display Name
- The proper name for the page that will be displayed in the navigation e.g. Privacy Policy or Author Guidelines
Content
- HTML content, you should avoid pasting in from a text editor like Word as it will copy random styling across that will ignore your stylesheets

Once a new page has been created you will find it is available at https://yoururl.com/site/name e.g. https://orbit.openlibhums.org/site/privacy

Edit a Page¶

From the Content page you can see a list of the pages currently on your journal. Select Edit to make changes.

Delete a Page¶

To delete a page use the red Delete button.

Warning

Data cannot be recovered so ensure you really want to remove a page before pressing the delete button.

Navigation¶

As of 1.3.2 Navigation is made up of:

Fixed nav elements that can be turned on/off
User generated navigation entries

The future intention is that all navigation will be handled via elements.

Fixed Nav Elements
- Home
- News
- Articles
- Issues
- Collections
- Editorial Team
- Submissions
- Contact
- Start Submission
- Become a Reviewer

To add a new Navigation element: from the Content Manager page select “Edit Nav”, the following elements are presented in the form:

Link name
- The display name for the link
Link
- The actual link, either local site/privacy or remote https://www.google.com
Is External
- If linking outside of your janeway install, this should be checked
Sequence
- Used to order your nav elements, it should be a positive integer (number)
Has sub navigation
- If this element is the first that has a drop down, check this
Top level nav item
- A list of elements that have “Has sub navigation” checked, if you select and item from here your new nav element will appear under the selected drop down

News Manager¶

The news manager allows you to create news items, assign display and take down dates and upload images to display alongside them.

News items can also displayed in the carousel.

To add a new news item select the News Manager. The interface displays exiting news items on the left and a form for adding new items on the right.

News Manager interface

The form fields include:

Title *
- The title of the news item
Body *
- The HTML body of the news item
Start display *
- The date to start displaying this news item
End display
- The date to stop displaying this news item (can be left blank to display forever)
Sequence *
- Use for sorting when news items are posted on the same day
Image file
- An image file to fit the news piece, ensure you have the rights to post it
Custom Byline
- Lets you overwrite the name displayed as the originator of the news item
Tags
- A series of tags/keywords for the piece, you can filter news items by tags

A news item with image and tags, material theme

Journal Contacts¶

You can control the contacts listing for your journal by adding and removing contacts through this interface. Only three fields are used for this:

Name
- The contact’s name
Email
- The email address that should be contacted
Role
- The contact’s role e.g. Editor or Publisher

Each outgoing message is recorded in the database and can be viewed in the admin area by staff.

Contact Manager interface. The sort handles indicate you can drag and drop to re-order your contacts.

Editorial Team¶

The Editorial Team interface is relatively complex and is made up of:

Editorial Groups
Editorial Group Members

You can create as many groups as you like and add as many members as you like.

When you access the interface the form for making a new group is displayed on the right of the page and the existing groups listed on the left. For each group you can:

Edit the membership
Edit the group details
Delete the group
Drag and drop to re-order them

The Editorial Team interface

Tip

As of version 1.4 the Group description field supports HTML and presents a rich-text editor. If you do not wish to add an account for each user you can simply list them in the rich text box using, for example, a bulleted list.

Adding a New Group¶

Creating a new group allows you to add members and display them on the Editorial Team page. Each group is headed by the group name you supply.

Name
- The group name e.g. Editoral Team or Advisors
Description
- Displayed under the Name header on the Editorial Team page
Sequence
- The order the groups should be displayed, you can reorder the groups by editing their sequence or by dragging and dropping their record

Adding Members to a Group¶

For an existing or newley created group you can use the Edit Members button (Green with a group of outlines) to change the membership of the group.

An editorial team

On the left is a list of the current members, you can:

Delete a member from the group
Reorder the members by dragging and dropping a listing

Journal users are listed on the right and you can add a user to the group using the Add button. If a user account does not exist for the user you can use the Add New User button to add them.

Submission Page Items¶

A new addition to v1.4 the Submission Page Items system lets you totally customise the Submission page to your liking. The existing submission items have automatically been setup for you and can now be edited.

List of default submission items generated in the v1.4 upgrade process.

You can manage submission items in three ways:

Link to a setting
Custom HTML
Special Display

From the main screen you can add new, edit existing and delete items as well as re-order them by dragging and dropping rows of the table.

List of default submission items generated in the v1.4 upgrade process.

Link to a Setting¶

You can opt to link a submission item to an existing setting so it will display the same content as that setting. This is currently used for the majority of the automatically generated submission page items. Some examples of this are:

About
Focus and Scope
Submission Checklist

You can tell when a submission item is linked to a setting under the ‘Setting or Text’ column in the main table or the ‘Existing setting’ field being completed when editing a submission item.

Custom HTML¶

A submission item can also just have some custom HTML, you can fill out the ‘Text’ rich text box. When using the Text field you should not select an Existing Setting or this will take precedence when the page is rendered.

Special Display¶

Special Display settings are used to display Licenses and Sections on the Submission page. To add these blocks you need to set the title of the item to either:

licenses

or

sections

You must also leave ‘Text’ and ‘Existing setting’ blank. This will render a special template that displays all publicly available sections or licenses.

Media Files¶

The Media Files manager lets editors upload and host small files. Examples include:

Author Guidelines
Proofing Guidelines
Article Submission Templates

Once a file is uploaded a link is provided that you can then insert into CMS pages or templates.

Note

The Media Files section should not be used to upload videos unless you have sufficient storage space/bandwidth. If you use Janeway Hosting you should contact the support team.

Upload and deletion of a media file.

Articles and Issues¶

Article Images Manager¶

The article images manager pulls is an interface for editing all of the images for a given article.

Large Image File
- The large image is a file used in the heading of the article page on some themes. It is resized to 720x324 px upon uploading so it is recommended an image be either this size or larger. This image will also be used as the meta image if none is supplied and will be used on the carousel when Article display is enabled there.
Thumbnail
- The thumbnail is displayed on article listing pages like the All Articles list or the Issue Articles list,
Meta Image
- The meta image allows you to override the image displayed when the article is shared on social media. If no meta image is supplied the large image file is used.

Example of large image file display

Example of thumbnail display on the article listing page

Example of a meta image on Twitter

Issue Manager¶

The issue manager lets you create, edit, delete and manage article records for issues.The main interface presents a list of your existing issue records with buttons to:

Create a new issue
Edit a given issue
Delete a given issue
Mark an issue as Current

It also displays some basic data about the issues like date published and the number of articles in an issue.

Issue list

Creating a New Issue or Collection¶

To create an issue select Create Issue in the top right and in the modal that appears you can complete the issue metadata.

Title
- Optional, a title for the issue.
Volume
- The volume number.
Issue
- The issue number.
Date
- The date published, if in the future the issue wont appear until the date published.
Cover Image
- The cover image, see example below.
Large Image
- A large image file used at the head of the issue page, will be resized automatically but should be landscape.
Description
Issue type
- Issues can be standard issues or can also be collections which are used to collect articles from across the journal into narratives.

New issue form

Issue Articles¶

You can manage the article associated with a given issue by selecting the View option, the data of the issue will be displayed along with a list of articles grouped by section.

An issue page

You can reorder the Section headers using the arrows Up and Down arrows on the right and you can re-order the articles within their sections by dragging and dropping them into the order you want. To add a new article into the issue select Add Article and select the article you want to add.

In addition, if the issue has guest editors you can add them using the Guest Editor manager at the bottom of the Issue page.

Article Sections¶

Note

Article Sections has been redesigned as part of version 1.4

Sections are ways of grouping articles by their content type e.g. “Research Articles” or “Reviews”. From this interface you can edit the sections that are available on your journal.

Section Manager

For each section you can supply:

Name
Plural name
Number of reviewers
- the number of reviewers generally require for this article type, may be 0 for “Editorials” etc.
Is filterable
- Whether this section should appear in the All Articles list filter options.
Sequence
- Order sections should appear in, can be changed using this field or by dragging and dropping.
Section editors
- The section editors for the section, they can be assigned to handle articles within thier section.
Editors
- Editors for this section will be notified when new papers are submitted into it.
Public submissions
- Checked if you want new submissions to be able to select this section.
Indexing
- Whether this section is put forward for indexing.
Auto assign editors
- Articles submitted to this section will be automatically assigned to any editors and/or section editors selected on the ‘Editors’ and/or ‘Section Editors box above.

You can edit sections but you cannot delete a section when it would orphan an article. If you wish to remove a section first migrate all of the articles using that section to a different section then the delete button will become available.

This field can also be disabled if you only have one article type, using the Submission Configurator.

Licence Manager¶

The Licence manager allows you to define what licenses are available for submission to your journal. By default Janeway loads all of the CC 4.0 licence types and an All Rights Reserved type. You can edit the list to fit your journals needs.

Each licence can have the following:

Name
- Full name e.g. Creative Commons Attribution 4..
Short name
- A shortened name e.g. CC BY 4.0.
URL
- A URL to a description of the licence.
Text
- The text of the licence.
Order
- Order in which the licence should appear, can be set here or changed via drag and dropping the licences.
Available for Submission
- If checked, this licence will be available for selection during submission.

Licence Manager

This field can also be disabled if you only have one licence type, using the Submission Configurator.

Crossref¶

Crossref Settings¶

Support for minting Crossref DOIs is built into Janeway’s core. We will be expanding this to other providers in the future. To edit the Crossref settings select “Crossref Settings” from the manager interface. The fields are as follows:

Use Crossref
- If disabled, no DOIs will be minted
Crossref Test
- If enabled, DOIs will be minted on Crossref’s test system
Crossref Username
- Your crossref username
Crossref Password
- Your crossref password
Crossref Email
- The email address of the depositor
Crossref Name
- The name of the depository
Crossref Prefix
- The prefix for your crossref account, usually 10.XXXX
Crossref Registrant
- The name of the registrant for this journal on Crossref’s system eg. Open Library of Humanities
DOI Display Prefix
- Text to prepend to DOIs, this is used to generate DOI URLs
DOI Display Suffix
- Text to append to DOIs, this is also used to generate DOI URLs
DOI Pattern
- The pattern for the DOI, defaults to journal_code.article_id e.g. orbit.123

Minting DOIs is covered in Articles and Issues.

Crosscheck Settings¶

Janeway also has support for Crosscheck (also called Similarity Check) and is provided by iThenticate. You can sign up for an account via Crossref and this will allow you to send submitted manuscripts for originality checking.

The settings are:

Enable
- Enables display for Crosscheck buttons
Username
- Your iThenticate service username
Password
- Your iThenticate service password

More info on Crosscheck/Similarity Check: https://www.crossref.org/services/similarity-check/

Users¶

The Users section of the manager has various controls for different permission levels.

Editors have control of:

Enrolled Users (users who have a role on your journal)
Enrolling Users (giving users a role on your journal)
Journal Roles (viewing users with a given role)

Staff have additional controls for:

Inactive Users (users who have not activated their accounts)
Authenticated Users (lists users with active sessions)
Merge Users (available at the press level)

Enrolled Users¶

The journal users interface lists all users who have one or more roles on your journal. From this page we can:

Edit a user
Add new users
Add multiple users to roles
View a user’s assignment history
- Editorial assignments
- Review assignments
- Copyediting assignments
- Production assignments

The enrolled users interface. From here we can search, add new users and assign additional roles amongst other things.

Editing a User¶

The edit user interface is relatively standard though there are a few things to note:

Is staff should only be given to Journal Managers/Publishers and can only be assigned by other staff
Is admin grants access to Janeway’s admin data layer
Is superuser will set a user to have all roles across the entire system

Enrol Users¶

The enrol users page allows Editors to search for existing user accounts and assign them a role in their journal.

Warning

As of version 1.3.10 of Janeway editors can no longer browse a list of users and must search by name or email address to find existing users.

You can search for existing user accounts by:

First Name
Last Name
Email Address

Tip

You don’t need to search by all three fields. You can search by just first name or email address for example.

Once you have found an account you will be able to see which roles they have and which are available to be assigned to them.

This user has two roles (Author and Editor) and can be assigned any of the other roles.

Inactive Users¶

The inactive users screen is accessible to staff only and lists all users who have not yet activated their account. You are cautioned only to activate accounts that you’ve confirmed ownership for.

Roles¶

The roles interface presents a list of Janeway’s core roles:

Author
- Any user who registers with your journal is given this role
Copyeditor
Editor
- Handles processing of articles and assignment of tasks
Production Manager
- Handles the assignment and processing of Typesetting articles
Proofing Manager
- Handles assignment of proofreaders and requesting typesetting changes
Proofreader
Reviewer
Section Editor
Typesetter

Once you have selected a role you will be presented with a list of users who currently have that role. There is also an option to remove the role from that user.

Authenticated Users¶

Presents a list of users who are currently logged into your install of Janeway. Only accessible to staff.

Merge Users (Press Manager only)¶

From the press manager, staff memebers can now merge two accounts together, in order to remove any potential duplicates. All linked objects (tasks, articles, roles, files…) will be transferred from the source account onto the destination account. The account profile itself is left untouched, so any profile details on the source account will be lost.

Other¶

The other section covers three things:

Cache
Reminders
Email Templates

Clearing the Cache¶

Janeway uses a cache to speed up page loading, you can reset the cache from the Manager page by clicking the Clear Cache button.

Scheduled Reminders¶

Note

The Scheduled Reminders manager has been updated as part of version 1.4.

Janeway lets you define your own email reminders for overdue Reviews and Revision assignments. They are defined using the following:

Type
- Review (new), Review (accepted) or Revision reminder.
Run Type
- Whether to run before or after the request is due.
Days
- The number of days before or after the request is due this reminder should be sent.
Template Name
- The name of the template that should be used when sending the reminder. If this template does no exist you will be asked to create it.
Subject
- The email subject to send with the reminder.

A reminder email has access to three objects in the template:

review_assignment or revision (depending on which type of reminder)
journal - the journal sending the reminder
article - the appropriate article

On the edit template page there is a small guide showing some of the variables you can use when generating these templates.

Creating, editing and deleting a reminder.

Once a reminder is created a Cron job on the server will start processing requests but it will not process these for Review and Revision requests that have passed the reminder dates.

Tip

If automated reminders are not being sent for your journal the most likely explanation is that the cron job has not been setup properly. You should contact your administrator who can setup the call to the send_reminders management command.

Email Templates¶

The email templates system allows you to search through and edit all of the email templates for a given journal.

Warning

Editing an email template could cause it to break.

Each email template has access to different objects which makes documenting this quite difficult. We will be updating our FAQ with information on templates that are edited regularly.

When editing a template you will see the default version of the email at the top and a rich-text editor below. If you do not have a specific setting for your journal (ie. you’ve never overwritten the default setting) the rich text box will appear blank. To get started you can copy the default version into the rich-text box and make your edits.

Tip

When editing an email that has a URL placeholder (like {{ review_url }} ) it is important that you do not add anything immediately after this placeholder as email clients may interpret them as part of the link.

Editing an email template.

Import, Export, Update¶

The Import / Export / Update tool lets perform batch actions in Janeway. You can import and export article metadata and files, and you can update some fields of existing articles.

Importing¶

With this tool, you can create new articles in Janeway and load them directly into the desired workflow stage (peer review, copyediting, typesetting, or prepublication).

(Worth noting: If your content is going straight to publication without any further production work, ask your Janeway contact for help using the old Import Plugin, since it’s still better for backlist imports. We eventually plan to merge these two import tools.)

Download a copy of the metadata template and open it up to edit it. You can use most spreadsheet applications, but make sure you will be able to save it as a CSV with UTF-8 character encoding. [1]
Enter the metadata, one article per row. See the Metadata Field Reference and the sample import for pointers. For multi-author articles, insert a new row for each author, and only fill in the author fields on extra rows.
Save it as a CSV named article_data.csv with UTF-8 character encoding.
Compress the CSV (alongside any associated files–advanced users only) as a zip file. Here’s how to do that on Windows and on a Mac. The zip file name can be whatever you want.
From the journal’s dashboard, navigate to All Articles under Staff in the lower left. You need to have ‘staff’ access to view this page.
Select Upload Update and upload your zip file. (It says ‘update’, but this is how you import new things too.)
A table should load in your browser showing you the data you uploaded, before you import it. If everything looks good, select Import.

Exporting¶

You can export a CSV containing metadata for all the articles currently in a given workflow stage. It will also download selected files from that stage.

From the journal’s dashboard, navigate to All Articles under Staff in the lower left. You need to have ‘staff’ access to view this page.
Use the Filter by Stage drop-down menu to choose a set of articles you want to export.
If you want to download associated files, use the Files column to add files for each article.
Select Export Articles. A zip file should be downloaded containing the metadata in article_data.csv and the article files in subfolders numbered by article ID.

Updating¶

You can update metadata for batches of articles in Janeway, so you don’t have to click through each individual article to make the change.

To update one field, you have to provide data for all the fields, or at least most of them. So we recommend you first export the set of articles you want to update. See Exporting.
Extract the zip file you exported and open the CSV in your spreadsheet software of choice (but be careful with character encoding).
Edit the metadata as desired. You an rearrange the columns but the column names have to stay exactly the same. See the sample update, which shows how changes can be made to the data in sample import. See also the Metadata Field Reference for details on each field.
Compress the CSV (alongside any associated files–advanced users only) as a zip file. Here’s how to do that on Windows and on a Mac. The zip file name can be whatever you want.
On the All Articles page, select Upload Update and upload your zip file.
A table should load in your browser showing you the data you uploaded, before you import it. If everything looks good, select Import.

Metadata Field Reference¶

The table below shows you what actions (i.e. import, export, update) you can perform with each field (yes/no). For example, you can’t import article IDs, because Janeway assigns them for you to make sure they’re unique. But you can (must) use article IDs during the update process, so Janeway can recognize the articles.

Much the same, while you can put something in Stage to send the content to the right part of Janeway on initial import, you can’t subsequently update the workflow stage for articles already in the system, because it might break editor or author tasks in progress.

The table also shows which fields you have to provide during imports and updates, regardless of whether you are changing those fields. For example, when you’re importing new articles, you have to provide article titles. You also have to provide article titles when you are updating articles, even if you’re not updating the titles but something else, like the keywords.

Field	Notes	Import	Export	Update
Article title	include subtitle [2]	yes, required	yes	yes, required
Keywords	separate keywords with commas	yes, optional	yes	yes, optional, saves empty values
License	name of license [3]	yes, optional	yes	yes, optional, saves empty values
Language	plain name of language [4]	yes, optional	yes	yes, optional, saves empty values
Author Salutation	useful in templated emails	yes, optional	yes	no, ignored
Author surname	a.k.a. last name	yes, required	yes	yes, optional, saves empty values [5]
Author given name	a.k.a. first name	yes, optional	yes	yes, optional, saves empty values
Author email	recommended [6]	yes, optional	yes	complicated! [7]
Author institution	should not include department	yes, optional	yes	yes, optional, saves empty values
Author is primary (Y/N)	Y or N [8]	yes, required	yes	yes, required
Author ORCID	starting with ‘https’ or the number	yes, optional	yes	yes, optional, saves empty values [9]
Article ID	controlled by Janeway	no, will break	yes	yes, required
DOI	starting with ‘10’	yes, optional	yes	yes, optional, ignores empty values
DOI (URL form)	starting with ‘https’	no, ignored	yes	no, ignored
Date accepted	YYYY-MM-DD	yes, optional	yes	yes, optional, saves empty values
Date published	YYYY-MM-DD	yes, optional	yes	yes, optional, saves empty values
Article section	e.g. ‘Article’, ‘Review’	yes, optional	yes	yes, optional, ignores empty values
Stage	the production workflow stage [10]	yes, optional	yes	no, ignored [11]
Article filename	for advanced users [12]	yes, optional	yes	yes, optional
Journal Code	must match Janeway	yes, required	yes	yes, required
Journal title	must match Janeway	yes, required	yes	yes, required
ISSN	‘0000-0000’ for new journals	no, ignored	yes	no, ignored
Volume number	‘0’ if not specified	yes, optional	yes	no, ignored
Issue number	‘0’ if not specified	yes, optional	yes	no, ignored
Issue name	e.g. ‘Winter 2022’	yes, optional	yes	yes, optional, saves empty values
Issue pub date	troublesome [13]	yes, required	yes	yes, required

[1]

Using a character encoding other than UTF-8 can cause bugs during imports or updates. (What is character encoding?). These apps save CSVs with UTF-8 by default: OpenRefine, LibreOffice, Google Sheets, and Apple Numbers. However! If you use Microsoft Excel, keep in mind some versions don’t automatically create CSV files with UTF-8 character encoding. This may cause punctuation and special characters to be garbled on import. So, when saving, look for the ‘CSV (UTF-8)’ option in the drop-down box.

[2]	Janeway doesn’t yet support italics inside article titles. If your article title contains the title of a work, use quotation marks (even though that violates some editorial styles, such as Chicago!).

[3]	Support for license URLs will be added in future.

[4]	We will add support for ISO language codes in the future.

[5]	For author names, emails, and institutions, updating the values will only update what is called the ‘frozen author’ record for this article–that is, the author’s information at the time of article submission. This information is separate from information tied to that person’s Janeway account.

[6]	Email addresses are highly recommended for correspondence authors, since many parts of the workflow involve sending emails to authors, and these won’t work without email addresses.

[7]

You should include existing email addresses in your CSV when you’re trying to update other fields. You can also add or remove author records from an article with this tool. However, you shouldn’t use this tool to change an author’s email address, because Janeway will think you’re trying to add a new author and will create a duplicate account with the new address. We will improve this behaviour in the future.

[8]	‘Article is primary’ tells Janeway which author is the correspondence author. One author must be marked ‘Y’ and the rest ‘N’.

[9]	Updating an ORCID will update the author’s main Janeway account, rather than just the frozen author record.

[10]	The workflow stage has to match one of these values exactly: `Peer Review`, `Editor Copyediting`, `Typesetting Plugin`, `Pre Publication`. Otherwise the article will be put in the `Unassigned` stage

[11]	Currently the workflow stage cannot be changed en masse once the articles are imported, since that might break tasks in progress. In the future we want to make it possible to change the stage of multiple articles.

[12]	You can import some files along with the metadata, but this part of the tool is not well tested or documented. For importing amounts of backlist files, the old importer is still better. Contact Janeway support for help.

[13]	Issue pub date is currently required (we will change this in a future version of the tool). Issue pub date must be formatted as a full date and time stamp conforming to ISO 8601 such as `2021-12-31 08:29:39+00:00`.

Styling¶

Image guidelines¶

Header Image¶

This image is displayed on the navigation bar for all three themes, normally used for the journal logo. It can be changed through Manager > Journal home settings > Header Image The maximum height of the image is 90px, however the width is not limited, making it suitable for either squared or landscape logos.

Exmaple of header image: OLH theme

Warning

In the material theme, the navigation buttons and the header image are rendered within the same line, comepeting for space. If a very wide image is combined with a large number of navigation items, the two may overlap on narrow screens. If your journal has a large number of navigation links (5 or more), we recommend using a dropdown menu grouping similar items.

Exmaple of header image: Material theme

Default Cover Image¶

The cover image used by default for each issue on issues page when one is not specifically provided. This images are resized dinamically depending on various factors (number of issues, screen size, issue title length. It can be changed through Manager > Journal home settings > Default Cover Image Specific Issue cover images can be added through Manager > Issues > Edit Issue The recommendation for this images is to be consistent and use the same aspect ratio for bot the default cover image, as well as for any issue cover images uploaded

Example of cover image: OLH theme

Tip

For the OLH theme, cover images and issue details are rendered stacked, landscape images work better for this theme.

Example of cover image: material theme

Tip

For the material theme, cover images and issue details are rendered side by side, portrait images work better for this theme.

Default Large Image¶

The large image used by default on the article page It can be changed through Manager > Journal home settings > Default Large Image This a banner image that with a maximum height of 260px for the material theme and 400px for the OLH theme. Larger Images will be scaled to this height and will be cropped width-wise in order to fit the user screen size. For this reason, very wide landscape images work best for this element.

Example of large image: material theme

Tip

In the material theme, the large image width maxes out at 750px on wide screens

Tip

In the OLH theme, the large image spans across the entire width of the screen

Tip

The article images can be disabled entirely from Manager > Journal home settings > Default Large Image

Favicon¶

This small icon serves multiple purposes on the user’s browser.

From wikipedia:: A favicon /ˈfæv.ɪˌkɒn/ (short for favorite icon), also known as a shortcut icon, website icon, tab icon, URL icon, or bookmark icon, is a file containing one or more small icons, associated with a particular website or web page. A web designer can create such an icon and upload it to a website (or web page) by several means, and graphical web browsers will then make use of it. Browsers that provide favicon support typically display a page’s favicon in the browser’s address bar (sometimes in the history as well) and next to the page’s name in a list of bookmarks. Browsers that support a tabbed document interface typically show a page’s favicon next to the page’s title on the tab, and site-specific browsers use the favicon as a desktop icon

We recommend using an icon of up to 100x100px which should fit most use cases.

Published Content¶

Once you’ve published articles or issues you may need to manage/make changes to them. These guides will help you.

Links to manage articles that have passed through the workflow and issues can be found in the left hand menu under Back Content.

Articles¶

Once an article is published you may need to make changes to it eg. uploading a new galley or tweaking the metadata if there is an error.

All published articles can be found on the Articles page under Back Content. The Article back content page lists both published and rejected papers. You can search and then select an article to edit.

Tip

You can also edit papers by going to their page and using the account drop down to select the Edit Article link.

Metadata¶

The first block of the page lists most of the article’s metadata. To change it you can press the Edit button.

Publication Information¶

The article archive page has a link to the Pre Publication page where you can make changes to any details there.

Images¶

Articles have two images

Large image
- A large landscape image.
Thumbnail image
- A small square image displayed next to the article on the Articles/Issue list pages.
Meta image
- This is used on platforms like Twitter and Facebook when a link is shared, generally the large image is used but in some cases this needs to be overwritten.

Publisher Notes¶

Publisher notes appear on the article page below the abstract and how to cite block. These can be used to notify readers of small changes to the paper like a post-publication update to fix spelling etc.

Publisher note on the OLH theme

Identifiers¶

Any identifiers such as DOIs are listed here and a link to manage them is in the top right of the block. From that link you can manage the identifiers.

The identifiers manager

Warning

Janeway does not currently tell you if a DOI was deposited successfully, to do so you can test the DOI or check the issue admin system.

Galleys¶

Much like the Production page, the article archive allows you to upload new and replace old Galley files.

Galley manager block

Warning

Editing a galley will change how it is displayed. If making changes to a published piece it is recommended you add a Publisher Note alongside it.

Tip

The Edit Galleys link will take you to the Production page.

Issues¶

You can see the issues that an article is part of at the bottom of the Article Archive page. You can edit each of the issues or jump to the issue manager.

Archive issue block

Issues¶

Articles do not have to be part of an issue. There are some services that do require an article have an issue or volume (such as Crossref) so we recommend that if you do continues publication that you create a yearly volume/issue to add papers to. Articles are added to Issues during the Pre Publication stage, however, Issues can be managed on their own through the Issue Manager, a link to which is available on the Manager page and the main sidebar.

The Issue Management page.

Tip

To set the current issue, click the Make Current button. The Issue without this button _is_ the current issue.

Tip

To re-order the issues you can drag and drop the rows of the tables or use the sort buttons at the top of the page.

Issue Types¶

Janeway comes with two issue types built in: Issue and Collection. Collections differ in so much as they are not a primary Issue for a paper but tend to be collections of papers with similar topics across multiple different issues. So an article may be in the Thomas Pynchon Collection but it’s primary Issue may be Volume 1 Issue 2 2019. You can also define your own issue types in the Django admin area.

Display Settings¶

In the top right of the Issue Management page there is the Edit Display Settings button. This allows you to configure how issue titles are displayed.

Volume
Issue Number
Year
Custom Title

These will display in the front end in this order eg. Volume 1 Issue 1 2019 - A Custom Issue Title.

If you disable issue number display it will display as: Volume 1 2019 - A Custom Issue Title.

Tip

If you want to display a totally custom issue title disable volume, sssue number and year and then insert whatever format you’d like the titles to be into the title field of the issue.

Creating and Editing Issue Details¶

You can create new issues from this page using the Create Issue button and you view and edit the detail of individual issues by selecting them.

An empty create issue form

Information on the sizes of the cover image and large image can be found in the Styling section

Manage an Issue¶

Clicking on View takes you through to the manage issue page where you can alter an individual issue. The page is split into 4 sections.

Issue Management
Table of Contents
Guest Editors
Galleys

Issue Management¶

Here you can see the metadata for your issue, edit it, delete it and if the issue is published there is a link to view it on the front end.

Table of Contents¶

In the Table of contents section you can add articles to the issue, sort the sections and sort the articles within their sections.

For each section there are arrow icons that allow you to move the section up and down, each of the articles can be dragged and dropped into order from inside their section.

Issue table of contents

You can drop an article from an issue using the Remove link and add new ones clicking the Add Article link.

Articles that can be added to issues

A list of all articles published in the journal that are not already in the issue is displayed and you can use the Add button to place it in the issue.

Guest Editors¶

An issue can list Guest Editors if the articles aren’t being handled by the normal editorial team. Use the Manage button to control who appears as a Guest Editor for an issue/collection.

An issue with no guest editors

An issue with no guest editors

When adding a new guest editor you can also enter a role, the default text for this role is Guest Editor though you can change it. Use the Add button to add a new guest editor.

Galleys¶

You can upload a Galley file for the whole issue, usually a PDF so that users can download the whole issue in one go.

An issue with no guest editors

Tip

If you don’t upload a Galley for the issue then Janeway will allow users to download a zip file of all the individual article galley files.

Publication Schedule¶

Any articles that you publish with a publication date in the future will appear in a list on this page.

Article listed for publication in the future

Changelog¶

v1.4¶

Version 1.4 makes a move from HVAD to ModelTranslations as well as some bugfixes and improvements.

ModelTranslations¶

Janeway now uses ModelTranslations to store translated settings and metadata. The setting USE_I18N must be set to True in settings.py otherwise settings may not be returned properly.

1.4 has support for:

News
Pages
Navigation
Sections
Editorial Groups
Contacts
Journals
Article (limited to Editors only, title and abstract)

Support for Welsh (Cymraeg) is included. Support for German, French, Spanish and Italian is coming soon.

General¶

The backend has been updated to use the Open Sans font.
The default theme has been removed from core and now has its own repo (https://github.com/BirkbeckCTP/janeway/issues/1895)
The clean theme is now part of core (https://github.com/BirkbeckCTP/janeway/issues/1896)
All themes have a language switcher when this setting is enabled (https://github.com/BirkbeckCTP/janeway/issues/2159)
When an Issue number is 0 it will no longer be displayed (https://github.com/BirkbeckCTP/janeway/pull/2338)
The register page has been updated to make it clear you’re registering for a press wide account (https://github.com/BirkbeckCTP/janeway/issues/2390)
Author text on the OLH theme is now the same size as other surrounding text (https://github.com/BirkbeckCTP/janeway/issues/2368)

News¶

The news system can now be re titled eg. Blog (https://github.com/BirkbeckCTP/janeway/issues/2381)
News items can have a custom byline (https://github.com/BirkbeckCTP/janeway/issues/2382)

Bugfixes¶

When sending data to crossref the authors are now in the correct order (https://github.com/BirkbeckCTP/janeway/issues/2157)
doi_pattern and switch_language are no longer flagged as translatable (https://github.com/BirkbeckCTP/janeway/issues/2088 & https://github.com/BirkbeckCTP/janeway/issues/2160)
edit_settings_group has been refactored (https://github.com/BirkbeckCTP/janeway/issues/1708)
When assigning a copyeditor Editors can now pick any file and it will be presented to the copyeditor (https://github.com/BirkbeckCTP/janeway/issues/2078)
JATS output for <underline>: <span class=”underline”> is now supported via common.css (https://github.com/BirkbeckCTP/janeway/pull/2322)
When a news item, journal and press all have no default image news items will still work (https://github.com/BirkbeckCTP/janeway/issues/2531)
Update to our XSLT will display more back matter sections (https://github.com/BirkbeckCTP/janeway/issues/2502)
Users should now be able to copy content from the alternate citation styles popup (https://github.com/BirkbeckCTP/janeway/issues/2506)
A new setting has been added to allow editors to add a custom message to the login page (https://github.com/BirkbeckCTP/janeway/issues/2504)
A new setting has been added to add custom text to the end of a crossref datestamp (https://github.com/BirkbeckCTP/janeway/issues/2504)

Workflow¶

We now send additional metadata to crossref inc. abstract and accepted date (https://github.com/BirkbeckCTP/janeway/issues/2133)
The review assignment page has been sped up, suggested reviewers is now a setting and is off by default (https://github.com/BirkbeckCTP/janeway/pull/2325)
Articles that are assigned to an editor but not sent to Review now have a warning that lets the Editor know this and has a button to move the article into review (https://github.com/BirkbeckCTP/janeway/pull/2322)
A new setting has been added to allow editors to hide Review metadata from authors including the Reviewer decision (https://github.com/BirkbeckCTP/janeway/issues/2391)

Manager¶

Many areas of the Manager have been reworked. We now have a better grouping of settings and additional groupings. Reworked:

Journal Settings
Image Settings (new)
Article Display Settings
Styling Settings

Other areas have been redesigned:

Content Manager
Journal Contacts
Editorial Team
Section Manager
The Review and Revision reminders interface has been reworked to make it easier to use. A new reminder type (accepted) so you can have different templates for reminder unaccepted and accepted reviews. (https://github.com/BirkbeckCTP/janeway/issues/2370)

New areas have been added:

Submission Page Items is a new area that lets you build a custom Submission Page with a combination of free text, links to existing settings and special displays (like licenses and sections).
Media Files lets editors upload and host files like author guidelines or templates

Plugins¶

A new hook has been added to the CSS block of all themes - this can be used in conjunction with the new Custom Styling plugin to customise a journal’s style. (https://github.com/BirkbeckCTP/janeway/issues/2385)

API¶

A KBART API endpoint has been added [url]/api/kbart (https://github.com/BirkbeckCTP/janeway/issues/2035)

Feature Removal¶

The ZIP Issue Download feature has been removed, this is due to the fact that in its current form it does not work and is regularly hit by spiders and bots that cause disk space to fill up. The hope is that we can work out a way to bring this back in the future. The Issue Galley feature remains active. (https://github.com/BirkbeckCTP/janeway/issues/2504)

Deprecations¶

utils.setting_handler.get_requestless_setting has been marked as deprecated and will be removed in 1.5.
PluginSettings and PluginSettingValues are deprecated as of 1.4 - all settings are now stored in core.Setting and core.SettingValue a migration moved PluginSettings over to core.Setting in 1.4 and uses a group name plugin:PluginName.

v1.3.10¶

Version 1.3.10 includes updates mainly for Peer Review. Updates to documentation will be released with a later Release Candidate.

Bugfixes¶

The Edit Metadata link now shows for Section Editors (https://github.com/BirkbeckCTP/janeway/pull/2183)
Fixed a bug where the review assignment page wouldn’t load if a reviewer had multiple ratings for the same review (https://github.com/BirkbeckCTP/janeway/issues/2168)
Fixed wrong URL name in review_accept_acknowledgement (https://github.com/BirkbeckCTP/janeway/pull/2165)
Section editors are now authorised by the article_stage_accepted_or_later_or_staff_required security decorator (https://github.com/BirkbeckCTP/janeway/pull/2162)
The edit review assignment form now works properly after a review has been accepted (https://github.com/BirkbeckCTP/janeway/pull/2156)
When a revision request has no editor we now fallback to email journal editors rather than sending no email (https://github.com/BirkbeckCTP/janeway/pull/2150)
Only published issues display in the Issue sidebar (https://github.com/BirkbeckCTP/janeway/issues/2113)
Empty collections are now excluded from the collections page (https://github.com/BirkbeckCTP/janeway/pull/2139)
When revising a file the supplied label is retained and defaults now to “Revised Manuscript” (https://github.com/BirkbeckCTP/janeway/issues/2128)
Guest Editors now display properly on Issue pages (https://github.com/BirkbeckCTP/janeway/issues/2134)
Fixed potential validation error when sending emails using the contact popup (https://github.com/BirkbeckCTP/janeway/issues/1967)
Fixed issue where when two or more review form elements had the same name the review would not save (https://github.com/BirkbeckCTP/janeway/pull/2108)

Workflow (Review)¶

The draft decisions workflow has been updated to be more user friendly (https://github.com/BirkbeckCTP/janeway/issues/1809)
Article decisions have been moved from the main review screen to a Decision Helper page (https://github.com/BirkbeckCTP/janeway/issues/1809)
When using the enrol pop up when assigning a reviewer you can now select a salutation (https://github.com/BirkbeckCTP/janeway/issues/2143)
The Request Revisions page has had some of its wording updated (https://github.com/BirkbeckCTP/janeway/issues/2131)
The Articles in Review page has has some of its wording updated and now displays even more useful information (https://github.com/BirkbeckCTP/janeway/issues/2122)
Review Type has been removed from the Review Assignment form (https://github.com/BirkbeckCTP/janeway/pull/2119)
The Review Form page now displays useful metadata for the Reviewer (https://github.com/BirkbeckCTP/janeway/issues/2101)
Added a Email Reviewer link to the Review Detail page (https://github.com/BirkbeckCTP/janeway/issues/1967)
Added tooltips to user action icons and moved reminder link to dropdown (https://github.com/BirkbeckCTP/janeway/issues/2002)

Emails¶

The Peer Review Request email now contains useful metadata (https://github.com/BirkbeckCTP/janeway/issues/2100)
send_reviewer_accepted_or_decline_acknowledgements now has the correct link and more useful information (https://github.com/BirkbeckCTP/janeway/issues/2102)

Author Dashboard¶

You can enable the display of additional review metadata for authors. Originally this was always available but is now a toggle-able setting that is off by default (https://github.com/BirkbeckCTP/janeway/issues/2103)

Manager¶

https://github.com/BirkbeckCTP/janeway/issues/2149 The Users and Roles pages have been updated to:

Enrolled Users (those users who already have a role on your journal)

Enrol Users (allows you to search, but not browse, users to enrol them on your journal)

Roles (now only displays users with the given role)

One click access is now enabled by default for all new journals (https://github.com/BirkbeckCTP/janeway/pull/2105)

Front End¶

Added support for linguistic glosses (https://github.com/BirkbeckCTP/janeway/issues/2031)
Privacy Policy links are now more visible on Registration pages (https://github.com/BirkbeckCTP/janeway/pull/2174)

Crossref & Identifiers¶

https://github.com/BirkbeckCTP/janeway/issues/2157 Crossref deposit has been update:

Authors are now in the correct order

Abstracts are included

Date accepted is included

Page numbers are included

Publisher IDs can now have . (dots) in them (https://github.com/BirkbeckCTP/janeway/pull/2173)

Docker¶

When running docker using Postgres a pgadmin container is automatically connected (https://github.com/BirkbeckCTP/janeway/pull/2172)

v1.3.9¶

Workflow¶

A new setting has been added to enable a Review Assignment overview to appear on the list of articles in review. This will display the initials of the reviewer, the current status of the review and when it is due and includes colour coding to assist. This can be enabled from the Review Settings page. [Manager > Review Settings] #1847
When no projected issue is assigned to an article users are warned that Typesetters will not know which issue the paper will belong to #1877
Peer Reviewers can now save their progress #1868
Section Editors will now work as expected when assigned to a section to work on (#1934)

Front End¶

A bug on the /news/ page caused by not having a default banner image has been fixed #1879
Editors can now exclude the About section from the Submissions page. #1881

Authentication¶

Fix integrity issues when editing a user profile with mixed case email addresses. #1807

Themes¶

The OLH theme build_assets command now handles Press overrides. #1821
The privacy policy link on the footer can now be customized for the press and for the journals via a setting under Journal settings, A default can be set for all journals press ‘Journal default settings’.
Material now has social sharing buttons similar to what OLH theme already provided #1995

Frozen Authors¶

Frozen author metadata was being overridden when calling article.snapshot_authors. There is now a force_update flag to control this behaviour. #1832
Refactored the function to iterate the authors in article.snapshot_authors so that authors without an ArticleAuthorOrder record are not ignored. #1832

Manager/Settings¶

Staff members can now merge accounts together from the press manager #1857
Editor users can now access the Review and Revision reminder interface. [Manager > Scheduled Reminders] #1848
Editors can now soft delete review forms. When deleted thay are hidden from the interface. Admins and Superusers can reinstate them from Admin. #1854
Editors can now drag-and-drop reorder review form elements, elements are now ordered automatically. #1853
Fixed a bug that would override the default setting. #1861

APIs¶

Janeway’s OAI implementation now covers the base specification for OAI-PMH. #1850

Crossref¶

Our crossref citation depositor now converts DOIs in URL format to prefix/suffix as this it the only format crossref accepts. #1869