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Workflow Summary
In simple terms, the article workflow can be understood through six main stages:1. SUBMISSION
Author submits the article → Initial screening → Similarity check.
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2. ASSIGN EDITOR
Editor in Chief → Selects/assigns the Editor.
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3. REVIEW
Editor → Reviewers → Author revision → Further review round if required.
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4. COPYEDITING
Article accepted → Copyeditor → Author responds to the copyediting results.
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5. PRODUCTION & LAYOUT
Article → Layout → Galley → Final checking → Publication-ready files.
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6. PUBLICATION
Article → Journal Issue → Publish.
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The management of scholarly articles through Open Journal Systems (OJS) does not end at the submission stage. Each manuscript needs to go through a series of structured editorial stages, beginning with initial screening, editor assignment, peer review, copyediting, production/layout, and finally publication in a journal issue.
Understanding this workflow is important for Editors in Chief, Editors, Reviewers, Copyeditors, Layout Editors, and Authors, so that each party understands their responsibilities and the position of an article throughout the publication process.
In simple terms, the OJS article workflow can be illustrated as follows:
Submission → Assign Editor → Review → Copyediting → Production/Layout → Publication
1. Submission: Initial Manuscript Screening
The first stage begins when the author submits an article through OJS.
At this stage, the Editor in Chief conducts an initial screening, one of which is a similarity/Turnitin check. Based on the workflow used in this journal management process, the similarity result is one of the considerations in determining the next step.
The Turnitin result is then communicated to the author through Add Discussion.
If the similarity level is below the specified threshold, the article can proceed to the next stage. However, if the similarity level exceeds the specified threshold, the author is informed that revisions are needed to reduce the similarity before the editorial process continues.
- Conduct an initial screening before the manuscript proceeds to the next editorial stage.Key principles at the submission stage:
- Communicate the screening results to the author through OJS.
- Ensure that the file submitted for review follows the blind review principle, including removing the author's name and email address from the manuscript.
- Replace the old file with the properly prepared file for the review process.
2. Assign Editor: Appointing the Responsible Editor
After the manuscript passes the initial screening, it proceeds to the Assign Editor stage.
At this stage, the Editor in Chief assigns the manuscript to the Editor Board or an editor whose expertise is relevant to the subject of the article.
An important aspect of this stage is maintaining role consistency within OJS. Reviewers should perform reviewer duties, editors should perform editorial duties, and each user should use an account appropriate to their assigned role.
Once an editor has been assigned, the designated editor accesses the manuscript through the editor account and manages the subsequent editorial process.
3. Review: Scholarly Evaluation
The next stage is peer review.
Once the manuscript enters the review stage and reviewers have been assigned, the scholarly evaluation process begins.
In the workflow used in this journal management process, Round 1 involves two reviewers. The editor waits for the review reports, sends the results to the author, and requests revisions when necessary.
Once the revision process in Round 1 is considered complete or clear, the manuscript can proceed to Round 2, which again involves two reviewers.
Simplified review workflow:
Round 1 → Review → Author Revision → Editor Check → Round 2 → Review → Final Decision
The review process requires time because it involves communication between the editor, reviewers, and author. According to the workflow presented, the fastest process may take approximately 1 month, while the standard timeframe may take 3–5 months.
When providing feedback, reviewers are also expected to provide constructive suggestions for improvement, rather than simply pointing out the weaknesses of the manuscript.
4. Copyediting: Preparing the Manuscript for Production
Once the article has been accepted, it proceeds to the Copyediting stage.
At this stage, the Editor Board assigns a Copyeditor who is responsible for editing the manuscript.
The Copyeditor then performs the copyediting process. Once completed, the copyedited version is communicated to the author through Add Discussion to confirm whether the editing results are appropriate.
The author then responds to the copyediting results through their author account.
At this stage, communication with the author remains important. The author should be informed that the manuscript has entered the copyediting stage and should have the opportunity to respond to the editing results.
In addition, based on the workflow presented, the Letter of Acceptance (LoA) and payment information may also be communicated through Add Discussion during the copyediting stage.
5. Production & Layout: Preparing the Article for Publication
After the copyediting process is completed, the article proceeds to the Production stage.
At this stage, the copyedited file is used as the basis for the layout process.
The workflow includes:
Sent to Production → Assign Layout → Request Galleys → Layout → Upload Galley → Check Galley
The Layout Editor then accesses the layout account and adjusts the article according to the journal template.
Once the layout process is completed, the file is uploaded again through the Request Galleys section.
The editor then checks the completed galleys.
Once everything is confirmed to be correct, the files are ready for publication, including the required formats such as Word and PDF. The article information, including the title, abstract, metadata, and other publication elements, is then completed before publication.
6. Publication: Publishing the Article in an Issue
The final stage is Publication.
At this stage, the article that has completed the editorial, review, copyediting, and production processes is placed into a journal issue.
The management of the issue is handled by the Editor in Chief.
Once the issue is scheduled and published, the article becomes officially available to readers through the journal website.
Therefore, the journey of an article in OJS is not simply a matter of submission and review. It is a connected series of editorial processes that must be properly managed from the initial submission to final publication.
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