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Florida Online Journals (OJ): Open Journal System (OJS) FAQ

Scholarly Journal Publishing: Florida Online Journals (Florida OJ) is a service for publishing journal content. The software allows for a variety of publishing workflows including prospective authors uploading material, anonymous reviews, and publishing

FAQ

What version of OJS are you using?

As of June 2019, FALSC has upgraded the Open Journal Systems (OJS) software powering Florida Online Journals to version 3.1.1-4.  This software is a major version release and modernized the previous look and feel of the software dramatically.  The interface is also different for logged in users.

How do I log into https://ojs.test.flvc.org ?

From the homepage, click to "Log In" in the top right corner.  The ojs.test.flvc.org site was copied from http://journals.fcla.edu on Feb. 21, 2019.  All user logins from that date will work.  If you were brought onboard more recently, then please email help@flvc.org with "Florida OJ" in the subject line for a password reset.

* Note * Email is disabled on https://ojs.test.flvc.org . If you forget your password, you need to email to help@flvc.org for a password reset.

How can I change the look, feel, and colors of my journal layout?

Please refer to the Quickstart Guide for OJS 3 section Colors and Layout.

What is the anticipated impact of the URL changes on my journal?

As part of the upgrade, all URLs will change from http://journals.fcla.edu to https://journals.flvc.org .

All URLs will redirect.  So, an incoming link to an article will go to the new location of that article.  An incoming link to an issue will go to the new location of that issue.  For purposes of search engine optimization, "link juice" will remain intact, and appearances of Florida OJ content in Google Scholar and other search engines are anticipated to update to the new location.

The change from http to https is better for search engine rankings and is anticipated to have a positive effect.

I am a journal manager.  How can I pull a list of all editors, reviewers, authors on my journal in order to send updated instructions?

In OJS 3:

  1. Log in to the journal.
  2. On the left hand side of the screen, click to "Tools" then "Import/Export".
  3. Click to "Users XML Plugin".
  4. Click to "Export Users".  You can also search users and use the drop down menu to search by role, in order to get just authors, just reviewers, etc.
  5. Click to "Export All Users".
  6. Open with Microsoft Excel and grab the "ns2:email" column.

I am getting a lot of automatic emails from a journal.  How can I make it stop?

Depending on the notification, you may or may not be able to disable it from each user account.  Some cannot be disabled, and will require each person to add a filter from in their email account's settings.  OJS 3 sends an email from 3 places:

  1. If the journal is configured to send a notification email to a specific list of people, then the software will do so. 
    To check this setting, have a Journal Manager on your journal do the following:  Log in to Florida OJ, click to your journal's logged in view, click to "Settings" "Workflow" then check settings under the heading "Notification of Author Submission".
  2. Notification that a new article has been uploaded. 
    To turn this off:  Log into Florida OJ, click to your journal's logged in view, in the top right corner mouse over your username and click "View Profile", click to the "Notifications" tab, under the heading "A new article, "Title," has been submitted." check the box for "Do not send me an email for these types of notifications."
  3. Notification that a new article has been uploaded and needs an editor assigned. 
    This will only go out when an editor is not automatically assigned to incoming articles.  There is no way for individuals receiving the email to stop it.  Editors may try going into email account settings and add an email filter to remove emails with the text "A new article has been submitted to which an editor needs to be assigned." in the body of the email. 

What settings do I need to check after the upgrade?

  • All journals:
    • Verify public access to the journal:
      • Previously, each journal fully controlled access settings, while FLVC/FALSC controlled only whether or not an incoming link appeared on the homepage.  After upgrade, the link from the homepage is required for a journal to have any publicly available content at all - even a call for proposals.  FLVC/FALSC has proactively contacted each library liaison regarding affected journals, but please check your content.
      • How to check:  Make sure you are logged out of Florida OJ.  Browse to your journal and ensure that all the content you thought should be public is still public.  If anything appears to be missing and especially if you see a big please-log-in message, please contact help@flvc.org to get the issue resolved.
    • Masthead:
      • Portions of the masthead were autofilled by the upgrade script.  Please check that the masthead accurately reflects your editorial board.
      • To check this: Log into Florida OJ, and go to https://journals.flvc.org/yourJournalURLhere/about/editorialTeam .  If changes are needed, then click the "Edit" button under the masthead.
    • Banner image and text across top of journal pages:
      • Prior to the upgrade, the software allowed display of both a banner image and a textual journal title.  After the upgrade, the software allows display of one or the other.
      • To check this:  Click to your journal's new homepage, and verify that the look and feel is as intended.  If you would like to make changes, then follow the Florida OJ Quickstart Guide for OJS 3 ( http://falsc.libguides.com/FloridaOnlineJournals/OJS3FAQandTraining#s-lg-box-wrapper-25236197 ) section on journal themeing to make changes.
  • Journals accepting author submissions through Florida OJ:
    • Required metadata fields in the author submission form (ie. keywords, copyright statement, etc.:
      • If keywords and other fields were required in the author submission before upgrade, those are likely not enabled after upgrade.  You should check the way the upload screens look for the author, and reanable any required fields.
      • To check this:  Log into Florida OJ.  From your journal's logged in pages, click to "Settings" "Workflow" then to the "Submission" tab.  Review the "Submission Metadata" area.  Check boxes for any fields you are using, then check off if the box should appear in the author submission form and whether the field should be required vs optional in the author submission form.  Click "Save" to apply changes.
      • Note:  Any metadata entered into submissions made before the upgrade is still there.  The only thing that changed is what fields show up on the author submission form.  All your preexisting records are intact.