Skip to main content

Scholarly Journal Publishing: Florida Online Journals: OJS 2 to 3 Upgrade: FAQ, Timeline, Etc.

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 of the final journal materials

FAQ: OJS 3 Upgrade

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 onboarded 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 .  So, if you forget your password, you have 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 located further down on this webpage, in the section titled "First Steps:  Colors and Layout".

During the anticipated downtime from June 24 to 27, 2019, what will visitors see when accessing Florida OJ?

All visitors will see a message similar to http://journals.fcla.edu/index.html , but with updated dates.

Why will the site be unavailable for such a long time, 3 days, during the upgrade?

When FLVC/FALSC has run the upgrade script on a copy of actual site data, the run time is more than 50 hours.

It would be possible to leave the older site open, take a copy, upgrade the copy, and then launch to the upgraded copy.  However, any author submissions or reviewer activity on the site made during the time while the copy is being upgraded, would be discarded.  Even with a warning displayed on the site, someone might click in, log in, and complete publishing tasks.  The decision is that having no site available for a few days is better than the risk of having engaged reviewers and authors interact with the site and then discarding their activity.

How was the date chosen?

More than 40 journals use the Florida OJ site in some capacity.  No date would be amenable to all journals.  The date was chosen at random and is a time when all FLVC/FALSC employees supporting Florida OJ are available.

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 URL will change from a .edu to a .org .  The .edu is difficult to register.  Since the late 1990s, .edu domains have only been available to accredited institutions and have been limited to one .edu domain per accredited institution.  The .edu was never freely available.  So, search engines prioritize .edu content.  Nevertheless, flvc.org is used for a wide variety of academic publishing, is heavily interlinked with .edu sites, and it is anticipated that search engine algorithms will treat flvc.org as a credible source for information.

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

Search engines are secretive about how they rank websites, and the information provided here is a best assessment based on available information.

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 2:

  1. Log in to the journal as Journal Manager.
  2. Click to "Import/Export Data".
  3. Click to "Users XML Plugin".
  4. You can export by role.  So, you can export all registered users, or you can click to get all authors, all reviewers, etc.
  5. Click to export and a .csv file will download.
  6. Open the file with Microsoft Excel, and grab the "/user/email" column.

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?

Quick answer:  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.

Long answer:

OJS 3 sends an email from 3 places.

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".

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."

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.  Try going into your email account's settings, and adding 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.  (For the technically minded, as of July 2019, FLVC/FALSC is looking at implementing the following patch https://github.com/pkp/pkp-lib/pull/4269/commits/33d18ed60b3747eb2ad7b46c25b7328a4c9ffb09 .  Update, August 2019:  This patch will not be installed.  For the foreseeable future, it is recommended for each affected editor to set up an email filter on their end to sort or delete these emails as desired.)

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.

Current project status: Complete

Upgrade Timeline and Status

Current status:  Upgrade is completed

As of June 2019, FLVC/FALSC has upgraded the Open Journal Systems (OJS) software powering Florida Online Journals.  Florida OJ was in version 2.4.8 of the OJS software.  The  upgrade to OJS 3.1.1-4 software is a major version release and modernized the look and feel of the software dramatically.  The interface is also different for logged in users.

This page will be maintained for a few months after the upgrade, and will be taken down in Spring 2020.

The general path the upgrade will follow will be:

  • Move the development server to newer servers (changes to PHP 5.6; this is a purely backend change), and remove all local code customizations on OJS 2.4.8 . (Canceled Feb. 2019)
  • Move a copy of production server data to the development server.  (Completed March 2019)
  • Upgrade the development server to OJS 3.  (Completed May 2019.)
  • Move the test server to newer servers (changes to PHP 5.6; this is a purely backend change), and remove all local code customizations on OJS 2.4.8 .  (Canceled Feb. 2019)
  • Move a copy of production server data to the test server.  ( The new test server will be located at ojs.test.flvc.org and will be publicly accessible after being upgraded to OJS 3.)  (Completed May 2019.)
  • Upgrade the test server to OJS 3.  ( The new test server will be located at ojs.test.flvc.org and will be publicly accessible after being upgraded to OJS 3.)  (Completed May 2019.)
    • The publicly accessible test server is available at https://ojs.test.flvc.org/ .  It contains a copy of Florida OJ that is current as of Feb. 21, and your username and password will work, so you are able to log in and view your journal's content.  Email is disabled on the test server, so you cannot do a password reset.  Additional training material and an FAQ about the upgrade and test site are posted to http://falsc.libguides.com/FloridaOnlineJournals/OJS3FAQandTraining .
  • Move the production server to newer servers (changes to PHP 5.6; this is a purely backend change), and remove all local code customizations on OJS 2.4.8 .  This will result in a few hours of downtime, probably on a Sunday morning.  It will also result in some very small stylistic changes.  The most significant is that the text material that shows up on the same page as the masthead (called "About Blurb" in journal settings Setup step 5.9) will not be available.  FALSC will have this information and the same paragraph info can be copy pasted into each journal later.  The URLs will also change from journals.fcla.edu to journals.flvc.org .  All journals.fcla.edu URLs, for both logged in and logged out users, will redirect to the new URL.  (Canceled - the PHP 5.6 upgrade is rolled into the software upgrade, so there will be only one downtime and one interface change.)
    • May 2019 update:  FLVC/FALSC anticipates that this step will be rolled into the production upgrade, so will be completed during the same block of downtime, and will essentially be part of the production upgrade.
  • Upgrade the production server to OJS 3
    • Scheduled for June 24 to June 27.  The upgrade is anticipated to take 3 days.  During this time, a site down message will display.
    • This will result in dramatic changes to the look and feel of the software.  All journal content will still be there.  This includes, past submissions, past editorial comments and review material, supplementary files, etc.  All connections of users to articles should remain in place (ie. reviewers will still be connected to articles for review, authors will still be connected to articles, subscribers will still be listed as subscribers).  (Completed June 2019.)
    • As of February 2019, FALSC/FLVC does not have a complete picture of the OJS upgrade, because we are still investigating.  It is anticipated that the different user interface for journals logged into the software will be the most dramatic change, and that functionality will not be dramatically different.
      • May 2019 update:  Based on an investigation of a completed upgrade on an FLVC/FALSC internally accessible server, this is confirmed.  The changes to the way the software looks and works for logged in users is the most significant change.
      • May 2019 update:  An upgraded test site is available at https://ojs.test.flvc.org/ .  This contains a copy of Florida OJ data as of Feb. 21, 2019.  So, any published back issues, any author submissions, and any reviewer activity should be there and should be intact.  During May and June, journals are strongly encouraged to explore this site.  Ask questions or report problems by emailing to help@flvc.org  with Florida OJ in the subject line.

Status as of February 2019:

  • An upgrade is completed on the development server.  The development server is not available to the public.  It has a copy of all Florida OJ production data as of April 2016, so has a significant amount of journal back issues and data.  In a preliminary investigation, there aren't any data issues (ie. all content and information that was there before the upgrade is still there).  FALSC is in the process of compiling a list of display issues to be addressed, and options for addressing them.

Status as of April 2019:

  • A copy of all journals, articles, and data as of Feb. 2019 was copied to an FLVC/FALSC internal only server in order to perform the upgrade on actual journal data.

Status as of May 2019:

  • May 13:  An upgrade is complete on an FLVC/FALSC internal only server (development server).  This upgrade is tested, and any problems have been resolved.  At this time, libraries and journals are encouraged to ask questions about your journals, including specific features used by your journals.
  • May 22:  An upgraded test site is now available at https://ojs.test.flvc.org .  This site contains a copy of all Florida OJ data, journal articles, submissions, and in progress reviews as of Feb. 21, 2019.  Please share out with journals and encourage journals to report problems.  Share problems, fixes, and tips on necessary configuration changed to the Florida OJ listserv FLVC-FLAOJ@LISTSERV.FLVC.ORG is encouraged since all libraries and journals will be working through the same issues.  All librarian liaisons to Florida OJ are subscribed to the listserv.  Journal editors are not automatically subscribed, but any interested parties are welcome to subscribe by emailing help@flvc.org or signing up at https://listserv.flvc.org/scripts/wa.exe?A0=FLVC-FLAOJ .

Status as of June 2019:

  • June 24:  The site is unavailable while the upgrade is in progress.  It will be made available again as of June 27.
  • June 27:  The upgrade is complete.  Florida OJ is live at the new URL with the new interface ( https://journals.flvc.org ).  All public facing URLs on the old site for journal articles and issues will redirect to the new location.

Florida OJ upgrade: OJS 3 Workshops schedule: Workshops and Q&A / Office Hours about the Florida OJ upgrade

Workshops and Q&A / Office Hours about the Florida OJ upgrade


Below is a workshop schedule.  Each workshop will be around 15 to 30 minutes, followed by a time for questions and answers.  A major focus here is the question and answer / office hours period which should be the second half.  Any libraries and journals are free to email or phone anytime.  This gives an additional structured time where you can bring up any issues or concerns and share publicly.  Please raise any needs you may have, so that FLVC/FALSC can better direct effort towards activities that help you out.

All meetings will be held at the following link:

Meeting link:
https://uwf.webex.com/uwf/j.php?MTID=mfc309dd42c96eabd61f2938db4b1624b
Meeting number:
800 938 946

Join by phone
Phone number: 1-240-454-0887
Access code: 800 938 946

Schedule is subject to change.  Please check http://falsc.libguides.com/FloridaOnlineJournals/OJS3FAQandTraining#s-lg-box-wrapper-25261543 for updates.

 

OJS 3:  Topic 1:  Themeing and setting the look and feel for public pages.

Fri. May 31, 2-3 pm
Wed. June 5, 10-11 am
(Same session and content will repeat.)


OJS 3:  Topic 2:  Journal settings for better display in search engines and better exposure of journal content.  (ORCID, DOIs, Creative Commons licenses, preservation).

Fri. June 7, 2-3 pm
Wed. June 12, 10-11 am
(Same session and content will repeat.)


OJS 3:  Topic 3: Editorial workflows.  (Author submissions, anonymous reviews.)

Fri. June 14, 2-3 pm
Wed. June 19, 10-11 am
(Same session and content will repeat.)


OJS 3:  Topic 4: Basic uploading and publishing of an issue.  (Publishing content where the editorial review process is done outside of Florida OJ.)

Fri. June 21, 2-3 pm
Wed. June 26, 10-11 am
(Same session and content will repeat.)


OJS 3:  No topic.  Post-upgrade office hours.  Ideally, the upgraded site will have launched on June 27, and this will be a time to get questions and concerns handled that need to be addressed ASAP.

Fri. June 28, 2-3 pm
Wed. July 3, 10-11 am


OJS 3:  Topic 1: Theming and setting the look and feel for public pages.

Fri. July 5, 2-3 pm
Wed. July 10, 10-11 am
(Same session and content will repeat.)


Fri. July 12 none
Wed. July 17 none
No sessions will be held.


OJS 3:  Topic 2: Journal settings for better display in search engines and better exposure of journal content.  (ORCID, DOIs, Creative Commons licenses, preservation).

Fri. July 19, 2-3 pm
Wed. July 24, 10-11 am
(Same session and content will repeat.)


OJS 3:  Topic 3: Editorial workflows.  (Author submissions, anonymous reviews.)

Fri. July 26, 2-3 pm
Wed. July 31, 10-11 am
(Same session and content will repeat.)


OJS 3:  Topic 4: Basic uploading and publishing of an issue.  (Publishing content where the editorial review process is done outside of Florida OJ.)

Fri. Aug. 2, 2-3 pm
Wed. Aug 7, 10-11 am
(Same session and content will repeat.)