11 Using the QuickSubmit Plugin

QuickSubmit is a tool for uploading submissions that bypasses all stages of the workflow. Use it to upload content that does not required review (such as editorials) or if you conduct your review and editorial workflow outside of OJS.

Contents:

• Finding the QuickSubmit plugin
• Uploading submissions with the QuickSubmit plugin
• Finding and editing submissions after publication

Finding the QuickSubmit plugin

Once logged in, click Tools in the left-hand sidebar. This brings you to the Import/Expert tab of the Tools page. You should see QuickSubmit Plugin in the list of tools – if you do not, contact the Digital Publishing Librarian to have the plugin upgraded.

Uploading submissions with the QuickSubmit plugin

Use the form once for each submission. Following these steps will schedule the submissions for publication in a future issue. The content will not be published until you publish the issue (See Publishing an Issue)

1. Choose Submission Language, if applicable
2. Choose appropriate Section
3. Full title goes in Title
4. Add the Abstract, if applicable
5. For each contributor, Click Add Contributor (button to the right of “List of Contributors”)
   1. In the Add Contributor window, enter the author’s Name.
   2. Under Contact, you have two options for the email address you enter:
      1. If this is a) the first publication of the submission and b) your journal uses the ORCID plugin, you should enter the author’s email address;
      2. if this is not the first publication of the submission (ie, it was initially published on another platform) or you do not use the ORCID ID plugin, you should enter your email address or a generic address. It will not appear on the journal website and the author will not receive potentially confusing email from the system.
   3. Select the Country (this is a mandatory field but does not appear anywhere on the website).
   4. Select the Contributor’s Role.
   5. Then, click Save.
   6. Repeat the Add Contributor process for all authors.
6. Upload the article text (the galley) under Galleys. Click Add galley.
   1. In the Create New Galley window, enter the file format under Galley Label (usually “PDF”) and ensure the Language is properly set. Click Save.
   2. Select the Article Component. This will almost always be Article Text. Then either drag the file from your desktop to the window or click Upload File to search for it.
   3. Once the file name appears in the window with a green check, click Continue.
   4. In the next tab, click Continue.
   5. In the next tab, click Continue.
   6. If you have galleys in other formats, repeat steps a-e with appropriate label.
7. Select Published rather than Unpublished. In the Schedule for publication in drop-down, select the appropriate issue.
   1. NB: the Publish/Unpublished buttons are mislabeled – they should be Scheduled/Unscheduled.
   2. If you assign the submission to an issue that was already published, submission will be published when you click Save. If you assign the submission to a future issue, it will only be published when you publish the issue.
8. Enter the Date of Publication under Published (likely today’s date)^[1].
9. Click Save. You will be brought to a confirmation screen.

Finding and editing submissions after publication

If you need to edit a submission after creating and saving it in QuickSubmit, you can find it in one of your submissions queues. Access your submission queues by clicking Submissions at the top of the left-hand navigation menu.

• If you did not assign an issue in step 7, the submission will appear in All Active. If you are retrieved the submission with the same account that uploaded it, it will also appear in My Active.
• If you did assign and an issue in step 7, the submission will appear in the Archives queue with the Scheduled status.

Once you find the submission in the proper queue, you can edit it. To edit the submissions:

1. Click View to the right of the submission entry in the queue
2. Click the Publication tab to edit the submission metadata, upload or change the galley file, change the section, or assign it to an issue
3. Click Save at the bottom of the screen after making any changes.