Editorial Workflow Setup in OJS
Overview
“We installed OJS two years ago and have been fighting it ever since. Nobody knows who is supposed to do what, and half the emails go out with the wrong wording.” OJS is capable, but it ships generic. A journal that never designs its workflow ends up with an editor doing everything, reviewers who receive unclear invitations, and decisions that depend on who remembers.
NeucitePress documents how your journal currently works and where it hurts, designs the workflow you need from submission to publication with clear roles, stages, decision points and turnaround targets, writes the procedures and email templates, and configures OJS so that the system enforces the design.
Who this is for: new journals setting up OJS for the first time, established journals whose OJS has grown messy, and journals migrating from another manuscript system.
What’s Included
- Current-state analysis — existing process, pain points and goals documented
- Workflow map — visual diagrams for every stage from submission to publication
- Role definitions — responsibilities for editor-in-chief, section editors, managing editor, reviewers, copyeditors and production
- Turnaround standards — target times for each stage
- Email templates — 15 or more customized templates for author, reviewer and editor correspondence
- Standard operating procedures — a complete procedures manual, delivered as editable files you own
- OJS configuration — sections, review settings, user roles, email templates, reminders and decision options set to match the design
How It Works
| Phase | Timeline |
|---|---|
| Discovery | Days 1–3 |
| Design | Days 4–10 |
| Documentation and OJS configuration | Days 11–14 |
What Stays With Your Editors
The journal’s editors keep final authority over reviewer selection, editorial assessment and acceptance; the workflow defines who does what and when, not what they decide. NeucitePress runs the design process and configures the infrastructure.
Important Limitations
- Requires an existing OJS 3.x installation with administrator access. Installation is a separate service (see OJS on Your Own Servers).
- Covers one journal; multi-journal pricing on request.
- Two revision rounds included; additional rounds at $200 per round.
- Configures the workflow; it does not operate it. Ongoing handling of submissions is offered under the Managed Editorial Office.
Common Questions
We are not on OJS. Can you still design the workflow?
Yes. The design, procedures and templates are platform-independent; configuration on other systems is quoted separately.
Will this shorten our decision times?
A designed workflow with reminders and clear roles removes the administrative delays. If turnaround is the main problem, the Faster Editorial Decisions program adds diagnosis, targets and monthly tracking.
Do we own the documents?
Yes. Procedures, diagrams and templates are delivered as editable files.
Every engagement can begin with the Journal Health Check.
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