Moving the Submission from Review to Production

Once all activities in the Review stage have been completed, including the peer review process, revision process (if applicable), final editorial decision, APC process, and payment confirmation, the editorial user can proceed with moving the accepted submission to the Production stage.

The Move to Production action should be performed only after confirming that all required review and APC-related activities have been completed.

Steps to Move the Submission to Production

1. Go to the manuscript in the Review stage.

2. Confirm that the required processes have been completed. For APC-enabled submissions, the APC payment status should show Payment Completed before proceeding.

3. Click Actions and select Move to Production.

4. The Accept & Move to Production window will open.

5. The system displays the files available from different stages of the submission. These are organized mainly under:

Submission Final Files – Files submitted or finalized during the submission process.

Review Final Files – Files available from the review process, including files from the applicable review round.

6. Expand the relevant file sections to review all available files.

7. Before moving the article to Production, identify the latest and final version of the manuscript. If revisions were completed during peer review, make sure the revised/final manuscript is selected rather than the original version submitted at the beginning of the workflow.

8. The editorial user can use the View icon to preview a file or the Download icon to download and verify it before making the selection.

9. Select the checkbox next to each final file that needs to be transferred to Production. More than one file can be selected when multiple files are required for production.

10. After selecting all required final files, click Submit

After Submission

Once Submit is clicked, the selected files will be carried forward and the manuscript will move from the Review stage to the Production stage.

The Production team can then use the selected final files for the subsequent publishing activities

PRODCUTION

Production Stage

Once the submission has successfully completed the Review stage and the required files have been selected using Move to Production, the article will move to the Production stage.

The Production stage provides the editorial and production teams with the files, communication tools, production jobs, and completed outputs required to prepare the article for publication.

Production Stage Sections

The following sections are available on the left-hand side:

1. Production Ready Files

All files selected while moving the article from Review to Production will be displayed under Production Ready Files.

These are the finalized source files that can be used for production activities. The editorial/production user can:

a. View individual files.

b. Download individual files.

c. Use Download All to download all available production-ready files.

d. Upload Additional File(s) if any additional material is required for production.

2. Production Discussions

Production Discussions can be used for communication related to the production process.

To start a discussion, click Add Discussion and:

a. Select the required Participant(s).

b. Enter the Subject.

c. Enter the message.

d. Upload a file, if required.

e. Click Add Discussion.

This allows production-related communication and supporting files to be maintained within the article workflow.

3. Production Jobs

If the journal is configured to use the Production Workflow Management process, the corresponding production job will be available under Production Jobs.

The production job can be used to manage and track the configured production activities for the article.

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The detailed Production Job workflow can be covered separately under the Production Workflow Management guide

4. Production Completed Files

This section contains the final files produced after the production process has been completed.

When Production Workflow Management is used:

Once the configured production job is completed, the completed production files will be automatically fetched and displayed under Production Completed Files.

When production is managed manually:

If the editorial team handles production outside the system, such as through email or another external method, the final production files can be uploaded manually.

To upload a completed file:

a. Open Production Completed Files.

b. Click Upload File.

c. Click Choose Files and select the completed production file.

d. Click Upload File.

The uploaded file will then be available under Production Completed Files.

Participants

The Participants section is used to assign users who will be involved in the article’s Production stage.

To assign a participant:

1. Open Participants from the left-hand menu.

2. Click Assign Participants.

3. Under Select Role Name, choose the required production role.

4. Under Assign User, select the user who needs to be assigned to the article.

5. Under Select Workflow, choose the production workflow in which the participant will be involved, if applicable.

6. Click Assign.

Once assigned, the participant will be displayed in the Participants section and can take part in the relevant production activities based on their assigned role and workflow.

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Participants can also be selected when creating a Production Discussion, allowing production-related communication to be directed to the appropriate users.

Summary

The Summary tab provides an overview of the article and its submission information in one place. It includes key details such as Journal Name, Article Type, Article ID, Manuscript Title, Subject, Discipline, Submission Language, Keywords/Tags, Abstract, Conflict of Interest, Similarity Proof Document, License Agreement, and Contributors.

Available documents can also be viewed or downloaded directly from this section.

More

Click More to access additional submission-related information and records:

• Article Lifecycle – View the complete progression and status history of the article.

• Letters History – View letters generated or sent during the submission workflow.

• Submission Logs – View the activity and action history associated with the submission.

• Crossref Meta – Download the article metadata prepared for Crossref.

• Meta Download – Download the available article metadata.

Mail Trigger Configuration – Production

The Mail Trigger Configuration allows the editorial user to configure automated email reminders and escalation notifications when a Production Job task remains incomplete after its delivery due date.

For the Production stage, the available scenario is:

Production job task is still in progress after the delivery due date

Configure the following settings:

1. No. of Days – Specify the number of days after the delivery due date when the reminder emails should begin.

2. Time of Interval – Specify the interval between subsequent reminder emails.

3. Max. Emails – Enter the maximum number of reminder emails that can be sent for the overdue production task.

4. Cancel – Enable this option if the configured reminder/escalation process needs to be cancelled.

5. Escalation Mail To – Select the role that should receive the escalation email when the production task remains incomplete.

6. After completing the required configuration, click Save Changes.

Example: If No. of Days = 3, Time of Interval = 3, and Max. Emails = 3, the system will begin sending reminders after the configured 3-day period and continue based on the specified interval, up to a maximum of three emails.

This configuration helps the journal team follow up on overdue production tasks without having to manually track and send reminder emails.

Assign DOI

Once the manuscript has completed the required production process and is ready for publication, a Digital Object Identifier (DOI) can be assigned to the article in Kryoni JMS.

The DOI is generated using the DOI prefix and suffix configuration defined in the journal settings.

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For instructions on configuring the DOI Prefix and Suffix Pattern, refer to the DOI Configuration section: [Refer Link].

How to Assign a DOI

1. Open the article in the Production stage and go to Production Ready Files.

2. Click Assign DOI.

3. The DOI Generation window will open.

4. Under Select Content Type, select the required option based on how the DOI needs to be generated.

Article – Select this option to generate the DOI automatically for the individual article using the DOI prefix and article suffix pattern already configured in the journal settings.

The generated DOI will be displayed under DOI Preview. Review the DOI carefully and click Generate DOI to assign it to the article.

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No additional information needs to be entered for the Article option. The DOI is generated automatically based on the configured pattern and article information.

Issue

Select Issue when the DOI needs to be generated using the configured DOI suffix pattern along with issue-specific information.

Example:

• Enter the Volume Number.

• Enter the Issue Number.

• The system will automatically generate the DOI Preview using the configured DOI prefix and suffix pattern.

• Review the generated DOI before proceeding.

If the configured suffix pattern is based on the Journal Abbreviation, Volume Number, Issue Number, and Article ID, the values entered for the volume and issue will automatically be incorporated into the DOI.

Custom

Select Custom when you want to assign a DOI suffix manually instead of using the journal's configured suffix pattern.

• The configured DOI Prefix will remain unchanged.

• Enter the required value in DOI Suffix.

• The complete DOI will automatically appear under DOI Preview.

Example:

DOI Prefix: 10.1234/

Custom DOI Suffix: IJEST-129/1213

DOI Preview: 10.1234/IJEST-129/1213

This option provides flexibility when a specific DOI suffix needs to be assigned to the article.

After reviewing the DOI Preview, click Generate DOI.

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Important: Once the DOI has been generated, it cannot be edited. Verify the DOI prefix, suffix, volume/issue information, and DOI Preview carefully before generating the DOI.

After DOI Generation

Once the DOI is successfully generated, it will be displayed under Additional Information for the article.

Click Additional Information to view:

• Author – Displays the author name.

• DOI – Displays the DOI assigned to the article. The copy icon can be used to copy the DOI.

• APC – Click APC Summary to view the article’s APC and payment details.

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Once a DOI has been generated and assigned, it cannot be edited.

Complete the Production Stage

Once all production activities have been completed and the final files have been verified, the Editorial User can complete the Production stage.

Click Actions. Two options are available:

• Mark as Completed – Select this when all production work is finished and the article is ready to complete the production workflow.

• Revert to Previous Stage – Select this if the article needs to be moved back to the Review stage for further corrections or required actions.

To complete the process, click Mark as Completed and confirm the action. The article will then be marked as Production Completed.

After selecting Mark as Completed, the Complete Production window will open.

1. Confirm that you want to mark the article as completed.

2. Under Would you like to update the publish date later?, select:

   a. Yes – The publication date can be updated later.

   b. No – Use the Publish Date displayed/selected during completion.

3. Enable Record the submission and move to archive if the completed submission should be recorded and moved to the archive.

4. Click Yes to confirm and complete the Production stage.

5. Click No if you do not want to proceed with production completion.

Once confirmed, the article's Production stage is completed, and the submission will be moved to the archive if the archive option is selected.

Crossref Metadata XML Download

Once the manuscript has completed the editorial, review, APC, and production processes and the final article has been published online, the article metadata may need to be submitted to indexing and discovery services.

If the journal is using Stream Space for content hosting, the required indexing XML files can be generated through the hosting platform itself for supported services such as Crossref, DOAJ, PubMed, EBSCO, and others, based on the journal's indexing requirements and eligibility.

If the journal is not using Stream Space, Kryoni JMS provides the option to generate and download the Crossref Metadata XML for the published article.

How to Generate the Crossref XML

Open the required manuscript in Kryoni JMS and go to the Summary tab.

Click More and select Crossref Meta. The CrossRef Meta Download window will open.

This window collects the publication information required to prepare the Crossref metadata XML

Complete the following information:

• Depositor Name – Enter the name of the person or organization responsible for submitting the metadata to Crossref.

• Depositor Email – Enter the email address associated with the depositor.

• DOI – Displays the DOI already assigned to the article.

• Volume – Enter the volume number in which the article has been published.

• Issue – Enter the corresponding issue number.

• First Page – Enter the first page number of the published article.

• Last Page – Enter the last page number of the article.

• Online ISSN – Displays the journal's configured Online ISSN.

• Print ISSN – Displays the journal's configured Print ISSN.

• Publish Date – Select the actual online publication date of the article.

• Article URL – Enter the final published URL where readers can access the article.

Download the XML

After completing all the required fields, carefully verify the publication information and click Download.

Kryoni JMS will generate the Crossref Metadata XML using the article information available in the system together with the publication details entered in this window.

The downloaded XML can then be used as part of the journal's Crossref metadata deposit process.

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Important: The article should already have its final publication information before generating the XML. Ensure that the DOI, volume, issue, page numbers, publication date, ISSNs, and article URL are correct so that the generated metadata represents the published article accurately.