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Publisher Library in OJS: Sharing Documents with Authors and Editors

How to use the Publisher Library to share templates, contracts and guides with your journal’s users.

OJS Settings 2 min read Updated
On this page
  1. What to put in it
  2. Adding a file
  3. Making a file public
  4. Questions

The Publisher Library is a shared shelf of documents for your journal: manuscript templates, style guides, copyright forms, policies. Journal managers and editors add files once, and they’re available inside every submission’s library. You’ll find it under Settings → Workflow → Publisher Library.

What to put in it

  • A manuscript template (Word or LaTeX) in your house style.
  • Your reference style guide.
  • Copyright or licence agreement forms.
  • Guidance for reviewers and copyeditors.
  • Policies authors may need to sign or read, such as an ethics declaration.

Adding a file

  1. Open the Publisher Library and choose Add a file.
  2. Give it a clear name and pick a type, for example marketing, permissions, reports, or other.
  3. Upload the file and save.

Editors can then open the Library inside any submission to see these documents alongside files specific to that submission.

Making a file public

A file can be marked public, which gives it a link you can use on your website, for example to offer the manuscript template from your author guidelines page. Only make public what you’d be happy for anyone to download.

Keep one current version of each document and replace it when it changes. Old templates floating around are a common cause of formatting problems in submissions.

Menu names move a little between OJS 3.3, 3.4 and 3.5, and some themes and plugins add their own options. If a setting isn’t where this guide says, check PKP’s Learning OJS guide for your version. This guide is independent and not endorsed by PKP.

Setting up a new journal? Our journal website design and development service covers OJS configuration end to end.

Questions

Where is the Publisher Library in OJS?

Settings → Workflow → Publisher Library (journal manager access).

Can authors download files from the Publisher Library?

Files are available in the submission’s library to the people working on it, and any file marked public can be shared by link.

What’s the difference between the Publisher Library and the submission library?

The Publisher Library holds documents for the whole journal; a submission’s library holds files for that one submission, plus the shared ones.

Last updated on October 9, 2026

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