Skip to content
Knowledge Base
Contact support altechmind.com

OMP Book Publishing Guide: Complete Workflow for Authors and Editors

OMP 27 min read Updated
On this page
  1. What is Open Monograph Press?
  2. Understanding OMP Workflow Stages
  3. Submission Types: Monograph vs Edited Volume
  4. Part 1: Complete Author Guide
  5. Part 2: Complete Editor Guide
  6. Part 3: Publication Format and File Management
  7. Part 4: Workflow Configuration and Best Practices
  8. Troubleshooting Common Issues
  9. OMP Services from Altechmind
  10. About This Guide

Open Monograph Press (OMP) is PKP’s open-source platform for managing and publishing scholarly books, edited volumes, and monographs. This comprehensive guide covers every aspect of book publishing in OMP 3.5—from author registration and submission through editorial review, copyediting, production, and final publication.

What is Open Monograph Press?

Open Monograph Press (OMP) is free, open-source software developed by the Public Knowledge Project (PKP) specifically for managing scholarly book publishing. While OJS handles journal articles, OMP is designed for the unique requirements of book publishing—including monographs, edited volumes with multiple chapter authors, and scholarly editions.

OMP provides a complete publishing workflow that includes submission management, peer review coordination, copyediting, production, catalog management, and online publication in multiple formats including PDF, EPUB, and HTML.

Understanding OMP Workflow Stages

OMP organizes book publishing into five sequential workflow stages. Each submission progresses through these stages from initial submission to final publication.

Stage 1: Submission

The author submits their manuscript along with metadata, contributor information, and chapter details. The submission enters a queue for editorial review.

Stage 2: Internal Review

Press editors conduct an initial evaluation of the submission. They assess whether the manuscript fits the press scope, meets quality standards, and should proceed to external peer review.

Stage 3: External Review

External reviewers—subject matter experts outside the press—evaluate the manuscript and provide detailed feedback. Multiple rounds of review may occur.

Stage 4: Copyediting

After acceptance, the manuscript undergoes language editing, style corrections, and formatting to prepare it for publication.

Stage 5: Production

The copyedited manuscript is converted into final publication formats (PDF, EPUB, HTML), proofread, and prepared for catalog entry and publication.

Submission Types: Monograph vs Edited Volume

OMP supports two primary submission types, each with distinct workflows and metadata requirements.

Monograph

A monograph is a single scholarly book written by one author or a team of co-authors. All content is attributed to the same set of contributors. Monographs may have chapters, but those chapters share the same authorship as the overall work.

Characteristics of Monographs:

  • Single author or consistent co-author team throughout
  • Unified narrative or argument across chapters
  • All chapters attributed to the same contributors
  • Simpler metadata structure

Best suited for:

  • Single-author research books
  • Co-authored scholarly works
  • Dissertation-based publications
  • Research reports and studies

Edited Volume

An edited volume is a collection of chapters, each potentially written by different authors, compiled and organized by one or more volume editors. Each chapter can have its own set of contributors, abstracts, and metadata.

Characteristics of Edited Volumes:

  • One or more volume editors who compile the work
  • Different authors for individual chapters
  • Each chapter has independent metadata
  • Chapter-level abstracts and contributor information
  • More complex metadata structure

Best suited for:

  • Conference proceedings
  • Thematic essay collections
  • Festschriften (tribute volumes)
  • Multi-author handbooks
  • Anthologies

Part 1: Complete Author Guide

This section covers everything authors need to know about submitting and managing their book submissions in OMP.

1.1 Registering as an Author

Before submitting a manuscript, you must have a registered account on the press website.

Step-by-step registration:

  1. Navigate to the press homepage
  2. Click Register in the top navigation menu
  3. Complete the registration form with your details:
    • Given Name (required)
    • Family Name (required)
    • Affiliation/Institution
    • Country
    • Email Address (required)
    • Username (required)
    • Password (required)
  4. Select your preferred language if the press is multilingual
  5. Check the box agreeing to the privacy statement
  6. If you want to submit manuscripts, ensure the Author role is selected under “Register as”
  7. Click Register to create your account
  8. Check your email for a verification link if required by the press

Note: Some presses may require administrator approval before your account is activated. You will receive an email notification when your account is ready.

1.2 Logging In and Accessing Your Dashboard

After registration, log in to access your author dashboard.

  1. Click Login on the press homepage
  2. Enter your username and password
  3. Click Login to access your dashboard

Understanding the Author Dashboard:

The dashboard displays:

  • My Queue: Submissions requiring your attention
  • My Submissions: All your current and past submissions
  • New Submission: Button to start a new submission

1.3 Starting a New Submission

To begin submitting your book:

  1. Log in to your dashboard
  2. Click New Submission button
  3. The submission wizard opens with multiple steps

The submission wizard guides you through five steps: Prepare, Upload, Metadata, Chapters (for edited volumes), and Confirmation.

1.4 Step 1: Prepare

The Prepare step establishes the foundation of your submission.

Selecting Submission Type:

Choose the appropriate submission type:

  • Select Monograph if you are submitting a single-author book or a book where all chapters share the same authors
  • Select Edited Volume if you are submitting a collection with different authors for different chapters

Important: This selection affects how OMP handles chapter authorship and metadata. Choose carefully as changing this later requires editorial intervention.

Submission Language:

If the press supports multiple languages, select the primary language of your submission.

Submission Requirements Checklist:

Review each requirement and check the box to confirm compliance. Common requirements include:

  • The submission has not been previously published
  • The submission is not currently under consideration elsewhere
  • The submission file is in an acceptable format (typically .doc, .docx, or .pdf)
  • The text follows the press style guidelines
  • References are properly formatted
  • Author information has been removed for blind review (if required)

You cannot proceed until all requirements are checked.

Comments for the Editor:

Use this optional field to communicate important information to the editor, such as:

  • Special considerations for your submission
  • Suggested reviewers or reviewers to avoid
  • Relevant context about the work
  • Any conflicts of interest
  • Funding information

Privacy Statement:

Read and acknowledge the press privacy statement regarding how your data will be handled.

Click Save and Continue to proceed to file upload.

1.5 Step 2: Upload Files

The Upload step allows you to add your manuscript and supporting files.

File Upload Interface:

OMP provides a drag-and-drop interface for uploading files. You can either:

  • Drag files directly into the upload area
  • Click Upload File and browse your computer

Uploading Your Manuscript:

For each file you upload:

  1. Click Upload File or drag the file into the upload area
  2. In the popup window, select the Article Component that describes this file:
    • Book Manuscript – The complete manuscript file
    • Chapter – An individual chapter file
    • Figure – Images, charts, or diagrams
    • Table – Data tables
    • Bibliography – Reference list
    • Index – Book index
    • Appendix – Supplementary appendix material
    • Other – Any other supporting material
  3. Review the filename—you can edit it if needed
  4. Add an optional description
  5. Click Continue
  6. Confirm the upload by clicking Complete

Uploading Multiple Files:

You can upload multiple files to your submission. For edited volumes, consider uploading:

  • Complete manuscript as a single file, OR
  • Individual chapter files (allows chapter-level authorship assignment)
  • Front matter (preface, acknowledgments, table of contents)
  • Back matter (index, bibliography)
  • Figures and tables (if separate from main text)

File Format Recommendations:

  • Preferred: Microsoft Word (.doc, .docx) for text files
  • Acceptable: PDF for final formatted documents
  • Images: High-resolution JPG, PNG, or TIFF
  • Tables: Excel (.xlsx) or embedded in Word document

File Size Limits:

Check your press guidelines for maximum file sizes. If you encounter upload errors, try:

  • Compressing images within the document
  • Splitting large files into smaller parts
  • Contacting the press administrator about size limits

Click Save and Continue after uploading all necessary files.

1.6 Step 3: Metadata

The Metadata step captures essential information about your book that appears in the catalog and helps readers discover your work.

Title and Subtitle:

  • Title: Enter the complete title of your book (required)
  • Subtitle: Enter the subtitle if applicable (optional)

Prefix and Full Title:

Some presses may have fields for title prefix (e.g., “The”, “A”) to improve sorting.

Abstract:

Write a comprehensive abstract describing your book. This is crucial for discoverability.

Tips for writing an effective abstract:

  • Summarize the main argument or contribution
  • Identify the target audience
  • Highlight unique aspects of the work
  • Include relevant keywords naturally
  • Keep it between 150-300 words typically
  • Avoid jargon unless necessary for your audience

Contributors:

Add all authors, editors, and other contributors to your submission.

Adding a contributor:

  1. Click Add Contributor
  2. Complete the contributor form:
    • Given Name: First name (required)
    • Family Name: Last name (required)
    • Preferred Public Name: How the name should appear publicly (optional)
    • Email: Contact email (required)
    • Country: Country of residence
    • Affiliation: Institution or organization
    • ORCID iD: If the contributor has an ORCID identifier
    • Bio Statement: Brief biography
    • Role: Select from Author, Volume Editor, Translator, etc.
  3. Check Principal Contact for the primary corresponding author
  4. Check Include in Browse Lists if this contributor should appear in catalog browsing
  5. Click Save

Contributor Roles:

  • Author: Primary writer of the content
  • Volume Editor: Editor who compiled an edited volume
  • Chapter Author: Author of a specific chapter (added at chapter level for edited volumes)
  • Translator: Translated the work
  • Illustrator: Created illustrations
  • Other: Custom role as defined by the press

Ordering Contributors:

After adding multiple contributors, you can drag and drop to reorder them. The order here determines how they appear in the publication.

Keywords:

Add keywords that describe your book’s content, themes, and methodology.

Tips for keywords:

  • Include 5-10 relevant keywords
  • Use terms readers would search for
  • Include both broad and specific terms
  • Consider discipline-specific terminology
  • Avoid overly generic terms

Categories:

If the press has defined categories, select all that apply to your book. Categories help readers browse the catalog by subject area.

Series:

If your book belongs to a press series, select the appropriate series from the dropdown.

Coverage:

Some presses collect geographic or temporal coverage information:

  • Geographic Coverage: Regions or countries covered
  • Temporal Coverage: Time period covered

Additional Metadata:

Depending on press configuration, you may see additional fields:

  • Type: Type of work (textbook, monograph, reference, etc.)
  • Source: If derived from another work
  • Rights: Copyright information
  • Languages: Languages used in the work
  • Subjects: Controlled vocabulary subject terms

Click Save and Continue after completing all metadata.

1.7 Step 4: Chapters (Edited Volumes Only)

For edited volumes, this step allows you to define individual chapters with their own metadata and authors.

Note: This step only appears if you selected “Edited Volume” as your submission type.

Adding a Chapter:

  1. Click Add Chapter
  2. Complete the chapter form:
    • Title: Chapter title (required)
    • Subtitle: Chapter subtitle (optional)
    • Abstract: Summary of the chapter content
    • Pages: Page range (e.g., “1-25” or leave blank if unknown)
    • Date Published: If chapter has its own publication date
  3. Click Save

Adding Chapter Authors:

After creating a chapter, add its specific authors:

  1. Click on the chapter title to open chapter settings
  2. Click Add Contributor within the chapter
  3. Add author details (may select from existing contributors or add new)
  4. Specify their role in this chapter
  5. Click Save

Associating Chapter Files:

If you uploaded individual chapter files:

  1. Open the chapter settings
  2. Scroll to the file selection area
  3. Select the corresponding chapter file from the dropdown
  4. Click Save

Ordering Chapters:

Drag and drop chapters to arrange them in the correct order. This order determines how they appear in the table of contents.

Chapter Metadata Tips:

  • Write chapter abstracts that stand alone—readers may access individual chapters
  • Ensure chapter authors are correctly attributed
  • Use consistent formatting for chapter titles
  • Include page ranges if known

Click Save and Continue after configuring all chapters.

1.8 Step 5: Confirmation

The Confirmation step displays a complete summary of your submission for final review.

Review Checklist:

Verify the following before submitting:

  • Submission Type: Correct type selected (Monograph or Edited Volume)
  • Files: All necessary files are uploaded
  • Title and Abstract: Accurate and complete
  • Contributors: All authors/editors listed with correct information
  • Chapters: All chapters added with correct authors (edited volumes)
  • Keywords and Categories: Appropriate terms selected
  • Metadata: All required fields completed

Making Changes:

If you need to make changes:

  1. Click the step name in the navigation (Prepare, Upload, Metadata, or Chapters)
  2. Make your corrections
  3. Click Save and Continue to return to Confirmation

Submitting:

When everything is correct:

  1. Click Submit (or Finish Submission)
  2. A confirmation dialog appears
  3. Click OK to confirm

After Submission:

You will receive:

  • An on-screen confirmation message
  • An email confirming your submission
  • A submission ID for reference

Your submission now enters the editorial workflow and appears in your dashboard under “My Submissions.”

1.9 Tracking Your Submission

After submitting, monitor your submission’s progress through the dashboard.

Accessing Your Submissions:

  1. Log in to your dashboard
  2. Click Submissions in the left menu
  3. View your submissions under My Submissions

Understanding Submission Status:

Your submission displays its current workflow stage:

  • Submission: Awaiting initial editorial review
  • Internal Review: Being evaluated by press editors
  • External Review: Undergoing peer review
  • Copyediting: Being prepared for publication
  • Production: Final files being created
  • Published: Book is live in the catalog

Viewing Submission Details:

Click on a submission title to view:

  • Current workflow stage
  • Any discussions with editors
  • Review decisions and feedback
  • File versions
  • Activity log

1.10 Responding to Editorial Requests

During the review process, editors may contact you with requests or decisions.

Revision Requests:

If revisions are requested:

  1. You will receive an email notification
  2. Log in and open your submission
  3. Read the editor’s comments and reviewer feedback
  4. Download any review files provided
  5. Make requested revisions to your manuscript
  6. Upload the revised manuscript:
    • Navigate to the appropriate workflow stage
    • Click Upload File in the Revisions panel
    • Upload your revised manuscript
    • Select “This is a revision of an existing file” if replacing a previous version
  7. Respond to the editor using the Discussion panel:
    • Click Add Discussion
    • Add the editor as a participant
    • Explain the changes you made
    • Click OK to send

Responding to Review Comments:

For detailed revision requests:

  • Create a response document addressing each reviewer comment
  • Upload this as a supplementary file
  • Reference specific changes in your discussion with the editor

Acceptance Notification:

When your submission is accepted:

  1. You receive an email notification
  2. The submission moves to Copyediting or Production
  3. You may be asked to review copyedits or proofs

1.11 Reviewing Copyedits

During the Copyediting stage, you may be asked to review editorial changes.

When asked to review copyedits:

  1. You receive an email with instructions
  2. Log in and navigate to your submission
  3. Find the copyedited file in Copyediting Discussions or Copyedited Files
  4. Download and review the edited manuscript
  5. Check that edits are accurate and don’t change your intended meaning
  6. Note any concerns or corrections needed
  7. Respond via Discussion panel with your approval or requested changes

Track Changes:

Copyeditors typically use Track Changes. Review all changes carefully, paying attention to:

  • Factual accuracy
  • Technical terminology
  • Meaning and intent
  • Citations and references
  • Figure and table references

1.12 Proofreading Galleys

During Production, you may be asked to proofread the final publication files (galleys).

When asked to proofread:

  1. You receive an email notification
  2. Log in and navigate to your submission
  3. Find the galley files (PDF, EPUB, or HTML) in Production Discussions
  4. Download and carefully review each format
  5. Check for:
    • Typographical errors
    • Formatting issues
    • Missing or incorrect content
    • Figure and table placement
    • Page numbers and headers
    • Table of contents accuracy
  6. Report any corrections via Discussion panel
  7. Confirm approval when galleys are correct

Proofreading Tips:

  • Print the PDF for easier review if possible
  • Check all hyperlinks in digital formats
  • Verify figure quality and captions
  • Confirm all author names are spelled correctly
  • Review the copyright and licensing information

1.13 After Publication

Once your book is published:

Accessing Your Published Work:

  • Your book appears in the press catalog
  • You receive a notification with the publication link
  • You can access statistics about views and downloads

Requesting Corrections:

If you discover errors after publication:

  1. Contact the editor via the Discussion panel or email
  2. Explain the error and provide the correction
  3. The editor may publish a corrected version

Versioning:

OMP 3.2+ supports version control. Significant changes may be published as a new version while maintaining the original.

Part 2: Complete Editor Guide

This section covers everything press editors need to know about managing book submissions through the editorial workflow.

2.1 Editor Roles in OMP

OMP supports multiple editorial roles with different permissions:

Press Manager:

  • Full access to all press settings and submissions
  • Can configure workflow, roles, and press policies
  • Manages users and assignments

Press Editor:

  • Manages submissions through all workflow stages
  • Makes editorial decisions (accept, reject, request revisions)
  • Assigns reviewers and other participants
  • Has “press manager” level permissions by default

Series Editor:

  • Manages submissions within assigned series
  • Similar permissions to Press Editor but limited to specific series
  • Automatically sees submissions in their series

Production Editor:

  • Manages the Production stage
  • Creates publication formats
  • Uploads galley files
  • Publishes books to the catalog

Copyeditor:

  • Accesses submissions during Copyediting stage
  • Downloads and edits manuscript files
  • Uploads copyedited files

Layout Editor:

  • Creates publication format files (PDF, EPUB, HTML)
  • Works outside OMP to design and format books
  • Uploads final galley files

2.2 Navigating the Editorial Dashboard

Accessing the Dashboard:

  1. Log in with your editor credentials
  2. The dashboard displays based on your role

Dashboard Sections:

Left Menu Panel:

  • Submissions: Access all submissions
  • Catalog: Manage published books
  • Settings: Press configuration (Press Managers only)
  • Users & Roles: User management
  • Tools: Import/export and other utilities
  • Statistics: Usage reports

Submissions Menu:

  • My Queue: Submissions assigned to you requiring action
  • Unassigned: New submissions awaiting assignment
  • Active: All submissions in progress
  • Archives: Completed or declined submissions

2.3 Reviewing New Submissions

When a new submission arrives, it appears in Unassigned (for Press Managers) or is assigned to an editor.

Opening a Submission:

  1. Click on the submission title to open the submission record
  2. Review the submission summary

Submission Record Layout:

Metadata Bar (Top):

  • Submission ID and status
  • Author name(s) and title
  • Links to Metadata, Activity Log, and Library

Workflow Tabs:

  • Submission
  • Internal Review
  • External Review
  • Copyediting
  • Production

Main Panel:

  • Files uploaded by the author
  • Discussion panels for communication
  • Stage-specific actions

Right Panel:

  • Action buttons (editorial decisions)
  • Participants list
  • Stage-specific options

2.4 Assigning Submissions to Editors

Press Managers assign new submissions to editors for handling.

To assign an editor:

  1. Go to Submissions → Unassigned
  2. Click on the submission to open it
  3. In the Participants panel (right side), click Assign
  4. In the popup window:
    • Select the role (Press Editor, Series Editor, etc.)
    • Search for and select the editor
    • Optionally customize the notification email
    • Choose whether to allow them to make recommendations or decisions
  5. Click OK to confirm

The assigned editor receives an email notification and sees the submission in their queue.

2.5 Pre-Review Evaluation

Before sending to review, evaluate whether the submission is suitable.

Initial Assessment Checklist:

  • Does the submission fit the press scope?
  • Is the manuscript complete?
  • Does it meet basic quality standards?
  • Are all required files present?
  • Is the metadata complete?

Possible Actions:

  • Send to Internal Review: Proceed with editorial evaluation
  • Send to External Review: Skip internal review (if configured)
  • Request Revisions: Ask author for changes before review
  • Decline Submission: Reject submissions that clearly don’t fit

2.6 Internal Review Process

Internal review allows press editors to evaluate submissions before external peer review.

Initiating Internal Review:

  1. Open the submission
  2. Click Send to Internal Review in the action panel
  3. Select which files to include in the review
  4. Click Record Editorial Decision

The submission moves to the Internal Review stage.

Adding Internal Reviewers:

  1. In the Internal Review stage, go to the Reviewers section
  2. Click Add Reviewer
  3. Choose how to add the reviewer:
    • Enroll Existing User: Select from registered users
    • Create New Reviewer: Add a new user account
    • Enroll User from Another Press: For multi-press installations
  4. Select the reviewer
  5. Configure the review:
    • Review Type: Choose review method (Anonymous, Open, etc.)
    • Review Form: Select the form reviewers will complete
    • Review Due Date: Set the deadline
    • Response Due Date: Deadline to accept/decline the request
    • Files: Select which files reviewers can access
  6. Customize the invitation email
  7. Click Add Reviewer to send the request

Managing Internal Reviews:

Monitor review progress in the Reviewers section:

  • Awaiting Response: Reviewer hasn’t accepted/declined
  • Request Declined: Reviewer declined—assign another
  • Review in Progress: Reviewer is working on review
  • Review Submitted: Reviewer completed their evaluation
  • Review Overdue: Deadline passed without submission

Sending Reminders:

For overdue or pending reviews:

  1. Click the reviewer’s name
  2. Click Send Reminder
  3. Customize the reminder message
  4. Click OK to send

Reading Internal Reviews:

When a review is submitted:

  1. Click on the reviewer’s name
  2. Click Read Review or Review Details
  3. View the completed review form and any comments
  4. Download attached review files if any

Internal Review Decisions:

After reviews are complete, make a decision:

  1. Click the appropriate decision button in the right panel
  2. Options typically include:
    • Request Revisions: Ask author to revise
    • Send to External Review: Proceed to peer review
    • Accept Submission: Skip external review and accept
    • Decline Submission: Reject the submission
  3. Add decision comments for the author
  4. Select which files/reviews to share with the author
  5. Click Record Editorial Decision

2.7 External Review Process

External review involves subject-matter experts outside the press.

Initiating External Review:

  1. From Internal Review, click Send to External Review
  2. Select files for review
  3. Confirm the action

Alternatively, from Submission stage, you can send directly to External Review if internal review isn’t required.

Adding External Reviewers:

The process mirrors internal review. Additional considerations:

Selecting Appropriate Reviewers:

  • Consider expertise in the subject area
  • Check for conflicts of interest
  • Review past review history and reliability
  • Balance reviewer workload

Review Types:

  • Anonymous Reviewer/Anonymous Author: Double-blind review
  • Anonymous Reviewer/Disclosed Author: Single-blind review
  • Open: Both parties know each other’s identity

Managing External Reviews:

Monitor and manage reviews using the same tools as internal review:

  • Track response and completion status
  • Send reminders for overdue reviews
  • Reassign if reviewers decline or are unresponsive
  • Cancel reviews if necessary

Requesting Additional Reviews:

If you need more reviews:

  1. Click Add Reviewer to assign additional reviewers
  2. Reviews can run concurrently

New Review Round:

If revisions are requested and resubmitted, you may start a new review round:

  1. After author uploads revisions, click New Review Round
  2. Select files for the new round
  3. Assign reviewers (may be same or different)

External Review Decisions:

After gathering sufficient reviews:

  1. Consider all reviewer feedback
  2. Click the appropriate decision:
    • Request Revisions: Author must revise and resubmit
    • Accept Submission: Manuscript accepted for publication
    • Decline Submission: Manuscript rejected
  3. Write decision comments for the author
  4. Select reviews to share (with reviewer consent/policy)
  5. Click Record Editorial Decision

2.8 Communicating with Authors

Use Discussion panels to communicate with authors throughout the workflow.

Starting a Discussion:

  1. Navigate to the appropriate workflow stage
  2. In the Discussion panel, click Add Discussion
  3. Add participants (author, other editors, etc.)
  4. Enter subject and message
  5. Attach files if needed
  6. Click OK to send

All participants receive email notifications.

Replying to Discussions:

  1. Click on the discussion to open it
  2. Scroll to the bottom
  3. Type your reply
  4. Click OK to send

Discussion Best Practices:

  • Use clear, professional language
  • Be specific about what you’re asking
  • Include relevant attachments
  • Set clear deadlines when requesting action
  • Keep the author informed of progress

2.9 Copyediting Stage

After acceptance, the submission moves to Copyediting.

Moving to Copyediting:

  1. From External Review, click Accept and Skip to Copyediting or
  2. Record an Accept decision, which moves the submission forward

Assigning a Copyeditor:

  1. In the Copyediting stage, click Assign in Participants
  2. Select the Copyeditor role
  3. Choose the copyeditor
  4. Customize the notification with instructions
  5. Click OK

Copyeditor Instructions Should Include:

  • Deadline for completion
  • Style guide reference
  • Specific areas of concern
  • Whether to use Track Changes
  • How to handle queries to author

Managing Copyediting:

The Copyediting stage includes:

Draft Files Panel:

Files requiring copyediting (from accepted submission).

Copyedited Files Panel:

Where copyeditors upload their edited versions.

Copyediting Discussions:

Communication between editor, copyeditor, and author.

Copyediting Workflow:

  1. Copyeditor downloads files from Draft Files
  2. Edits manuscript outside OMP
  3. Uploads copyedited files to Copyedited panel
  4. Notifies editor via Discussion

Author Review of Copyedits:

To involve the author:

  1. Start a Discussion including the author
  2. Attach the copyedited file
  3. Ask them to review and approve or note concerns
  4. Set a response deadline

Moving to Production:

When copyediting is complete:

  1. Click Send to Production
  2. Select which copyedited files to include
  3. Confirm the action

2.10 Production Stage

The Production stage prepares the book for publication.

Production Stage Overview:

Production Ready Files:

Copyedited files ready for conversion to publication formats.

Production Discussions:

Communication between production team members.

Participants:

Layout editors, proofreaders, designers, etc.

Assigning Production Staff:

  1. Click Assign in Participants
  2. Select appropriate roles:
    • Production Editor
    • Layout Editor
    • Designer
    • Proofreader
  3. Send assignment with instructions

Creating Publication Formats:

Publication formats define how readers will access the book.

  1. Go to the Publication tab (above workflow stages)
  2. Navigate to Publication Formats
  3. Click Add publication format
  4. Configure the format:
    • Name: Format label (e.g., “PDF”, “EPUB”, “Hardcover”)
    • Format: Select from dropdown (Digital or Physical)
    • Physical format: Check if this is a print edition
    • Available: Check to make visible in catalog
  5. Click OK to save

Common Publication Formats:

Digital Formats:

  • PDF – Standard digital reading format
  • EPUB – E-reader compatible format
  • HTML – Web-based reading
  • MOBI – Kindle format

Physical Formats:

  • Hardcover
  • Paperback
  • Print-on-Demand

2.11 Uploading Publication Files (Galleys)

Final publication files must be uploaded to each publication format.

Uploading Files to a Publication Format:

  1. Open the publication format
  2. Click Select Files to choose from existing files, or
  3. Click Upload File to add new files
  4. For new uploads:
    • Click Upload File
    • Select Article Component (Book Manuscript, Chapter, etc.)
    • Upload your file
    • Complete the wizard
  5. The file appears in the format’s file list

Uploading Chapter-Specific PDFs:

For edited volumes with separate chapter files:

  1. Upload each chapter PDF to the publication format
  2. Go to Publication → Chapters
  3. Click on each chapter
  4. Associate the correct file with each chapter

File Approval:

Before files appear publicly, they must be approved:

  1. Open the publication format
  2. For each file, check two boxes:
    • Approve: Confirms the file is publication-ready
    • Set Terms: Configures access terms for the file
  3. Files without approval won’t appear in the catalog

ONIX Metadata:

For distribution to vendors, complete ONIX metadata:

  1. Open the publication format
  2. Complete available fields:
    • Physical dimensions (for print)
    • File size (for digital)
    • Product codes
    • Pricing information

2.12 Configuring Chapters (Edited Volumes)

Properly configured chapters ensure correct attribution and navigation.

Chapter Configuration:

  1. Go to Publication tab → Chapters
  2. Review chapters from submission or add new ones
  3. For each chapter, configure:
    • Title and subtitle
    • Abstract
    • Page range
    • Contributors
    • Associated file

Adding Chapter Contributors:

  1. Click on a chapter title
  2. Click Add Contributor
  3. Add or select chapter authors
  4. Specify their role
  5. Order contributors appropriately

Chapter File Association:

  1. Open chapter settings
  2. Scroll to file selection
  3. Select the correct chapter file
  4. Save changes

2.13 Final Metadata Review

Before publication, verify all metadata in the Publication tab.

Publication Tab Sections:

Title & Abstract:

  • Verify title, subtitle, and abstract are correct
  • Check for typos and formatting

Contributors:

  • Verify all contributors are listed
  • Check affiliations and ORCID iDs
  • Confirm ordering and roles

Chapters (Edited Volumes):

  • Verify all chapters are present
  • Check chapter authors
  • Confirm file associations

Metadata:

  • Keywords are appropriate
  • Categories are assigned
  • Series position is correct (if applicable)

Identifiers:

  • DOI is assigned (if using)
  • ISBN is entered (if applicable)

Permissions & Disclosure:

  • Copyright holder is specified
  • License is correctly assigned
  • Funding acknowledgments are included

Marketing:

  • Audience information (optional)
  • Representative/agent information (optional)
  • Publication dates (if chapters have individual dates)

2.14 Publishing the Book

When everything is ready, publish the book to the catalog.

Pre-Publication Final Check:

Verify:

  • At least one publication format exists with approved files
  • All required metadata is complete
  • Chapters are properly configured (edited volumes)
  • DOI/ISBN are assigned (if applicable)

Publishing:

  1. Go to the Publication tab
  2. Click the Publish button
  3. Confirm the publication

What Happens After Publishing:

  • The book appears in the press catalog
  • DOIs are activated (if configured for auto-registration)
  • ONIX exports include the new publication
  • OAI-PMH records are available for harvesters
  • Usage statistics begin tracking

Post-Publication:

  • Monitor the catalog listing for accuracy
  • Verify DOI resolution
  • Check that all formats download correctly
  • Announce the publication through appropriate channels

2.15 Managing Published Books

After publication, you may need to make corrections or updates.

Minor Corrections:

For small fixes (typos, formatting):

  1. Go to the published submission
  2. Click Unpublish to take it offline temporarily
  3. Make corrections to metadata or replace files
  4. Republish

Creating New Versions:

For significant changes (OMP 3.2+):

  1. Go to the Publication tab
  2. Click Create New Version
  3. Make changes to the new version
  4. Publish the new version
  5. Previous versions remain accessible

Reasons for New Versions:

  • Major corrections or retractions
  • Updated content or data
  • New editions
  • Translations

2.16 Catalog Management

Manage how books appear in your press catalog.

Accessing Catalog:

Go to Catalog in the left menu.

Catalog Sections:

Categories:

Organize books by subject area.

  1. Go to Catalog → Categories
  2. Create categories with titles and descriptions
  3. Assign books to categories in their metadata

Series:

Group books into publication series.

  1. Go to Press Settings → Series
  2. Create series with titles, ISSN, and editor information
  3. Assign books to series in their metadata

Spotlights:

Feature specific books on the homepage.

  1. Go to Catalog → Spotlights
  2. Create spotlight entries
  3. Select books to feature

New Releases:

Recent publications automatically appear in New Releases based on publication date.

Part 3: Publication Format and File Management

This section provides detailed guidance on creating publication formats and managing files.

3.1 Understanding Publication Formats

Publication formats represent the different ways readers can access your book—each format has its own files, metadata, and potentially its own identifiers (DOI, ISBN).

Digital Formats:

  • PDF: Universal format for screen reading and printing
  • EPUB: Reflowable format for e-readers and mobile devices
  • HTML: Web-based format for online reading
  • MOBI: Amazon Kindle format

Physical Formats:

  • Hardcover: Bound with rigid covers
  • Paperback: Bound with flexible paper covers
  • Print-on-Demand: Printed as ordered

3.2 Creating Digital Publication Formats

Adding a PDF Format:

  1. Go to Publication tab → Publication Formats
  2. Click Add publication format
  3. Enter name: “PDF”
  4. Select format: PDF from the dropdown
  5. Leave “Physical format” unchecked
  6. Check “Available” to make it visible
  7. Click OK

Adding an EPUB Format:

  1. Click Add publication format
  2. Enter name: “EPUB”
  3. Select format: EPUB
  4. Configure availability
  5. Click OK

3.3 Uploading Files to Formats

File Upload Methods:

Method 1: Select from Existing Files

  1. Open the publication format
  2. Click Select Files
  3. Choose from previously uploaded production files
  4. Click OK

Method 2: Upload New File

  1. Open the publication format
  2. Click Upload File
  3. Select the Article Component:
    • Book Manuscript (complete book file)
    • Chapter (individual chapter)
    • Other component types
  4. Upload your file
  5. Review filename
  6. Click Continue then Complete

3.4 Chapter-Level File Management

For edited volumes, you can provide chapter-level downloads.

Uploading Individual Chapter PDFs:

  1. Prepare separate PDF files for each chapter
  2. Upload each chapter file:
    • Go to Publication Format
    • Click Upload File
    • Select “Chapter” as component
    • Name clearly (e.g., “Chapter 1 – Introduction.pdf”)
    • Complete upload
  3. Repeat for all chapters

Associating Chapters with Files:

  1. Go to Publication → Chapters
  2. Click on a chapter title
  3. Scroll to file selection area
  4. Select the corresponding chapter file
  5. Click Save

Full Book Plus Chapters:

You can offer both:

  • Complete book PDF for readers who want everything
  • Individual chapter PDFs for readers who want specific chapters

Upload and approve all files within the publication format.

3.5 File Approval Process

Files must be approved before they appear publicly.

Approval Checkboxes:

Each file has two checkboxes:

Checkbox 1 – Approve:

Confirms the file is final and ready for publication. Only approved files appear in the catalog.

Checkbox 2 – Set Terms:

Configures access restrictions:

  • Open Access: Available to everyone
  • Subscription: Requires purchase or subscription
  • Delayed Access: Embargo period before open access

Approving Files:

  1. Open the publication format
  2. Locate each uploaded file
  3. Check the “Approve” checkbox
  4. Configure “Set Terms” as appropriate
  5. Save changes

Common Issues:

  • Format shows no files: Files are uploaded but not approved
  • File not downloadable: “Set Terms” restricts access incorrectly
  • Wrong file displays: Check file association in format settings

3.6 ONIX Metadata for Distribution

ONIX (ONline Information eXchange) metadata enables distribution to booksellers and library suppliers.

Accessing ONIX Fields:

  1. Go to Publication → Publication Formats
  2. Click on a format to open settings
  3. Complete ONIX-specific fields

Key ONIX Fields:

Physical Product Information (for print):

  • Product composition
  • Weight
  • Height, width, thickness
  • Number of pages

Digital Product Information:

  • File size
  • DRM status
  • Technical protection

Product Identification:

  • ISBN (different for each format)
  • GTIN/EAN
  • Publisher product number

Pricing:

  • Price amount
  • Currency
  • Price type (retail, library, etc.)

3.7 DOI Assignment

Digital Object Identifiers provide permanent links to your publications.

Configuring DOI Plugin:

  1. Go to Website → Plugins → DOI
  2. Configure your registration agency credentials (Crossref, DataCite, etc.)
  3. Set DOI prefix and suffix pattern

Assigning DOIs:

  1. Go to Publication → Identifiers
  2. Click Assign to generate a DOI
  3. The DOI is generated based on your configured pattern

Chapter-Level DOIs:

For edited volumes, you can assign DOIs to individual chapters:

  1. Go to each chapter settings
  2. Look for identifier fields
  3. Assign chapter-level DOIs

DOI Registration:

DOIs must be registered with your registration agency:

  • Automatic: Configure auto-registration in plugin settings
  • Manual: Export metadata and submit to agency

Part 4: Workflow Configuration and Best Practices

4.1 Press Workflow Settings

Press Managers configure workflow behavior in Press Settings.

Submission Settings:

Go to Workflow → Submission

  • Author guidelines
  • Submission checklist
  • Privacy statement
  • Metadata requirements
  • Notification emails

Review Settings:

Go to Workflow → Review

  • Review modes (anonymous, open)
  • Review forms
  • Deadlines and reminders
  • Reviewer guidelines
  • Response options

Library Settings:

Go to Workflow → Publisher Library

  • Store templates, guidelines, contracts
  • Share documents with editorial team

4.2 User Role Configuration

Configure roles to match your workflow in Users & Roles → Roles.

Customizing Roles:

  1. Click the arrow next to a role
  2. Click Edit
  3. Configure:
    • Role name and abbreviation
    • Permission level
    • Workflow stage access
    • Role options

Creating New Roles:

  1. Click Create New Role
  2. Select permission level
  3. Configure role options
  4. Assign to workflow stages

4.3 Email Template Customization

Customize automated email notifications in Workflow → Emails.

Template Variables:

Use placeholders for dynamic content:

  • {$authorName} – Author’s name
  • {$submissionTitle} – Manuscript title
  • {$pressName} – Press name
  • {$editorialContactSignature} – Editor signature

Common Templates to Customize:

  • Submission acknowledgment
  • Review request
  • Editorial decision notifications
  • Copyediting requests
  • Publication notification

4.4 Best Practices for Editors

Workflow Efficiency:

  • Respond to submissions promptly
  • Set realistic deadlines
  • Send reminders before deadlines pass
  • Keep authors informed of status
  • Document decisions in activity log

Quality Control:

  • Establish clear acceptance criteria
  • Use consistent review forms
  • Provide constructive feedback to authors
  • Verify metadata before publication
  • Check files display correctly after publishing

Team Coordination:

  • Assign clear responsibilities
  • Use discussions for internal communication
  • Create guidelines for each role
  • Hold regular editorial meetings
  • Track metrics and identify bottlenecks

4.5 Best Practices for Authors

Submission Quality:

  • Read press guidelines thoroughly
  • Format manuscript according to requirements
  • Include all necessary files
  • Complete all metadata fields
  • Proofread before submission

Communication:

  • Respond promptly to editor requests
  • Ask questions if instructions are unclear
  • Meet revision deadlines
  • Review proofs carefully
  • Report any issues immediately

File Preparation:

  • Use consistent formatting throughout
  • Include high-resolution images
  • Create a clear table of contents
  • Ensure references are complete
  • Remove identifying information if blind review

Troubleshooting Common Issues

File Upload Problems

Issue: File upload fails or times out.

Causes and Solutions:

  • File too large: Compress images, split into smaller files, or contact administrator to increase limits
  • Wrong format: Convert to accepted format (DOC, DOCX, PDF)
  • Connection timeout: Try a faster internet connection or smaller file
  • Browser issue: Clear cache, try different browser

Chapter Files Not Appearing

Issue: Cannot select chapter files when configuring chapters.

Solution:

Files must be uploaded before they appear in selection dropdowns. Upload files to either:

  • Production Ready Files panel, or
  • Directly to Publication Formats

Then return to Chapter configuration to associate files.

Publication Format Shows No Content

Issue: Published book format appears empty.

Solution:

Verify that files within the format are approved:

  1. Open Publication Format settings
  2. Locate uploaded files
  3. Check both approval checkboxes for each file
  4. Save and refresh the catalog page

DOI Not Registering

Issue: DOI shows error or won’t register with agency.

Solutions:

  • Verify DOI plugin is properly configured with credentials
  • Check that all required metadata fields are complete
  • Ensure the DOI format matches agency requirements
  • Look for specific error messages in activity log
  • Contact your DOI registration agency for support

Submission Stuck in Workflow

Issue: Submission doesn’t move to next stage.

Solution:

  • Ensure all required actions are complete (reviews, decisions)
  • Use the appropriate action button to advance stages
  • Check for pending participant assignments
  • Verify no validation errors in required fields

Email Notifications Not Sending

Issue: Authors or reviewers not receiving emails.

Solutions:

  • Check spam/junk folders
  • Verify email addresses are correct
  • Test email configuration in Administration
  • Check server mail settings
  • Review email templates for errors

Reviewer Cannot Access Submission

Issue: Assigned reviewer cannot see or access files.

Solutions:

  • Verify files were selected when assigning reviewer
  • Check reviewer has accepted the request
  • Ensure reviewer is looking at correct stage
  • Re-send reviewer access link
  • Check role permissions

OMP Services from Altechmind

Altechmind Technologies provides comprehensive Open Monograph Press support for academic publishers—from initial setup through ongoing maintenance.

Our OMP Services Include:

  • OMP installation and server configuration
  • Theme customization and responsive design
  • Workflow optimization and configuration
  • Migration from other platforms to OMP
  • OMP upgrades to latest versions
  • Plugin installation and customization
  • DOI/Crossref integration setup
  • ONIX export configuration
  • Staff training and documentation
  • Ongoing maintenance and technical support

Why Choose Altechmind for OMP:

  • Deep expertise in PKP software (OJS, OMP, OPS)
  • 250+ completed publishing projects
  • Understanding of academic publishing workflows
  • Responsive support and communication
  • Experience with Indian and international publishers

Explore OMP Services →

Contact Us for a Quote →

About This Guide

This guide is based on OMP 3.5 and applies to OMP 3.x installations. Interface elements and available options may vary depending on your press configuration, installed plugins, and theme customizations.

For official PKP documentation, visit the PKP Documentation Hub.

Related Knowledge Base Articles:

Last updated on March 27, 2026

Was this article helpful?