Unit Manager Guide

The unit manager follows the indicators of the publishing and submission processes. Personal data is masked in the CSV files the unit manager downloads.

In the panel you see the Reports screen and the Production jobs. You can only view production jobs.

When an editor accepts a submission, a job for the work opens automatically on the Editorial → Production screen. The job's checklist has these tasks: copy-editing, typesetting, cover, proof and author approval, metadata check, identifiers, licence and access, and final approval. The Production coordinator assigns the tasks, uploads the proofs and the final files and shares the proof with the author.

When the checklist is complete, the work is released to the catalogue with its publication settings. The record is published at once or stays a draft for the catalogue editors' final check. Because the release is an editorial decision, the catalogue's editor approval rule does not cover this step.

Editors and the Unit manager role can only view jobs. A job's statuses are described in Job Statuses.

The Editorial → Production screen shows the production jobs of accepted works as a board. If your role was granted for one journal, you see only the jobs of that journal.

Columns

Jobs are listed in four columns by status. Each column shows its number of jobs at the top, and the numbers follow the filters you choose. The Released column shows the jobs released last. The button at the bottom of the column brings the earlier ones too.

The statuses are described in Job Statuses.

Cards

Each card shows the submission number and the type, title and journal of the work. The progress bar of the card counts the completed tasks. Below it you see the number of open required tasks, or Required tasks done. The bottom line of the card gives the production lead and the planned release date. An overdue job carries the Overdue badge.

Filters

• The Search box searches submission numbers and titles.
• Assigned to me shows the jobs where you are the production lead or have an open task assigned to you.
• Overdue shows the jobs that have a task past its due date, or that are not released by their planned release date.
• Show cancelled jobs lists cancelled jobs in a separate section at the bottom of the board. The ones cancelled last come first.

Opening a job

Jobs open automatically with the editor's acceptance decision. If an accepted submission has no job, use the Open job button. The button appears to people with the permission to manage production. The steps are in Planning a Job.

When you open a job from the board, the header shows the title, submission number, type and journal of the work, the production lead, the planned release date and the acceptance date. Without the production permission, you can only view the page, and a note says so. When the production lead's account was closed, the Account closed label appears next to the name, and the production coordinators receive the notifications meant for the lead.

Top buttons

• Open the submission opens the editor page of the submission and appears to people who can see the editor queue.
• Open the catalogue record opens the catalogue record once the job is released.
• Release opens the release dialog. While an item blocks the release, the button cannot be pressed.

Cards

Rules of the screen

• On a released or cancelled job, tasks and settings cannot be changed. Reopen the job to change them.
• You cannot upload files to a cancelled job.
• The assignee of a task can change the status and the note of their own task, even without the production permission.
• While a file is being scanned for viruses, the page refreshes itself every few seconds.

The steps are in Planning a Job, Managing Tasks, Uploading Files and Sharing Proofs, Filling in the Release Settings and Releasing a Work.

You do not choose the status of a job by hand. The status changes automatically with the tasks on the checklist. Only releasing, cancelling and reopening change the status directly. This way each column on the board shows where a job really stands.

Overdue jobs

A job counts as overdue while a task past its due date is still open. Done and skipped tasks do not count. A job that is not released by its planned release date counts as overdue too. Overdue jobs are marked on the board and listed by the Overdue filter.

Who changes a job

The Production coordinator changes all settings of a job and releases the work. Editors and the Unit manager can only view the job. The assignee of a task can change the status and the note of their own task.

The release steps are in Releasing a Work, and cancelling and reopening in Cancelling and Reopening a Job.

Jobs open automatically with the editor's acceptance decision. The Open job button is only for jobs that did not open automatically, and it appears to people with the permission to manage production. The Production coordinator and System administrator roles have this permission.

You do not have the permission

Editors and the Unit manager can only view the board. If an accepted work has no job on the board, tell a person with the Production coordinator role or your system administrator.

The dialog lists no submission

The dialog lists only accepted submissions in your scope that have no job. If there is none, the dialog says No accepted submissions found. A submission whose job was cancelled does not appear either, because the submission has a job. Find the cancelled job with the Show cancelled jobs button on the board and reopen it.

The Release button depends on the status of the job, its checklist and your permissions. Check the causes below in order.

An item blocks the release

If the button is disabled, look at the What blocks the release list on the Release checklist card and complete each item. The details are in Releasing a Work.

The job is released or cancelled

On a released or cancelled job, the button is hidden. Reopen the job to make a correction.

You do not have the permission

Releasing needs a separate permission (Release accepted works to the catalogue). Editors and the Unit manager can only view the job.

The check passes but the release fails

The Check button also tries the catalogue rules and lists any problems on the card. If an error comes up in the release dialog, the dialog lists the blockers one by one.

ISBNs are issued by the Yayın Standartları ve Derleme Bilgi Sistemi (the publication standards and legal deposit information system) of the Ministry of Culture and Tourism. The person authorised for your institution in the Ministry's system applies there with their own e-Devlet (Türkiye's e-government gateway) login. JournTech never sends an application on your behalf. It collects the details of the application, has the publishing board approve them, and records the Ministry steps and the number that comes back.

Requests run on the Editorial → ISBN & legal deposit screen. The Production coordinator prepares the request and the Publishing board approves it. The Ministry's form is filled in by hand from the copy sheet on the request page, or with the browser extension your institution has installed.

Once the number has been assigned, the barcode for the cover and the copyright page are prepared. When the print date is entered, the 15-day legal deposit period starts and JournTech follows the legal deposit steps. Reminders go out for upcoming and overdue tasks. The whole process is described in ISBN Process.

The Editorial → ISBN & legal deposit screen tracks ISBN requests, the publishing board's approval, the steps at the Ministry of Culture and Tourism, printings and legal deposit (derleme) in one place.

Status filters

The buttons above the list filter the requests by status and show the number of requests in each status. You can select several statuses at once.

Search and filters

• The Search box searches titles, application numbers and ISBNs. For an ISBN, type at least 4 digits.
• The Form list filters requests by the forms Print, PDF, EPUB and Other.
• The Year of request field filters by the year in which the request was opened.

The filters stay in the address bar.

Columns

Side cards

The Upcoming and overdue obligations card lists approvals, Ministry steps, print dates, and bandrol (banderole) and legal deposit deadlines by due date. Overdue items are at the top, and each row opens its request. The Yearly report (Excel) card downloads the workbook for the selected year.

New request

The New ISBN request button is shown to the people who handle ISBN requests. The steps are in Preparing an ISBN Request.

The header of the request page shows the title, the status, the form and edition, the assigned ISBN and the application number at the Ministry of Culture and Tourism. The line below the header gives the next step and who takes it. On a request linked to a catalogue record, the Catalogue record button opens the record.

Warnings

The warnings at the top of the page show these situations.

• The publishing board sent the request back, or the Ministry returned the application, with a reason.
• The request was cancelled.
• No publisher certificate is entered, or it has expired.
• No Ministry officers are listed.
• The ISBN range message has not been fetched yet.
• The ISBN range message has not been refreshed for more than three weeks and does not know the number of the request.

Action buttons

Which buttons appear depends on the status of the request and on your permissions.

If a button you expect is missing, the reason is shown below the buttons. For example, if you prepared the request, it says that another member of the publishing board has to approve it.

Cards

For an electronic publication, the printings card is called Publication and EYDeS. The order of the cards depends on the status of the request. For example, on a request that is ready to apply, the copy sheet moves above the form.

The whole process is described in ISBN Process.

Once a request has its ISBN, the Barcode and copyright page card prepares the EAN-13 barcode for the cover and the book's copyright page (künye).

Barcode

1. On the request's Barcode and copyright page card, press Download SVG or Download PDF.
2. Give the file to the cover designer.

The barcode is at its nominal size and takes up about 37 × 32 mm. Do not shrink it.

Copyright page

1. Check the text in the Copyright page section of the card.
2. Copy the text with Copy the copyright page, or download the copyright page as a PDF with the Download PDF button next to it.

The copyright page contains the following.

• The title and subtitle, the authors and the contributors
• The publisher's name and publisher certificate number
• The date and number of the publishing board's decision
• The ISBN and the numbers of the other forms of the same edition
• The edition and printing details, the printer and the printer's certificate number
• The place and year of publication
• The licence statement for an openly licensed book, and the copyright line for other books

The publisher's details come from Site settings, and the edition, printing and printer details from the request.

Hyphenation

The hyphens in the number are placed according to the range message of the International ISBN Agency. If the range message has not been fetched yet, the barcode and the copyright page show the 13 digits of the number without hyphens, and the card says so in a warning. The same happens when the message has not been refreshed for more than three weeks and does not know the number. This way a number split in the wrong places is never printed. Before sending the book to print, wait for the range message to be fetched or refreshed, or set the hyphens by hand as the screen of the Ministry of Culture and Tourism shows them.

The yearly report gives the ISBN requests and legal deposit (derleme) steps of a year in one Excel workbook.

1. On the Yearly report (Excel) card at the side of the Editorial → ISBN & legal deposit screen, select the year in the Year list.
2. Press the download button of the card. The label of the button includes the year you selected.

The report contains the requests that were not cancelled. A request is in the report when it was opened or given a number in the selected year, or when one of its printings was printed in that year. Each printing is a separate row and appears in the report of the year it was printed. A reprint of a book whose request was opened in an earlier year is therefore in the report of the year of the reprint. A printing without a print date appears in the report of the year the request was opened or given its number. A request with no printing in the year is a single row, with the printing columns empty. The columns are as follows.

Cells whose value starts with =, +, - or @ are written as text and do not work as formulas in Excel.

ISBNs are assigned by the Yayın Standartları ve Derleme Bilgi Sistemi (the publication standards and legal deposit information system, ekygm.gov.tr) of the Ministry of Culture and Tourism. The Ministry offers no public service that other systems can connect to. So the person authorised for your institution in the Ministry's system applies with their own e-Devlet login (Türkiye's e-government gateway). JournTech collects the data for the application and has the request approved. It records the Ministry steps and the number that comes back, tracks the printing and the legal deposit (derleme), and sends reminders before deadlines pass. JournTech never sends an application on your behalf.

The path of a request

If the publishing board sends the request back or the Ministry returns the application, the request returns to draft with the reason and goes for approval again. When the print date of a reprint with the same ISBN is entered, the request becomes Printed again, and it is complete again once the legal deposit of that printing is done.

Ministry officer

A Ministry officer is a person who acts for the institution in the Ministry's system. If officers are listed in the site settings, only they record the Ministry steps. If the list is empty, the Production coordinator who handles ISBN requests records these steps too. The list is described in Entering the Publisher Settings.

Approval and the four-eyes principle

The Ministry application is made in the institution's name, and the number it brings is written to the catalogue record. That is why the person who prepared a request does not approve it, and another member of the publishing board gives the approval. The rule is described in Four-Eyes Principle.

Legal deposit

Within 15 days of printing, six copies of a printed book with bandrols (the banderole stickers issued by the Ministry) are delivered to the deposit office, and its electronic copy is uploaded to EYDeS, the electronic legal deposit system. For e-books, legal deposit is through EYDeS only. The steps are in Tracking Legal Deposit.

Reports are on the Administration → Reports screen. The screen shows the submission flow, publications, access counts, searches on the public site and in the help, and overdue work on separate tabs.

Personal data is masked in downloaded CSV files. Downloading without masking requires a separate permission, which only the System administrator role has. Every download is written to the audit log.

The Administration → Reports screen shows publication, submission, access and search indicators on tabs. The screen is open to people whose report permission covers the whole platform. An Editor-in-chief whose role was granted for a single journal does not see this screen.

Tabs

The acceptance rate is calculated from the submissions that received a decision. Access counts leave out bots, and IP addresses are not stored. Searches and help queries are counted without keeping user or IP details. The panel's global search does not count as a help search. The Table button of some charts shows the same data as a table.

The Stalled submissions list shows submissions that are submitted, in screening or have a submitted revision and have not been acted on for more than 14 days. Submissions you are an author of do not appear on the Overdue tab.

Filters

The Period list has the options All time, Last 30 days, Last 90 days, This year and Custom range. The filters stay in the address bar.

CSV download

The downloaded file follows the filters on the screen. The Unit manager and System administrator roles can download reports. Personal data in the files is masked. Only the System administrator role has the permission to download unmasked data. The Personal data is masked note under the button shows that the file will be masked. Names and e-mail addresses on the Overdue tab are masked on the screen by the same rule.

Every download is written to the audit log. An attempt to open a report without permission is written to the audit log too.