Production Coordinator

Permissions of this role

This role is granted for the whole platform.

• See production jobs
• Manage production jobs and tasks
• Release accepted works to the catalogue
• See unpublished catalogue records
• Create and edit publications, issues and files
• Upload, replace and archive files in the file library
• Create and edit persons and institutions
• See ISBN requests, printings and the legal deposit
• Prepare ISBN requests and record the Ministry steps, printings and the legal deposit

Topics for this role

How-to guides

• Planning a Job

  Opening a production job by hand, assigning the production lead, and entering the planned release date and notes for the team.

• Managing Tasks

  Changing the status of the tasks of a production job, giving tasks an assignee and a due date, adding new tasks and setting the reminders.

• Uploading Files and Sharing Proofs

  Uploading proof, final PDF, EPUB and cover files in versions, sharing a proof with the author and exchanging comments with the author on the proof.

• Filling in the Release Settings

  Preparing the access status, licence, identifiers, journal issue, parent book, categories and catalogue address for the catalogue record of the work.

• Copying the Article Front Matter

  Copying the dates, authors, citation line, article type and declarations for the first page of an article in Turkish and English, and passing them to typesetting.

• Releasing a Work

  Checking the release checklist, clearing what blocks the release, and releasing the work as a catalogue record that is published at once or kept as a draft.

• Cancelling and Reopening a Job

  Cancelling a production job with a reason, continuing a cancelled job and preparing a corrected version of a released work.

• Creating a Catalogue Record

  Opening a new catalogue record for a book, chapter, journal, article, proceedings paper, thesis or children's book and filling in its details.

• Adding Authors and Contributors

  Adding authors, editors, translators and other contributors to a catalogue record, ordering them and choosing their institutions and CRediT roles.

• Files and Access

  Adding full text, cover and supplementary files to a catalogue record, setting a file's access, embargo and licence, and uploading a new version.

• Adding a Related Publication

  Linking a catalogue record to another record as book and chapter, translation, supplement, new edition, correction or retraction.

• Record Statuses and Publishing

  Sending a catalogue record for review, publishing it or returning it to draft, and which actions are open in each status.

• Bulk Actions

  Selecting several records in the Publications list and sending them for review, publishing, returning to draft, unpublishing or archiving them.

• Deleting a Catalogue Record

  Deleting a catalogue record in draft or in review, restoring it from the trash, and the records that cannot be deleted.

• Versions, Corrections and Retractions

  Viewing a record's version history, comparing two versions, going back to an earlier version, adding a correction notice and retracting the record.

• Downloading Crossref XML

  Downloading the Crossref XML file of a catalogue record or a journal issue for DOI registration, and the conditions the file needs.

• Preparing a Book for DOAB

  Completing an open-access book to meet DOAB's requirements and downloading the ready books in DOAB's Excel template.

• Publishing an Article as Early View

  Publishing an accepted article on the journal page without placing it in an issue, and adding it to an issue later.

• Deleting a DergiPark Article

  Removing an article harvested from DergiPark from the catalogue and knowing what the harvest does with articles that are deleted, unpublished or gone from DergiPark.

• Managing People and Institutions

  Adding, editing and deleting the person records and the institution tree of the catalogue, and restoring deleted ones.

• Searching ROR for an Institution

  Finding an institution's ROR record with the Search ROR button of the institution form and copying its ROR ID, names and contact details into the form.

• Uploading Files to the Library

  Uploading a publication file, cover, institutional content or branding file to the file library, and the file types each upload purpose accepts.

• Preparing an ISBN Request

  Opening an ISBN request for a book in the catalogue or for a title only, filling in the data for the Ministry form and sending the request to the publishing board for approval.

• Applying at the Ministry

  Applying in the Ministry's system with your own e-Devlet login for an approved ISBN request, and recording the application in JournTech.

• Using the ISBN Helper Extension

  Filling in the Ministry form with the JournTech ISBN helper browser extension, checking the fields and sending the application number back to JournTech.

• Entering the ISBN

  Entering the ISBN that the Ministry assigned on the request, understanding the number checks, and how the number is written to the catalogue record.

• Downloading the Barcode and Copyright Page

  Downloading the cover barcode of a book with an ISBN as SVG or PDF, and copying the text of the copyright page or getting it as a PDF.

• Changing the Print Date and Cancelling an ISBN

  How the print date reported to the Ministry affects the legal deposit period, what to do when printing is postponed, and cancelling an ISBN that will not be used.

• Tracking Legal Deposit

  Entering the print date, recording the bandrol, deposit copies, EYDeS, ISBN agency copy and reprint steps, and uploading the receipts.

• Downloading the Yearly ISBN Report

  Downloading the ISBN requests, numbers, Ministry dates and the legal deposit steps of each printing for a chosen year as an Excel workbook.

Screens and settings

• Panel Search

  Searching submissions, publications, people, users, pages and help topics at once with the search box in the panel's top bar.

• Production Board

  The cards, filters and Open job button of the board that lists production jobs in columns by status.

• Production Job Page

  The checklist, tasks, files, front matter, comments, job details and release settings cards on the page of a production job.

• Publications

  The list of catalogue records with its search box, filters, columns, row menu and bulk action bar.

• New Publication

  The screen where you choose the type of a new catalogue record, fill in its first details and create the draft.

• Catalogue Record

  The page of a catalogue record, its tabs, the status, quality and record information cards on the right, and the save bar.

• Data Quality Screen

  The filters and columns of the screen that lists catalogue records by metadata quality score, its Fix button and the CSV file.

• DOAB Readiness

  The screen that checks books and chapters against the DOAB requirements, with its cards, its table, the gaps it checks and the template download button.

• People and Institutions Screen

  The tabs, filters, columns and menus of the screen with the person records, the institution tree and the queue of duplicate records.

• Person Page

  A person record's identity details, bio, institution links, possible duplicates and the merge and delete buttons.

• File Library Screen

  The search box, filters and columns of the screen that lists uploaded files, the file details window and the places where a file is used.

• ISBN & Legal Deposit Screen

  The status filters, search, columns, upcoming obligations card and yearly report card of the screen that lists ISBN requests.

• ISBN Request Page

  The status line, warnings, action buttons and the form, copy sheet, printings, barcode, copyright page and history cards on the page of an ISBN request.

• ISBN Reminders

  Which events in the ISBN and legal deposit process send a reminder, when and to whom, and where the reminder days are changed.

Concepts

• Job Statuses

  The Open, In progress, Ready to release, Released and Cancelled statuses of a production job, and how the status follows the checklist.

• Data Quality

  The metadata quality score out of 100 of a catalogue record, the required and recommended fields, and the TR Dizin data checks for articles.

• Translation Status

  Whether a record's title and abstract in each language are in the original language of the work or a translation, and how the public site shows this.

• Catalogue Rules

  The rules the system applies to catalogue records, the required fields of each type, identifier checks, address redirects and the reason rule.

• Access Statuses and Embargo

  The open access, metadata only, embargoed and restricted access statuses of a catalogue record, the licence rule and how an embargo ends by itself.

• ISBN Process

  The statuses an ISBN request goes through from draft to legal deposit, who takes each step, and the part JournTech plays in the Ministry application.

Troubleshooting

• The licence list is missing in the release settings

  What to do when the Release settings card shows a warning instead of the licence list, or the selected licence counts as invalid.

• A missing category blocks the release of a book

  Choosing a category, or releasing the work as a draft, when a missing category blocks the release of a book with immediate publication.

• The issue I am looking for is not in the journal issue list

  Causes and fixes when the issue you expect does not appear in the Journal issue list of the release settings.

• The Open job button is missing on the board

  Causes when the Open job button does not appear on the production board, or the dialog lists no accepted submission.

• The author cannot comment on the proof

  Checking the sharing, the proof version and the status of the job when the author cannot see the proof or cannot comment on it.

• The Release button is disabled or missing

  Causes and fixes when you cannot press the Release button of a production job, or the button does not appear at all.

• Reading counts are missing or look too low

  Where the view and download counts and the Most read lists on the public site come from, which period they count and when they do not appear.

• A file does not appear on the public page

  If a full text or supplementary file added to a record does not open on the public site, check the scan, access, embargo, licence and file store reasons in order.

• The details of a harvested thesis cannot be changed

  What to do when the fields of a thesis harvested from the institutional repository are locked in the record form or saving is refused, by correcting it in the repository and using the fields the panel can change.

• A person or institution cannot be deleted

  Why Delete person or Delete institution is disabled or deleting gives an error, and how to solve it.

• Person records cannot be merged

  Why the button for merging people does not appear or the merge gives an error, and how to solve it.

• A deleted person or institution cannot be restored

  Why a person or institution in the Show deleted list does not come back with Restore, and how to solve it.

• A category cannot be selected in the record form

  Why a category's box in the Categories section of a catalogue record is disabled, a category is missing from the list, or the list does not open at all.

• A file stays in scanning or quarantine

  What to do when an uploaded file does not leave the Scanning status or shows as Quarantined or Failed, and why this happens.

• An ISBN request cannot be sent for approval

  Missing fields, unsaved changes and the publisher certificate when the Send for approval button is disabled or sending a request for approval gives an error.

• The buttons for the Ministry steps are missing

  The Ministry officer list and the request's status when the Sent to the Ministry, Fill with the extension, Enter the ISBN or Ministry returned it buttons are missing.

• The extension does not respond in this browser

  What to do when the JournTech ISBN helper does not respond after Fill with the extension, or says that it could not fill in the form.

• The ISBN from the Ministry is not accepted

  Causes and fixes when entering the ISBN warns that the number is not valid, does not belong to Türkiye or is used on another record.

Features

• Production

  Running the copy-editing, typesetting and proof work for an accepted work and releasing it to the catalogue.

• Catalogue

  Creating, publishing and correcting records of books, chapters, journals, articles, proceedings papers, theses and children's books.

• People and Institutions

  Editing author, editor and institution records and merging duplicate person records.

• File Library

  Seeing all uploaded files, their virus scan status and the places where each file is used.

• ISBN and Legal Deposit

  Preparing an ISBN request, getting the publishing board's approval, recording the application to the Ministry and following the legal deposit.