How-to
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.
A work whose checklist is complete goes into the catalogue with Release. Releasing needs a separate permission (Release accepted works to the catalogue), which the Production coordinator role has.
Checklist
The Release checklist card shows these items.
| Item | What is checked |
|---|---|
| Metadata | The title and the authors of the accepted manuscript |
| Licence and access | The access status, the licence and the embargo date |
| DOI and other identifiers | Whether the DOI and the other identifiers entered are valid. This item is optional. |
| Final PDF | The final PDF is uploaded and scanned |
| Cover image | The cover image. If the cover task is required, this item is required too. |
| Citation | The citation preview |
| Release date | The planned release date, or the moment of release |
The What blocks the release list at the bottom of the card names each missing item.
Release steps
- Press Check. The check also tries the catalogue rules without saving anything, and shows the result on the card.
- If nothing blocks the release, press Release.
- In the Release the work dialog, select Publish immediately on release or Draft.
- When you publish at once, you can fill in Publication date. If you leave it empty, the current time is used.
- Press Release in the dialog.
The job becomes Released, the catalogue record is created and the author is informed. The final PDF, the EPUB and the cover image are added to the catalogue record. You go to the record with the Open the catalogue record button at the top of the page.
Conditions that block a release
- Not all required tasks are done.
- The final PDF is not uploaded, or its scan has not finished. If the cover task is required, a cover image is needed too.
- An open-access work has no licence selected, or the end date of an embargoed work is not in the future.
- The DOI, ISBN or catalogue address is used by another record.
While Publish immediately on release is on, the place of the record in the catalogue is checked too.
- An article must be in a published issue of a public journal, or be marked as early view. Its publication year must match the year of the issue.
- For a book chapter, the book must be selected and published.
- A book must have at least one category.
If the issue is not published yet, have it published first, or switch off immediate publication and release the work as a catalogue draft. A catalog editor or the journal's editor-in-chief publishes issues.
Because releasing is an editorial decision, the editor approval rule of the catalogue does not cover this step. The rule is described in Four-Eyes Principle.
Releasing again
If a released work needs a change, reopen the job, make the change and release the work again. The catalogue record is not written anew then. Only the fields production changed since the last release go to the record. Details the catalogue editors corrected in the record, such as an author's name, an English abstract or the page range, stay as they are. The new final PDF replaces the previous file, which is archived.