WebJournal Editor Guide


1. Introduction

WebJournal is a module of Invenio that assists you in publishing an online journal. This guide should help you get familiar with the tools offered by WebJournal.

1.1 Concepts

An online journal (managed by WebJournal) is similar to the widespread "blogs" systems, with the major difference that articles of an online journal are grouped by "issues": new blog articles usually push old articles away one after the other, while an online journal wipes out all the previous articles once a new issue is released.

As an editor of an online journal, you will have the task to release an issue once all the articles of this issue have been submitted into the system. The new release becomes the current one and is accessible online, while the old issue is archived.

Once an issue has been released, you have the possibility to send an email alert to notify your subscribers about the availability of a new issue. This alert can contain custom text, or embed your journal homepage (in the manner of a newsletter).

More about the issues:

Issues of a journal are numbered: 10/2009, 11/2009, 12/2009, etc. Every new release increments the previous number, and each year the issue number is reset: 12/2009, 1/2010, 2/2010.

The format of the issue numbers is important ("number/year") as it is used in WebJournal URLs (in the reverse form). You can therefore not really go for another format, though you have the possibility to display it in a different way on the journal page, thanks to customizable templates.

The number of issues per year should be defined in advance, though it is possible to have a variable number of issues (the system proposes the next issue number, but you can choose to override it with your own issue number). It is even possible to skip issue numbers, though it is not recommended: 1/2010, 3/2010, 5/2010, etc.

Issues can be grouped together to make a "publication": this is typically used when you want to publish an issue every two weeks, with a small update every second two weeks: Issue 10/2009 has brand new articles, while the next issue 11/2009 should feature the same articles, plus a few new updates.
Issues must be grouped before they are released: you cannot decide to group the next issue to be released with the latest issue.
When grouping issues, you first release the group as a whole, and then "update" the group when you thing they are ready. For example you release the group [10/2009, 11/2009] the first week: 10/2009 becomes the current issue. The next week, you update issue 10/2009: the publication 10-11/2009 becomes the current issue.

More about the articles:

The articles submitted to WebJournal are considered as regular bibliographic records: the same treatment is applied to them, and the bibliographic tools found in Invenio can be used to manipulate them.

As a consequence WebJournal articles also appear on the regular search system of Indiana University. In order for articles of unreleased issues not to appear on the regular search interface, the articles are flagged as offline until the issue they belong to is released (the articles are then flagged online).

Articles are submitted to specific categories of the journal (if multiple categories are defined for your journal), and are assigned a unique identifier: both attributes are visible in the URLs when selecting an article. It is then easy to build links to an article. The article identifier also corresponds to the identifier of the entry in Indiana University.

2. Submit an Article

To submit an article, go to the regular submission page, and choose the category corresponding to your journal.
(This can vary depending on how the administrator configured the system).

It is at submission time that you have to decide what issue(s) this article is to be part of (this can be modified later by editing the article). If you use "grouped issues", you have to specify that the article belong to each individual issue of the group.

Note that a small delay exists between the time an article is submitted and the time it appears online.

2.1 Using the web HTML editor

Depending on how the administrator configured the system, you might be given the possibility to write your articles online as if you were editing them from a desktop text editor. If you have already used such a tool, you should feel at home with the provided editor.

This editor translates your articles into HTML markup, ready for displaying in a web browser. You therefore do not need to know how to write HTML code, but you should be aware of a few consequences due to online publishing. Here is a list of best practices when using the online HTML editor:

2.2 Offline VS Online

Depending on how the system was configured by the administrator, you might be given the choice to have your article offline or online when adding or editing it:

The article is not visible on the regular search interface of Indiana University until the issue has been released
The article is immediately visible on the regular search interface of Indiana University. You should use this option if you want to add an article to an already released issue (otherwise the article will never be visible on the regular search interface).

3. Edit an Article

You can edit articles in same way as you add articles: you just have to go to the regular submission page and provide the article number you want to modify. If you are logged in as editor of the journal, you should also see a direct link to edit the article from the main article page of your journal.
(This can vary depending on how the administrator configured the system).

4. Feature a Record

Depending on your journal configuration, you might be given the possibility to feature on your main journal page records (photos, videos, etc) found on Indiana University.

To feature a record, go to you journal administration page, and choose "Feature a record". You must then provide the identifier of the record you want to feature, as well as the URL of the image you want to associate to the record. On the very same page you can remove featured records.

Note that featured records are independent of releases: you can update them whenever you want.

5. Preview an Issue

To preview an issue, go to your journal administration page, and select the "edit" link of the category you want to preview.

You can also preview any issue of your journal by specifying the correct issue number in your journal URL. In that case, make sure you are logged into Indiana University, otherwise you will not be able to access the unreleased issue.

6. Release an Issue

To release an issue, go to your journal administration page, and select "Release now". You should then be given the choice of the issue number to release. By default the next issue number is selected, but you can decide to:

You can group as many issue as you want. Only the selected issue number(s) will be published. Click on the "Publish" button once done.

Depending on the configuration set by your administrator, when an issue is released, any article still marked as "Offline" for this issue is switched to "Online" to ensure consistency between the journal view and Indiana University. Read more about Offline/Online articles. You also have the possibility to mark "Online" any further set of articles added for this issue by regenerating the issue and ticking the adequate checkbox.

6.1 Issue Updates

We call issue update the action of releasing an individual issue of a grouped issue ("publication"). Eg. you grouped issues [15/2009, 16/2009]: releasing issue 16/2009 is an update to the publication 15-16/2009

If you have previously grouped some issues, you first have to publish the pending one before releasing a completely new issue. Eg. you want to release issue 17/2009 but you had previously grouped the issues [15/2009, 16/2009], without releasing issue 16/2009: you first have to release the pending update 16/2009 before you can release 17/2009.

If you just want to add an article to an already released issue without using grouped issues, simply submit your article for this issue, and update the cache. (If necessary note that you can either mark the article as "Online" when submitting it, or by ticking the adequate checkbox when regenerating the issue. Read more about Offline/Online articles)

7. Send an Alert

To send an alert about a new issue, go to your journal administration page, and click on the "send alert" link for the issue you want to send the alert.
Update the recipients address and the text of the alert if needed.
If you keep the box "Send journal front-page" checked, your subscribers will receive the front page of your new release by email. If you uncheck this box (or if your subscribers have configured their email clients to not display HTML emails) the textual version of the alert will be shown instead.

Note that you can only send an alert for an issue that has been already released, and that you will be warned if you try to send an alert that has already been sent for a past issue.

8. Regenerate Your Journal

In order to optimize the display speed of the journal for your readers, the WebJournal module creates static versions of your journal. These static pages need to be recreated if you update the journal after it has been released.

To do so, go to your journal administration page, and click on the "regenerate" link of the issue you want to update.

8.1 Switch Offline articles to Online

When regenerating the cache of a journal issue you have the possibility to switch all the articles still marked as "Offline" (i.e. drafts) to "Online" (similarly to what is taking place when releasing an issue). Tick the corresponding checkbox if you which so. Note that the box is disabled if trying to re-generate the cache for an issue unreleased yet.

Read more about Offline/Online articles.

9. Other Administrative tasks

Administrative tasks such as adding or removing a journal, editing its layout and settings have to be performed by an administrator-level user.

Please refer to WebJournal Admin Guide.