Guide
How to prepare a manuscript for a clean conversion, and how to upload the result to OJS.
Preparing the DOCX
| In the DOCX | In the XML |
|---|---|
| Section headings use Heading 1 / 2 / 3 styles | Correctly nested sections (recommended) |
| No Heading styles: bold numbered headings A. 1. a. or 1. 1.1, or capitalised headings (INTRODUCTION) | Still recognised; numbers become <label> |
| First heading “Introduction / Background” | Start of the body; title, authors and abstract in the DOCX are skipped because they come from the metadata |
| Heading “References / Bibliography” | End of the body; each following paragraph becomes one reference |
| “Table 1. …” above tables; “Figure 1. …” below figures | <table-wrap> / <fig> with label and title |
| A “Source: …” paragraph right after a table/figure | Note below the table/figure |
| Mendeley / Zotero citations | The citation text is kept and linked to the references; field codes are removed |
| Acknowledgements, Conflict of Interest, Funding | Moved to the back matter (<ack>, <notes>) |
| Appendix after the references | <app-group> |
Converting
- Log in and click Convert.
- Paste the link to the article page on your OJS site, or choose manual entry.
- Check the metadata: author names and order, affiliations, countries, corresponding author.
- Add the received/accepted dates and license if they are empty.
- Choose the final manuscript DOCX and click Create JATS XML.
- Read the “Worth checking” notes, then download the ZIP.
Uploading to OJS
- Article → Publication → Galleys → Add galley, label "XML", upload …-jats.xml.
- OJS will ask for dependent files: upload every image with exactly the same file name.
- For published articles: Create New Version, add the XML galley, then publish.
- To show it as full text, install the plugin OJS viewer
Limitations
- Word equations are written as text; complex equations are best as images.
- Numbered citations [1] are not linked automatically yet; the reference list is still built.
- EMF/WMF/TIFF images must be re-saved as PNG/JPG.
- Text boxes and floating objects (text box, SmartArt) may be skipped; convert them to plain text or images.