Can I migrate articles from my existing website / publisher?
Yes. We're happy to work with you to migrate your existing articles to your new website on Scholastica. In most cases, we can help migrate your back issues at no cost as part of the journal setup process.
PDF or full text?
First, it's important to consider whether you'd like to import your back issues / articles as PDFs or full-text. Most journals import as PDFs since this method is easier and much more likely to be supported by your existing website / publisher. That said, full-text is certainly superior, if you have the structured data at your finger tips.
In either case, our team is happy to help export and transform your journal data to suit our schema. We understand you're probably not a expert, so we expect you may need some help. As long as you're able to provide data in a reasonably structured format, we can help make any tweaks necessary for ingestion into our system.
Note on importing full-text articles
In order to import full-text, you must provide your articles in JATS, an industry standard XML format for describing academic articles. Currently, JATS is the only option for full-text import.
Already have structured data?
If you already have structured data for your existing articles (e.g. an export from your current system, CSV, etc.), we can review the files for you. We can often import directly from those files, though it depends on the exact data structure. You can send the file for review to your Scholastica contact, or if you haven't spoken to anyone at Scholastica yet you can contact us.
Importing PDF articles via spreadsheet
In order to import back issues / articles, the data you provide must be structured in the following way.
- Data should be provided in a spreadsheet (e.g. XLS) or a comma separated version (CSV).
- The spreadsheet / CSV should include exactly one row for each article to be imported.
- Each row should include the following columns. Please note that some columns are optional and thus may be omitted.
|primary_pdf||URL||Required||Direct, publicly-accessible (i.e. not behind a login or paywall) URL to download the article PDF.|
|cover_url||URL||Optional||Publicly-accessible URL to a high-resolution image, which will appear on your website alongside the article. If omitted, we will provide a stylish default which you can change at any time.|
|issue_cover_url||URL||Optional||Publicly-accessible URL to a high-resolution image, which will appear on your website alongside the issue. If omitted, we will provide a stylish default which you can change at any time.|
|authors||JSON||Required|| All the article's authors – including any additional author data such as institution, orcid, etc – encoded as JSON. This should be an array of object where each object, representing a single author, may have the following keys:
|title||String||Required||The article's full title.|
|abstract||String||Required||The article's full abstract.|
|short_description||String||Optional||A short description of the article which will appear on your website alongside the article (e.g. in search results). Must be 30 words or fewer.|
|keywords||Comma separated list||Required||A comma separated list of keywords.|
|section_name||String||Required||The name of the section where the article should listed (e.g. a computer science journal may have sections for Machine Learning, Data Structures, etc).|
|journal_name||String||Required||Your journal's exact name, as it appears on Scholastica.|
|issue_short_description||String||Optional||A short description of the issue which will appear on your website alongside the issue (e.g. on your "Issues" page). Must be 30 words or fewer.|
|issue_description||String||Optional||A description or preface for your issue. This may used, for example, to discuss the theme of a special issue, provide editorial notes, etc.|
|issue_volume||Number||Required||The volume of the article's issue.|
|issue_number||Number||Required||The number of the article's issue.|
|issue_year||Year||Required||The year of the article's issue was published. Should be in the following format: YYYY (e.g. 1999).|
|published_at||Date||Required||The date the article was first published. Should be in the following format: YYYY-MM-DD (e.g. 2018-06-12).|
|first_page||Number||Optional||The article's first page|
|last_page||Number||Optional|| The article's last page
|doi_number||Number||Optional||The DOI number assigned to the article. If there is no DOI assigned to the article, simply enter N/A.|
|copyright_license||String||Required||The copyright license set for the article. If there is no copyright license set for the article, simply select "No copyright license selected".|
Finally, you can always upload back articles yourself – read more at Manually uploading and publishing back issues.
Note: Scholastica contains additional custom fields which other systems may not include (e.g. images for articles/issues), which may require you to give additional input as part of the import process.
How much does it cost?
Under most circumstances, we can import your existing articles at no additional cost. However, if your exported data is messy or unstructured, we may need to charge a small per article fee. Our Sales team will work with you to determine the best process to help avoid any possible fees.