Metadata Manager

Metadata Manager support documentation

Metadata Manager actively supports our Content Registration service by offering a simpler, more flexible way to register and update metadata, for both single and multiple deposits. This service is currently in beta and is only available for journal content.

Here we take you step-by-step through Metadata Manager, offering explanatory support notes, and relevant visual imagery—to help you navigate the tool.

+- 1. Logging in to Metadata Manager

Open your browser and go to Enter your username and password. This is the same username and password that you’ve previously used to login to our web deposit form or admin system. The username is usually a few letters, and the password is usually a combination of letters and numbers. If you have forgotten your username or password you can contact us to retrieve them.

+- 2. An overview of your workspace

When you first login to Metadata Manager, you’ll be taken to your workspace. This is the space where all deposits (new and updates) in this application occur. You’ll always be able to get back to here by clicking the “Home” button at the top of the screen.

Your workspace is where you’ll hold your list of publications. The first time you login, it’ll be blank (until you add your publications). As you add the publications you want to manage into Metadata Manager, they’ll start collecting on this screen.

You can add new publications and edit existing publications you have previously submitted to our system from your workspace. You can also click into each publication and add or edit articles against them.

workspace overview

1 The home button
You can always get back to the full view of all your journals by clicking the “Home” button.

2 Deposit history
You’ll be able to see your previous deposits made via Metadata Manager in this section (excludes deposits via other routes such as HTTPS Post, web deposit form, etc.).

3 To deposit
Here you’ll see the items you’ve filled in but not yet deposited with us. The number next to “To deposit” shows how many records are awaiting deposit.

4 Your username
This area shows the username you’ve logged in with. You can access account functions, log out and view a tutorial of Metadata Manager, by clicking on the downward arrow.

5 Search publication
This search bar allows you to find and add journals to your workspace. You can search based on title name or DOI.

6 New publication
This section allows you to create a new journal and add it to your workspace.

+- 3. Setting up a new journal in your workspace

After you log in, you’ll immediately see a view of all the journals in your workspace. If a journal belonging to your organization is not displayed, you can add it if you have previously registered metadata about the publication with us before. You do this by inputting the title or DOI into the search bar and then clicking Add. Once you have added titles to your workspace, you can always update the title record by hovering your mouse over the journal title and selecting Edit, which will take you to the Edit journal record screen.

edit journal record page

Note: if one of your journals does not have a DOI assigned already (at the journal level), you will be taken to the Edit journal record screen, in order to complete all the necessary information associated with your journal. We now require a DOI for every journal in the system. Choose any unique string of letters and enter it in after your prefix (10.xxxx/xxx) to create the journal DOI. Then add the journal URL. Provide additional metadata to the journal record if available (only fields marked with the blue flag and asterisk are required).

Click Save and then Close to return to the journal list. The journal is now added to your workspace.

edit journal record

+- 4. Registering new articles and working with volumes/issues

Click into the journal to view all of its associated articles in your workspace. Please note that you will only see previous deposits made via Metadata Manager. Deposits made via other routes (e.g., the web deposit form) will not show here unless you manually add them, which you can do by searching for the article via the article search.

associated articles

If you use issues and volumes for your journal, follow either Step A or B as is applicable. If you do not, click on the Add record button and select New article and proceed to step C below.

A) New volume/issue: If the article is part of a new volume and/or issue, click on the Add record button and select New volume/issue. Complete the fields in the volume/issue form. All fields are optional unless marked with an asterisk. Click Save to save this information, and then click Close. The volume/issue is now added into your workspace (you only need to do this once for all articles associated with this volume/issue). The volume/issue now appears in your journal Record List. Click the Add article button that appears on the right-hand side of that row.

creating new issue

B) Existing volume/issue: If the new article is part of an existing volume or issue, click on the Add article button by the intended volume/issue. To add an existing volume/issue to the workspace, input its DOI into the search bar and click Add.

adding a record

C) New article: Click on the Add record button and select New article. In the article form, provide Contributor, Funding, License, References, and additional metadata by clicking on the respective sections down the page to unfold them. (Fields are optional, unless marked with a blue flag and asterisk, but we recommend you register as much metadata as possible.

Add to your deposit, save or review the record at any time by selecting those options from the Continue button at the top-right of the screen (click Continue and select Add to deposit, Save or Review).

If you would like to know more about the metadata for each field, we provide tool tips that appear on the right-hand side of the form. You can turn these off be selecting Off in Show help slider at the top of the form.

Metadata Manager checks your metadata to ensure that you provide the correct type of information needed for a successful deposit. You will see warnings when the metadata does not validate, which contain guidance on the type of metadata we are expecting. These do not need to be corrected until you are ready to submit the deposit.

new article

You can also add Crossmark metadata to the article record via Metadata Manager if you’re a Crossmark member. This section will automatically appear at the bottom section of the article form for those participating in the service. Please contact our membership specialist if the section doesn’t appear for you.


D) The Review selection provides a condensed view of all the metadata you’ve provided in the form. To access this, click on the Continue button at the top of the form and select Review. You may wish to check all of the information entered in all applicable fields prior to adding the record to deposit (before submission). You can also Review All submissions on the To deposit screen prior to submitting the deposit.

+- 5. Submitting a deposit

A) When you have completed inputting article metadata or would like to designate it for deposit, click the Continue button from the article form and select Add to deposit.

You can also complete this same action from the Record List. Select the article(s) you would like to deposit by checking the box left of the article title. The Action menu will be automatically activated and you can select Add to deposit. You can also move to, duplicate and remove the records selected via the respective buttons in the Action menu. If you select Remove for a record that has not been deposited, it will be erased from Metadata Manager. Records previously deposited will not be deleted from our system, only removed from the Metadata Manager workspace. If you created an article outside of an issue/volume, you can associate it through the Move to option.

move to width

B) Click To deposit at the top of the screen. Here, you can collect and review all your journal-specific records via the Review all button. The system will display any errors with a red flag by the respective record(s). *These errors will need to be corrected before the Deposit button is activated.* If there are no errors, the Deposit button will be automatically activated. Click Deposit and the system will immediately process your deposit request.

error flag

+- 6. Reviewing deposit results

Once you click Deposit, we immediately process the deposit and display the results for accepted and rejected deposits. All deposit records accepted by the system have a live DOI.

All deposit results are archived and available for reference on the Deposit History tab, located on the top menu bar.


+- 7. Updating an existing article record

Metadata Manager also makes it easy to update existing records (note: you must add the journal to your workspace before you can update records associated with a specific journal - see section 3. Setting up a new journal in your workspace, above) even if you didn’t use the Metadata Manager to make the deposit in the first place.

Accepted and Failed submissions can be updated using the respective tabs in the workspace. Click into the journal and then click into the article. Add or make changes to the information. Then add the record To deposit and make the deposit following the standard process of creating a new article record.

If the article is not already added the workspace, click into the chosen journal. Then enter the article title into the Article search field.

update existing records

+- 8. Transferring titles

We enforce the concept of ownership for the content you register through us. If you ‘own’ a title, you are the member with permissions and responsibilities for creating metadata for that title. We control ownership using the DOI prefix. A single DOI prefix may be applied to a single title, a single publisher, or to a number of publishers (via a sponsoring member arrangement). This means that a member with prefix 10.1234 is the only member allowed to create identifiers for a title owned by that prefix. If a title is acquired by a member with prefix 10.5678, you, as the disposing publisher, can move the title ownership to prefix 10.5678, the acquiring publisher.

Title ownership may change if:

  • a title is acquired by a different publisher
  • there is a change in publishing partner
  • there is a change in hosting platform

Need more information? Continue reading about transferring titles, DOI ownership, and title ownership dispute resolution.

For those disposing publishers who wish to transfer a journal title that has been acquired by another publisher, we have created a simple three-step process to transfer and confirm the ownership transfer of your journal.

Note: The Transfer title tool will transfer the journal title and all existing DOIs published within that journal from the disposing publisher to the publisher acquiring ownership. If you do not wish to transfer all existing DOIs as part of your title transfer, please contact our support team to assist with your title transfer.

One: After logging in to Metadata Manager, navigate to the Home page of the journal you’d like to transfer. Once on the journal Home page, click Action and select Transfer title from the menu drop down.

update existing records

Two: On the Transfer title screen, confirm the From and Destination details (using the Publisher and DOI prefix boxes). Once you are ready, select Transfer to initiate the ownership change.

update existing records

Three: In addition to transferring the journal title, the Transfer title tool will transfer all existing DOIs affiliated with the journal from the disposing publisher to the acquiring publisher. The acquiring publisher’s technical contact on file with us will be notified of the transfer via email once the transfer is processed. The title transfer can take up to 24 hours to be reflected within Metadata Manager.


Last Updated: 2018 June 29 by Isaac Farley