Project kickoff

What we need from your journal

A practical intake list so we can quote and start XML production without endless email threads. It shows what is required, what is recommended, and what we can resolve from the materials you already have.

This does not replace SciELO (or other platform) technical requirement guides — it covers what your editorial team should gather to work with EditorialXML.

Exact scope is confirmed in the proposal. If a “required” item is missing, we can quote with explicit assumptions or a prior diagnosis.

Request a quote See delivery package

How to read the list

RequiredWithout this we cannot safely produce or validate for the agreed destination.
RecommendedSpeeds the project and reduces rounds; if missing, we document the assumption.
We can handle itWe infer, normalize, or complete it from the sources (may affect timeline/cost).

Article sources

Source format drives OCR, tables, and math.

Required
DOCX and/or PDF of the article (approved version)
We prefer editable DOCX + layout PDF when typography is complex.
Recommended
InDesign / IDML package
Helpful for dense typography; not required if DOCX/PDF are clear.
Recommended
Prior XML (if any)
For rescue or ID continuity; if none, we produce from scratch.

Journal and issue metadata

Required
ISSN (electronic and/or print)
Needed in journal-meta and for SciELO/PMC.
Required
Official and abbreviated journal title
As it must appear in indexing.
Required
Volume, issue, dates, and pagination/elocation
For the issue in production; if elocation is pending, we agree a plan.
Required
Publisher / institution name
As it must appear in the XML.
Recommended
License (e.g. CC BY 4.0) and access policy
If omitted, we take it from the journal site and confirm with you.

Article and author identifiers

Recommended
DOI (or Crossref / suffix policy)
If DOI is assigned later, we leave a slot and agreed naming.
Recommended
Author ORCIDs
If missing, we mark without ORCID; we never invent identifiers.
Required
Full affiliations (institution, city, country)
Critical for SciELO; incomplete affiliations cause rejections.
Recommended
Corresponding author and email
If absent from the source, we ask once.

Images and assets

Required
High-resolution figures (TIFF/PNG/JPEG per destination)
If only embedded in PDF, we can extract them (variable quality).
Required
Figure/table captions in the article language
Must match the approved source.
Recommended
Alt text / accessibility
When the destination or journal requires it; otherwise we omit or draft under agreement.
We can handle it
Extraction from PDF
We can recover figures from PDF when no asset package exists.

Language and publication destination

Required
Destination: SciELO, PMC, generic JATS, or other
Defines Tag Set, SPS/PMC rules, and acceptance criteria.
Required
Body and abstract language(s)
Including full translation vs bilingual metadata only.
Recommended
SciELO coordinator / collection contact
Speeds SPS version questions; does not block kickoff.
We can handle it
Bilingual model (abstract vs sub-article vs HTML per language)
We propose the model after seeing a sample and destination — see bilingual journals.

Operations and confidentiality

Required
Editorial contact for the issue
For content questions and assumption approval.
Recommended
Target delivery / publication date
Lets us size the batch and partial handoffs.
Recommended
Unpublished / embargoed manuscripts?
Defines submission channel and product-improvement exclusion — see Security and confidentiality.
We can handle it
Name and affiliation normalization
We unify obvious variants; we do not invent missing data.

By destination

SciELO: prioritize ISSN, full affiliations, license, and clarity on SPS/collection.
PMC: prioritize DOI policy, math/typography, and the publisher validation profile.
JATS-only / repository: prioritize the agreed Tag Set and a readable asset package.

FAQ

What if we do not have ORCIDs?

We produce without ORCID. We never invent identifiers. If they arrive later, we can add them in an agreed round.

DOI is assigned at publication

Common. We agree an internal ID scheme and leave DOI ready to complete, or integrate it in a final delivery.

Can you quote from an incomplete package?

Yes, with written assumptions (e.g. figure extraction from PDF). A sample diagnosis reduces surprises.

Does this replace the SciELO requirements guide?

No. That guide explains the platform. This page lists project intake for EditorialXML. Read both.

Ready to quote?

Gather at least sources, ISSN, destination, and languages. If something is missing, say so — we quote with clear assumptions.

Request a quote