A journal submission system is software that allows authors to submit scholarly manuscripts to an academic journal electronically and helps editorial teams receive, organize, screen, and track those submissions. It replaces manual submission methods such as email attachments and shared spreadsheets with a structured online process.
A journal submission system typically provides an author submission portal where authors enter manuscript information, upload files, add co-authors, provide required declarations, and submit their work for editorial consideration. Once submitted, the system creates a record that allows the editorial team to manage the manuscript through subsequent stages of the journal’s workflow.
For journals, academic societies, university presses, and independent publishers, a journal submission system can provide a more organized way to handle growing submission volumes while giving authors greater visibility into the status of their manuscripts.
What Does a Journal Submission System Do?
The primary purpose of a journal submission system is to make the process of submitting a manuscript to a journal structured and manageable.
A typical submission workflow includes:
- The author creates or signs into an account.
- The author selects the appropriate journal or submission category.
- The author enters information about the manuscript.
- Co-authors and affiliations are added.
- Required files are uploaded.
- Declarations and submission requirements are completed.
- The author reviews the information and submits the manuscript.
- The system creates a submission record and manuscript ID.
- The editorial team receives and screens the submission.
- The manuscript moves into the journal’s editorial and peer-review workflow.
The exact process differs between journals, but a submission system provides the infrastructure that connects the author’s submission experience with the editorial team’s workflow.
Key Features of a Journal Submission System
A journal submission system can provide several features designed to make manuscript submission easier for authors and more manageable for editorial teams.
Author Submission Portal
The author portal is the main interface through which authors submit their work.
A well-designed portal guides authors through each step rather than requiring them to determine independently what information or files need to be provided.
The portal may collect:
- Manuscript title
- Abstract
- Keywords
- Author information
- Institutional affiliations
- Corresponding author details
- Manuscript files
- Figures and supplementary materials
- Funding information
- Conflict-of-interest declarations
- Other journal-specific requirements
A structured portal can improve the consistency of submissions received by the editorial office.
Manuscript File Upload
Authors may need to submit several files with an article, including the main manuscript, figures, tables, supplementary materials, or cover letters.
A journal submission system provides a central location for uploading these files and associating them with the appropriate submission.
This is more manageable than receiving multiple attachments through email and manually organizing them into folders.
Draft Saving
Authors may not always be able to complete a submission in one session.
A submission system can allow authors to save a submission as a draft and return later to complete it.
This is particularly useful when a journal requires extensive manuscript information, multiple author details, declarations, or supporting documents.
Co-Author Management
Academic manuscripts commonly have multiple authors.
A journal submission system can allow the submitting author to enter co-author information and, depending on the platform, invite those authors to participate in the submission.
Keeping author information within the submission record helps editorial teams maintain accurate records of who contributed to the manuscript.
Submission Requirements
Journals often establish specific requirements for manuscripts before they can enter editorial review.
These may include formatting requirements, required files, declarations, article types, word limits, or other journal-specific information.
A submission system can present these requirements during the submission process and help ensure that authors provide the necessary information.
Submission Confirmation
After a manuscript is successfully submitted, the system can provide confirmation to the author and create a formal submission record.
The record may include a unique manuscript or submission ID, submission date, manuscript title, and current status.
This gives both the author and editorial office a consistent reference for the submission.
Submission Status Tracking
One of the most useful features for authors is the ability to track submission status.
Depending on the journal’s workflow, a submission may move through statuses such as:
- Draft
- Submitted
- Technical check
- Editorial screening
- With editor
- Under review
- Revision requested
- Revised submission
- Accepted
- Rejected
- Published
Status tracking gives authors visibility into where their manuscript is without requiring them to repeatedly contact the editorial office for updates.
Editorial Screening
Once a manuscript is submitted, editorial staff may need to verify that the submission is complete and appropriate for the journal.
A journal submission system can provide editors with access to the manuscript, submission information, files, and relevant declarations.
Some modern systems also include AI-assisted screening to identify potential issues that may warrant editorial attention.
Journal Submission System vs. Manuscript Management System
A journal submission system and a manuscript management system are closely related, but the submission system has a narrower focus.
A journal submission system primarily handles the process of receiving manuscripts from authors.
A manuscript management system covers a broader part of the manuscript lifecycle.
For example:
Journal Submission System:
Author → Submission → Files → Confirmation → Editorial Office
Manuscript Management System:
Submission → Screening → Editor Assignment → Peer Review → Revision → Decision → Publication
In practice, many modern platforms combine both functions. The author submits the manuscript through the submission portal, and the same system then manages the manuscript through editorial and review workflows.
Journal Submission System vs. Editorial Management System
An editorial management system focuses on the work performed by editors after a submission has been received.
This can include editor assignment, reviewer selection, peer-review coordination, editorial decisions, revisions, and workflow monitoring.
A journal submission system focuses primarily on the author-facing submission process.
A complete journal platform can connect the two so that a manuscript moves directly from submission into the editorial workflow.
Why Do Journals Use Journal Submission Systems?
Email-based manuscript submission can become difficult to manage as a journal grows.
An author may send a manuscript as an email attachment, followed by additional files, corrections, and correspondence. Editorial staff then have to organize these materials manually.
A dedicated journal submission system provides a more structured alternative.
Benefits can include:
- Centralized submissions: Manuscripts and related information remain in one system.
- Improved author experience: Authors have a dedicated submission portal.
- Fewer administrative tasks: Submission information can be collected automatically.
- Better tracking: Authors and editors can monitor submission status.
- Consistent information: Required fields and files can be standardized.
- Easier editorial handoff: Submissions can move directly into editorial workflows.
- Better record keeping: Submission dates, files, and author information can remain connected.
- Scalability: Journals can handle higher submission volumes without relying entirely on email.
AI in Journal Submission Systems
AI can be used to assist with certain parts of the submission and initial screening process.
For example, an AI-assisted system may evaluate information in a submission to identify potential scope mismatches, plagiarism risks, methodological concerns, unclear contributions, or ethical concerns.
AI can also help identify potentially duplicate submissions.
These capabilities can help editors prioritize manuscripts that require closer attention, but AI-generated assessments should not automatically replace editorial judgment.
The role of AI should be to provide useful information and signals while allowing qualified editors to make the final decisions.
Alkademy Press as a Journal Submission System
Alkademy Press includes a journal submission system as part of its broader journal management platform.
Authors can submit manuscripts through an online portal, save drafts, upload files, and invite co-authors. Once submitted, the manuscript becomes part of the journal’s centralized editorial workflow.
Editorial teams can then manage the submission through screening, reviewer assignment, peer review, revisions, and editorial decisions.
Alkademy Press also provides AI-assisted submission screening. Each submission can receive a 0–100 quality score and an ACCEPT, REVISE, or REJECT recommendation, alongside specific concern flags for editors to review.
This screening is designed to assist editorial teams rather than make autonomous publication decisions.
Because the submission system is connected to the platform’s editorial management, peer review, publishing, and billing capabilities, journals can manage the manuscript from its initial submission through publication within one environment.
What Should You Look for in a Journal Submission System?
When evaluating a journal submission system, consider both the author experience and the workflow requirements of the editorial team.
Important capabilities may include:
- Online author submission portal
- Author account management
- Draft saving
- Manuscript file uploads
- Co-author invitations
- Author and affiliation management
- Submission requirements
- Submission confirmation
- Manuscript IDs
- Submission status tracking
- Editorial screening
- Automated notifications
- Revision submission
- Integration with peer review
- Integration with editorial workflows
- AI-assisted screening
- Duplicate detection
- Conflict-of-interest information
- Audit trails
- Submission analytics
- Integration with journal publishing
The best system should make submitting a manuscript straightforward for authors while providing editors with the information and workflow tools needed to process submissions efficiently.
FAQs
What is a journal submission system?
A journal submission system is software that allows authors to submit scholarly manuscripts online and enables editorial teams to receive, organize, screen, and track those submissions.
How does a journal submission system work?
Authors create or access an account, enter manuscript information, upload required files, add co-authors and other details, and submit the manuscript. The system then creates a submission record that can move into the journal’s editorial and peer-review workflow.
What is the difference between a journal submission system and a manuscript management system?
A journal submission system focuses primarily on receiving manuscripts from authors. A manuscript management system covers the broader lifecycle of those manuscripts, including editorial screening, peer review, revisions, decisions, and publication.
Can authors track their submissions?
Yes. Many journal submission systems provide submission status tracking, allowing authors to see where their manuscript is in the journal’s workflow.
Can a journal submission system use AI?
Yes. Modern systems can use AI to assist with tasks such as initial manuscript screening and duplicate detection. AI can provide editors with additional information while leaving final editorial decisions to humans.