Copy edit and publication: Central Editorial Service

Before initiating production

In Editorial Manager, an accept decision closes the editorial process for that submission.

  • There should be no further changes requiring editorial input.
  • The submission should be ready for publication other than requiring potential changes to spelling, grammar, formatting and consistency in terminology.
  • Please ensure authors have addressed all methods and content queries before acceptance. 

Make an accept decision and notify the authors that the submission is accepted for publication. The submission will move to My Assignments with Decision folder on your Main menu.

Production Notes

  • Go to Details > Production Notes > add the template text below in the Production Notes field.
  • The Production Notes are automatically included in the Copy Editor Assignment email. Please include as much detail as possible for the Copy Editor on any editorial decisions or approaches agreed with authors - particularly any methods or formatting which is non-standard. These decisions and approaches should also be explained and justified in the text. 
  • Embargo date: if you want the submission to publish on a specific date, add the following standard wording at the head of the Production Notes: DO NOT PUBLISH UNTIL DATE CONFIRMED DD Month YYYY (ME = Name).
  • Simultaneous publication: If you want the submission to publish in tandem with another submission, add the wording above and the manuscript number of the related submission.
Production Notes template wordingProcess

Managed by Central Editorial Service. (If checked by QA team add: Methods and analytical approach reviewed by QA Editors; SoFT data checked). Content and consistency checked. Signed off by Senior Editor [Sign-Off Editor Name]. If appropriate add: Characteristics of studies tables checked for completeness by Editorial Assistants.

  • EXPEDITED REVIEW - PRIORITISE FOR COPY EDITING (if relevant)
  • Embargo or scheduled publication date (if relevant)
  • Spelling (UK/US) and style or terminology preferences 
  • Word count*
  • Number of included studies (reviews and updates)
  • Number of excluded studies (reviews and updates)
  • Any other relevant information for Copy Editor (editorial decisions/strategies agreed with authors - particularly any methods or formatting which is non-standard)

*Use the submission preview for focused submissions, and the View for long format submissions. See Word count.

Editorial Assistants to add Production Notes template wording during technical checks. ME to add any relevant details at acceptance.

Licence for Publication

Green and Gold open access

The default LfP type:

  • For protocols is CC BY-NC (from 8 November 2024). 
  • For reviews and updates is Green open access.

Gold open access

Authors and/or funders may need the full article to be free to view immediately after publication. If you select a Gold Open Access licence type, the authors or their funders must pay an Article Publication Charge (APC). See our Gold open access policy and Licence for Publication forms: Central Editorial Service.

Green Open Access

It provides free access to the full article 12 months after publication or on publication (protocols for Cochrane Reviews accepted for publication before 8 November 2024).


  • Scroll up the Details to the Licence for Publication field.
  • Ensure this is correct and reflects the authors' preference regarding Open Access publication. 
  • If the Licence for publication type is incorrect when you use action Initiate Production, the authors will receive incorrect licences. If this licence type is changed before publication, authors will need to complete new forms. If the licence type needs to change after publication, this will require an amendment and authors will need to complete new forms.
  • Save and close.

Initiate Production

  • Use action Initiate Production to open the production process for this submission.
  • On the Initiate Production screen, leave the Submission Target Online Publication Date blank.
    • This means the protocol or review will publish when ready (when the final proofread is complete and all License for Publication forms are in).
  • If you wish the protocol or review to publish on a particular day, please Cancel here and add your suggested date to the Production Notes.
  • Proceed Without Selecting a Task and on the next screen, select Editorial Menu to return to your To-Do list. 
  • You have now sent this submission for copy editing. 
  • When a Copy Editor is assigned to the submission, you will be copied in to the task assignment email from Editorial Manager.

Copy-editing and proofreading

Guidance about the production workflow and copy-editing tasks is available here.

After publication

  • The Corresponding Editor will receive a notification from Editorial Manager when the review is published.
  • If you wish to send a congratulatory email to authors, you can locate the submission in My Assignments with Final Disposition Accept folder and Send Email to send the letter Publication notification to Authors.
  • Customize Letter to add a link to the publication on the Cochrane Library, and any other relevant information for authors.
  • When a protocol is published, it will automatically move to full review stage, authoring phase, in RevMan.
  • Full reviews are invited by Central Editorial Service on a weekly basis, from protocols published in the previous week. Managing Editors do not need to invite the full review following protocol publication.