IMS Bulletin #86 (29 May 2009)

Index

For all

• 1. Report on Archie quarterly module submissions for The Cochrane Library 2009, Issue 3
• 2. Latest Archie deployment: version 2.6
• 3. Reminders
  (a) Withdrawn protocols
  (b) Reactivated protocols are no longer automatically published
  (c) Removing the Author Document Role from reviews after marking a review for publication does not affect the to be published version

• 4. Tip: Reviewing track changes in RevMan
• 5. CRG Super Users’ Guide to Archie
• 6. Question of the week: Does a protocol have to published before the authors can start work on the review?

For Stage 2 Workflow pilot Groups

• 7. Update on Workflow pilot
• 8. Feedback from pilot CRGs
• 9. Question of the week: Should I use the ticketing system to inform my editors when their tasks are ready?

1. Report on Archie quarterly module submissions for The Cochrane Library 2009, Issue 3 (from Michelle Ames, Production Controller, John Wiley & Sons)

Wiley collected data for all Cochrane entities from Archie at the quarterly submission time and emailed feedback reports to all CRGs. Thirteen CRGs requested late changes, so their modules were unlocked to allow these to be made, and then re-collected. There were no groups with "Action Required" in their original reports.

2. Latest Archie deployment: version 2.6

For full details of this latest deployment and previous deployments, please see What’s New under Help in Archie.

The latest Archie deployment took place on 15 May 2009. This deployment includes the following new features:

 For full details of this latest deployment and previous deployments, please see What’s New under Help in Archie.

3. Reminders

a) Withdrawn protocols
As mentioned in the PPG Bulletin Claire Allen sent on Tuesday (26 May), protocols marked as 'withdrawn' for more than one issue of The Cochrane Library will automatically have their Status changed to Inactive in Archie so they are removed from publication in Issue 4, 2009. This change to Inactive takes place at the same time as Wiley approve CRG quarterly module submissions for publication, usually 7 to 10 days after the submission deadline. If there is a reason why you would like a withdrawn protocol to continue to be published as withdrawn for more than one issue, you will need to return the protocol's Status in Archie to 'Withdrawn' and remark the protocol for publication before the next quarterly module submission deadline.

(b) Reactivated protocols are no longer automatically published
When the status of an Inactive protocol is changed to Active, the previously withdrawn version will no longer be automatically published in the next issue. The new review team will be able to prepare a new protocol without the old published version being republished. When the new protocol is ready for publication, you must run the Publication Wizard.

(c) Removing the Author Document Role from reviews after marking a review for publication does not affect the to be published version
Marking an author as Inactive, or removing the Author Document role from a review, will not affect the byline of a review version that has already been marked for publication. It is only when the review is next checked out and the review remarked for publication that the names of the new authors will replace the names of the previous authors on the byline.

4. Tip when reviewing track changes in RevMan

When there are tracked changes in elements that are shown as protected in the Main Text tab in RevMan, you can either

• open each element, and from there resolve them individually; or
• use Edit > Global Replace with the Globally Accept Tracked Changes option.

Remember that if you decide to use the Global Replace you can easily identify the changes you have accepted by checking this version into Archie and comparing it with the previous version.

5. CRG Super Users’ Guide to Archie

The CRG Super User’s Guide to Archie is now available at http://ims.archie.org/support/crgs/user-guides. This new Guide replaces the old Phase 1 and Phase 2 User Guides released during the initial rollout of Archie. The new Guide is much more comprehensive in scope and is intended to serve both as a reference work for experienced users of Archie and as a training resource for new CRG staff. Please send feedback on the User Guide to Becky at becky@support.cc-ims.net.

 6. Question of the week

Question:  Does a protocol have to be published before the authors can start work on the review?
Answer:  No, as soon as the protocol has been marked for publication, the authors can check it out of Archie to prepare the full review.

For Stage 2 Workflow pilot Groups

7. Update on Workflow pilot

Nineteen CRGs and three CRG satellites are currently participating in Stage 2a of the Workflow pilot: Acute Respiratory Infections; Airways; Back; Bone, Joint and Muscle Trauma; Consumers and Communication; Dementia; Drugs and Alcohol; EPOC; EPOC Satellites; Hypertension; Incontinence; Musculoskeletal; Musculoskeletal Satellite; MS; Neonatal; Oral Health; Pregnancy and Childbirth; Peripheral Vascular Diseases; Renal; and Tobacco Addiction. Eight other CRGs and one other CRG Satellite will join Stage 2b: Breast Cancer; Childhood Cancer; Haematological Malignancies; Lung Cancer; Menstrual Disorders and Subfertility; PAPAS; Public Health; Wounds; and UGPD.

8. Feedback from pilot CRGs

Please remember to provide feedback on bugs encountered during the pilot or suggestions for improvements using the Feedback function in Archie (Help > Feedback, then either ‘Report a problem’ or ‘Suggest a change’, as appropriate). Your input is critically important as the IMS team work to improve and optimize the workflow system.

In response to feedback already received from pilot Groups, there are plans to release a new version of Archie soon which will allow pilot CRGs the ability to

• attach more than one file to a ticketing email;
• attach files from the user's PC to a ticketing email;
• edit the text of ticketing emails more completely, although this will need to be done on an email-by-email basis for now as it is not yet possible to save a ticketing email 'template'.

 9. Question of the week: Should I use the ticketing system to inform my editors when their tasks are ready?

Answer: Here are the options available to you:

(a) For Editors who have no permissions to view workflows (the default permission setting in Archie)
If you have kept the default workflow permission set to ’No permission to view workflows’, your Editors will not be able to see the Workflow folder in Archie nor their assigned tasks in their Organizer screen in Archie. You will, therefore, have to send them an email to inform them that their task is ready to be carried out. We suggest that instead of sending your Editors an email outside of the system, you use the workflow ticketing system. To do this, open the workflow properties for the review, complete your task (e.g., task 9: Send comments to Contact Editor) then open the Properties for the Editor’s task (e.g., task 10: Prepare comments for presentation to authors), go to the Advanced tab > Create ticket and, if you wish, type a personal message into the Message box. Click Preview to read the message your Editor will receive.
Note: You can’t edit the standard messages at the moment. However, as mentioned in item 8 above, the ability to edit messages is planned for the next update of Archie.

(b) For Editors whose permissions you have set to view all details about workflows (i.e. medium permissions setting in Archie)
If you have reset your Editors’ permissions to view all details about workflows, they will be able to see their tasks listed in the Organizer view in Archie. However, unless they use Archie everyday, they will not be aware that a task has been assigned to them. We therefore suggest that you either send them a ticket as described in (9a) above or edit their Notifications so that they automatically receive a notification when you have allowed them, through the workflow, to access their task. (Person Properties > Settings > Edit Notification) ensuring that you change the default setting for Send message via email to [email address]. The message your Editor will receive will be the message generated by the system.