IMS Bulletin #98 (11 June 2010)
Index
For all CRGs
1. Highlighting features from recent Archie deployments
2. Entity Role: Super User
3. Tip: preparing the RevMan file after marking a protocol for publication
4. Questions of the week:
(a) The local time shown in the Info tab of my record’s Properties is incorrect. How can I change it to the correct time?
(b) What happens to Notes created by people whose records are deleted from Archie?
For Stage 3 workflow pilot Groups
5. Tip: Reactivating tasks to assign them to a different person
6. Development of tips and tricks for using workflows
7. Question of the week: What advice would you give about providing ‘cover’ in the workflow system for an ME or other editorial base person who goes on leave for an extended period of time?
For all CRGs
1. Highlighting features from recent Archie deployment
Please remember to read What’s New under Help in Archie for details of recent changes to Archie, which include the following:
- In response to feedback, review numbers are now shown after the review title both in the RevMan View in Archie and the PDF view. Please note the review number will not appear at the end of the title in RevMan and will not be published as part of the review title in The Cochrane Library.
- It is now possible to create Advanced searches using Boolean operators (i.e., to combine AND and OR strings in a single search) – see Boolean Groups in the pull-down list of options in the far left search field.
2. Entity Role: Super User
Please remember that the Entity Role ‘Super User’ is a system role which confers the highest level of permissions for all resource types within a CRG. It is an additional role given to at least one member of the editorial staff (usually the Managing Editor) and must only be given to people with the editorial Entity Role ‘Staff’ who need to have full control over all their CRG’s resource types. People without the Entity Role ‘Staff’, such as Authors, should not be assigned the role ‘Super User’.
For advice on Entity Roles and how to edit their permissions for specific resource types within a CRG, please see Help > ‘Help Topics: People/Entity role permissions’ and/or contact your IMS Support person.
3. Tip: Preparing the RevMan file after marking a protocol for publication
After marking a protocol for publication, you can prepare the RevMan file to help authors with the development of the full review by checking the review out of Archie, changing the Stage to Review, opening the Risk of Bias tables and activating other RevMan 5 headings if they are not already open before checking the draft back into Archie. If appropriate, the TSC can also help by checking out the RevMan file, entering the search date and adding the search results to either the ‘Studies awaiting classification’ or ‘Classification pending references’ sections before checking the draft back into Archie and making it available for author check-out.
4. Questions of the week
(a) Question: The local time shown in the Info tab of my record’s Properties is incorrect. How can I change it to the correct time?
Answer: To correct your local time, go to Tools > Preferences > Organizer and select the time zone at your location.
(b) Question: What happens to Notes created by people whose records are deleted from Archie?
Answer: If the Note was marked on the Sharing tab as a Private Note, it will be deleted from Archie. If the Note was marked on the Sharing tab as an Administrative Note, it will be transferred to the CRG’s contact person, usually the Managing Editor.
For Stage 3 workflow pilot Groups
5. Tip: Reactivating tasks to assign them to a different person
Remember to add the name of an additional person to roles in the People tab after reactivating the task you want to assign to the additional person.
6. Development of tips and tricks for using workflows
Please remember to send us your tips and tricks on using workflows so we can share them with other workflow pilot Groups through the IMS Bulletin. These tips and tricks will eventually make their way into the Workflow User Guide, which will be released to all CRGs on completion of the workflow pilot when workflows will be rolled out to all CRGs.
7. Question of the week
Question: What advice would you give about providing ‘cover’ in the workflow system for an ME or other editorial base staff person who goes on leave for an extended period of time?
Answer: If a Workflow Manager goes on extended leave, s/he can assign the Workflow Manager role to another person from when s/he goes on leave until s/he returns from leave when the Workflow Manger role can be reassigned to the original person. During the Workflow Manager’s absence, the person providing cover will therefore receive notifications about completed and overdue workflow tasks as long as these notifications have been requested for individual tasks in the Notification section on the Advanced tab of the Task Properties or the person has edited their own general Notifications in their record’s Properties to receive them.
However, please note that this will not alert the person providing cover to individual tasks assigned to the person on leave in his/her absence. For this to happen, individual tasks will also have to be reassigned to the ‘covering’ person. If the CRG has a lot of workflows, this could be a very time consuming process. The IMS team, therefore, are currently considering ways of making it easier for other people to be assigned tasks while the ME, TSC or other editorial person usually responsible for workflow task(s) are on leave or leave their posts. In the meantime, the person responsible for the workflow management in the absence of the usual Workflow Manager may prefer to use the Status Report in Archie to identify current tasks that they need to follow up in that person’s absence – see information about the Workflow Status Report in the Workflow User Guide (http://ims.cochrane.org/archie/workflows/Stage_3_User_Guide_to_Workflows.pdf) and item 4 of the IMS Bulletin, No. 96 (http://ims.cochrane.org/support/crgs/bulletins/ims-bulletin-96-23-april-2010).
