IMS Bulletin #99 (25 June 2010)
Index
For all CRGs
1. New Document Role: Editor Support
2. Using Archie to communicate with Copy Edit Support (CES)
3. Reminder: Capacity of Files folder in Archie
4. Correction to item 5 of IMS Bulletin (No.98)
5. Questions of the week:
(a) Can I search for a specific topic in my Group’s Topics list?
(b) Can any author named on the byline of a review change the order of authors for that review?
(c) If a CRG has given a person a Document Role on a review in Archie, should that person also have an Entity Role with the CRG?
For Stage 3 workflow pilot Groups
6. Using Archie Ticketing email to communicate with Copy Edit Support (CES)
7. Questions of the week:
(a) Where do the ‘Brief notes’ submitted by the recipient of a Ticket go when the recipient clicks the Done button?
(b) What is the limit on the number of characters that can be entered in the ‘Brief notes’ box in the Ticket?
For all CRGs
1. New Document Role: Editor Support
Please note that it is now possible to assign people with a record in Archie the Document Role ‘Editor Support’ to allow them to access drafts in the Editorial Write Phase and the Editorial Read Phase to help Editors with their editorial work.
2. Using Archie to communicate with Copy Edit Support (CES)
Please note that all members of CES have records in Archie. Once you have been assigned a copy editor by CES, you should give this person the Entity Role ‘Other’ with your CRG and then give the person the Document Role ‘Copy Editor’ on the review(s) s/he will be copy editing. If you are a workflow pilot group, please consider communicating with your CES copy editor through the workflow Ticketing system as described in item 8 below.
3. Reminder: Capacity of Files folder in Archie
CRGs are initially allocated 10 MB for file storage in their Files folder in Archie. This can be increased up to 50 MB. If you need more file storage in Archie, please contact your IMS Support person.
4. Correction to item 5 of IMS Bulletin (No.98)
Item 5 in last week’s Bulletin should have read “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.” and not “before”.
5. Questions of the week
(a) Question: Can I search for a specific topic in my Group’s Topics list?
Answer: Yes, it is possible to search for a specific topic in your CRG’s Topics list as follows:
- Open your CRG Properties, go to the Topics tab, enter the relevant search term in the Find option and click on the icon next to it.
For more information, see Archie Help > Help Topics: Entities\Topics lists, under ‘To search in Topics list’.
(b) Question: Can any author named on the byline of a review change the order of authors for that review?
Answer: No. A change to the order of the authors, which must be made in RevMan, can only be made by the Contact Person for the review or the CRG’s Super User.
(c) Question: If a CRG has given a person a Document Role on a review in Archie, should that person also have an Entity Role with the CRG?
Answer: Yes. Anybody who has a Document Role on a review in Archie should also have an Entity Role with the CRG. For example, a person who is both an author and a referee with the same CRG should have two Entity Roles with the CRG: Author and External Referee or Internal Referee.
For Stage 3 workflow pilot Groups
6. Using Archie Ticketing email to communicate with Copy Edit Support (CES)
Please consider using an Archie Ticketing email to communicate to your Copy Edit Support person that a review is ready to be copy edited. To do this:
- assign the CES person the Document Role ‘Copy Editor’ on the review; this will automatically transfer to the Workflow Role ‘Copy Editor’;
- open the Properties of the Copy Editor’s task;
- review and edit, if necessary, the ‘Expected to be due’ date;
- go to the Advanced tab and check Notifications;
- click on Create Ticket;
- review template message and edit as appropriate;
- do NOT attach a RevMan file because CES must check the review out of Archie to make their copy edits.
7. Questions of the week
(a) Question: Where do the ‘Brief notes’ submitted by the recipient of a Ticket go when the recipient clicks the Done button?
Answer: The ‘Brief notes’ are recorded as an Event in the Task’s History
Warning: Please remember to set your task-specific Notifications so that you are informed when the task has been completed and can check the History tab for notes that have been submitted through the Ticket.
(b) Question: What is the limit on the number of characters that can be entered in the ‘Brief notes’ box in the Ticket?
Answer: The limit for each note is around 1000 characters.
