IMS Bulletin #76 (29 August 2008)

Index

1. Report on Archie quarterly module submissions for The Cochrane Library 2008, Issue 4 (from Michelle Ames, Production Controller, John Wiley & Sons)
2. CRG notifications when authors check draft reviews into Archie: clarification
3. New Archie Document and Entity Roles for CRGs
4. Latest Archie deployment: 6 August 2008
5. Reminder about Risk of bias table
6. Update on workflow pilot
7. New 'Characteristics of studies awaiting classification' table in RevMan 5: implications for conversions
8. Question of the week: Although I keep my contact details up to date in my Person record in Archie, my contact details (as the Contact Person for our CRG) in our Module text are not up to date. Why?

1 Report on Archie quarterly module submissions for The Cochrane Library 2008, Issue 4 (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. Ten CRGs requested late changes, so their modules were unlocked to allow these to be made, and then re-collected. There was some confusion over a couple of withdrawn protocols which were to be reinstated to The Cochrane Library in this issue. These need to include the What's new Event 'New citation: major change' in order to be recognised as having a valid status in the Wiley reports.
• It is vital that RGCs continue to check Wiley's emailed submission reports as it is still possible for there to be errors in Groups' quarterly submissions. Reports are sent to all RGCs and Assistant RGCs as designated in Archie. If it isn't possible for you to check the reports at submission time due to other commitments or holidays then please arrange for someone else to do so and email cl-submission@wiley.co.uk to request that the report for this issue is copied to this person's address.

2. CRG notifications when authors check draft reviews into Archie: clarification

CRG Super Users will receive a notification that an author has checked a draft in to Archie in two instances:

1. If the author checks the box "Submit for editorial approval" in the RevMan 5 Check-in Wizard. (If the author has also entered text in the Message box on the last screen of the Wizard, this message will be included with the notification.)
2. If the author has checked an Authoring draft into Archie (i.e. the box "Submit for editorial approval" is not checked) and entered text in the Message box in the Check-in Wizard, for example, to update the RGC on the progress the review team are making on the preparation of their review. If no message is added, the RGC will not be notified.

Note that you will receive the above notifications only if you have elected to be notified when 'Documents in the [CRG Name] are submitted or marked for publication' (click Edit Notifications... on the Settings tab of your Properties to check this).

3. New Archie Document and Entity Roles for CRGs

New Document Roles

• Author Support: This new Document Role can be assigned to a person who is assisting authors with the preparation of their reviews (for example, entering data into the RevMan file), but who should not be listed as an author on the byline. Persons with this Document Role have permission to view and read Shared and Authoring versions of the review and to edit the review when it is in the Authoring Write Phase.
• Statistician: Although people with the CRG Entity Role Statistician can read Shared and Editorial versions of all their CRGs' reviews in Archie, this role does not give them permission to check reviews out of Archie to edit. This new Document Role allows a CRG's Statistician to check a specific review out of Archie to edit when the review is in the Editorial Write Phase.
• Feedback Editor: Although people with the CRG Entity Role Feedback Editor can read Shared and Editorial versions of all their CRGs' reviews in Archie, this role does not give them permission to check reviews out of Archie to edit. This new Document Role allows a CRG's Feedback Editor to check a specific review out of Archie to edit when the review is in the Editorial Write Phase.

New Entity Role

• Editorial Assistant: This new Entity Role can be assigned to, for example, temporary staff working at the editorial base on specific tasks, e.g. converting reviews to RevMan 5. The default permissions for this Entity Role are set to minimum ('Min') across the board, but these but can be edited by the CRG's Super User to give the person the permissions s/he need to carry out specific tasks.

4. Latest Archie Deployment: 6 August 2008

The latest Archie deployment took place on 6 August. This deployment allows you to attach files to Notes. For full details of this latest deployment and previous deployments, please see What's New under Help in Archie.

5. Reminder about Risk of bias table

Please remember that if a Risk of bias item for an included study is assessed as 'Unclear' but no text is entered in the accompanying Description box, the line for this item in the Risk of bias table will not be published.

6. Update on workflow pilot

The workflow templates and their descriptions, prepared by the Editorial Management Advisory Group, were deployed to the Archie Test Server on Friday, 8 August, for testing by the IMS Support team and members of the EMAG workflow working group. This pre-pilot stage ended on Friday, 22 August. The IMS team are now preparing for Stage 1 of the workflow pilot, which is planned to start around the middle of September and last two months. Stage 1 will involve three of the IMS Support CRGs and five other CRGs chosen from CRGs who have already expressed an interest in piloting the workflows. We will be in touch with the RGCs of the CRGs who originally volunteered to be pilot Groups soon to inform them of the plans for the Stage 1 pilot. On successful completion of Stage 1, we will work with the IMS team to prepare for Stage 2, currently scheduled to start in January 2009.

Reminder: For more information and details about the workflows, please remember to sign up for the 'Using workflows in Archie' workshop at the 16th Cochrane Colloquium on Sunday, 5 October between 1415 and 1545.

7. New 'Characteristics of studies awaiting classification' table in RevMan 5: implications for conversions

RevMan 5 includes a ‘Characteristics of studies awaiting classification’ table which is new vis-à-vis RevMan 4. This table includes an entry for each study listed in the ‘Studies awaiting classification’ section of the references and has the same structure as the ‘Characteristics of included studies’ table. If you convert a RevMan 4 review that includes references to ‘Studies awaiting assessment’, the new table will be generated, but its cells will be empty. This will produce a warning (not an error) on the review’s Validation Report. You can either:

8. Question of the week

Question: Although I keep my contact details up to date in my Person record in Archie, my contact details (as the Contact Person for our CRG) in our module text are not up to date. Why?
Answer: The contact details used in the module are those of the entity, which are edited on the entity's Properties.

Tip: Your CRG's name listed under your name on the right-hand side of the Archie tool bar is a direct link to the Properties for your CRG.

Note: The contact details used in the module are only updated with the current entity details when you run the Publication Wizard for the module.