IMS Bulletin #81 (16 January 2009)
Index
- Update on the conversion of the remaining RevMan 4 records in Archie
- Linking individual reviews in Archie to other Entities' Topics Lists
- Identifying authors who have active Archie user accounts
- Tips for authors when checking reviews out of and into Archie
- Changing the status of Withdrawn protocols to Inactive
- Question of the week: After checking out a review from Archie, I decided that I didn't have to make any edits. Do I have to check the review back into Archie in order to unlock it and allow others to access it?
1. Update on the conversion of the remaining RevMan 4 records in Archie
In IMS Bulletin #78, we informed you that, following the conversion of reviews for Issue 1, 2009, the remaining RevMan 4 records in Archie (RevMan 4 drafts for which there are currently no published versions; inactive protocols/reviews; registered titles) would be automatically converted to RevMan 5 before the end of 2008. You may have noticed that this has not yet happened. The plans for converting the remaining RevMan 4 reviews have been put back slightly and the IMS team will be in touch with you later in January to inform you of the plans for converting any remaining RevMan 4 files you may have in Archie, at which time you will no longer be able to check in RevMan 4 XML files.
Please remember that once a review has been converted to RevMan 5, you can no longer check in a RevMan 4.3 XML version of the same review into Archie.
2. Linking individual reviews in Archie to other Entities' Topics Lists
Some Fields and Networks have started linking reviews related to their scope to their Topics Lists as mentioned in the email from the Monitoring and Registration Group to Adminors in October 2008. These links are currently only visible in the Topics tab of a review's Properties in Archie. Work is currently underway to make the links visible and useable in The Cochrane Library.
3. Identifying authors who have active Archie user accounts
You can determine whether an individual author already has an active Archie user account by opening the Properties for the person and looking under the Info tab where you will see a new heading 'Is User'.You can also identify groups of authors who have user accounts by running an Advanced Search for People that includes the search lines 'Is user / Yes' AND 'Role in entity / Author' / in '[your CRG]'.
4. Tips for authors when checking reviews out of and into Archie
Thank you to everybody who responded to our requests for their top tips when advising authors on how to use RevMan 5 and Archie. We have reviewed your tips and are now finalising the 'Top Tips for Authors using Archie and RevMan 5' document. We will inform you when the document has been uploaded to authors. In the meantime, please remember to remind your authors that the person who checks a draft out of Archie must be the person who checks the edited draft back in to Archie; and to click 'Save' when a draft is checked out to RevMan 5 so that the most recent file can be recovered from RevMan 5 using the 'File > Recent Files' route if necessary.
5. Changing the status of Withdrawn protocols to Inactive
As you know, generally protocols should be published as withdrawn for one Issue of The Cochrane Library and then have their status changed to Inactive in Archie (on the Advanced tab of the protocol's Properties) so that they are no longer published. At the request of our publishers, we will be updating the existing quarterly submission checklist to include an item about checking your currently withdrawn protocols, to remind you to consider changing the status of your Withdrawn protocols to Inactive in an attempt to reduce the number of Withdrawn protocols that remain on The Cochrane Library.
6. Question of the week
Question: After checking out a review from Archie, I decided that I didn't have to make any edits. Do I have to check the review back into Archie in order to unlock it in Archie and allow others to access it?
Answer: No, you don't have to check the review back into Archie if you unintentionally checked it out or decided not to make edits. Instead, you can undo the check out. The quickest way to undo the check out is to exit RevMan (File > Exit) or close the review in RevMan 5 by clicking on the Close button on the right-hand side of the screen opposite the review title. You will then be prompted to 'Confirm Undo Check-out' and should answer 'Yes'. Alternatively, you can undo the checkout in Archie (right-click the review title and choose Undo Check-out ).
