IMS Bulletin #30 (27 January 2006)

Index:

• For all
  1. Latest Archie deployment
  2. Reminder: Archie messages
• For Phase 2 users
  3. Relationship between Document roles and Entity roles in Archie
  4. RevMan IDs (called Unique ID in RevMan) and Archie
   (a) Implications for registered titles
   (b) Implications for published protocols and reviews
  5. Tip: printing the check-in message from RevMan
  6. Question of the week: Why do I get a message saying "shared by authors and editors" when I change the phase of a Review from Authoring to Editorial and vice versa?

For all

1. Latest Archie deployment

A new version of Archie was deployed on 12 January 2006. For full details of the updates, go to Help > What's new. You should have received notification of this new deployment through the Archie messaging system. If you didn't, please tell your IMS Support person. Remember you can edit how you receive notifications (ie, via the Archie messaging system or your email address) through the Properties (Settings > Edit Notifications...) for your record in Archie.

2. Reminder: Archie messages

Please remember to review and 'action' your messages in Archie regularly. They may have implications for Phase 2 users.

For Phase 2 users

3. Relationship between Document roles and Entity roles in Archie

At the moment, Entity roles are NOT co-ordinated with Document roles automatically. When you check a Review into Archie, Archie will create a Document role for all authors selected as 'Reviewers' in RevMan even if the person does not have the Entity role 'Author' with your CRG. However, It is important to note that Archie will not automatically update the person's Entity role in their Properties if the person currently doesn't have the Entity role 'Author' with your CRG. In such cases, you will have to add the 'Author' role with your CRG to the person's record.

If you are ensuring that you create records for all authors when you register titles in Archie then this shouldn't be a problem. However, as we know, authors add new authors to the RevMan file they send you without telling you about their new co-authors in advance. In such cases, you should check the person's record in Archie if they are new to your CRG and give them the Entity role 'Author' with your CRG. The check-in report in RevMan will tell you the people for whom Archie has created Document roles.

The one exception is when the person, for whom a Document role has been created, did not have a record in Archie. In such cases, Archie will have created a record for the person and, because everybody in Archie must have at least one Entity role, Archie will create the Entity role 'Author' with your CRG.

4. RevMan IDs (called Unique ID in RevMan) and Archie

• When you create a review in RevMan 4, an 18-digit ID unique to that review is generated. All versions of a review share the same Unique ID, which cannot be edited by authors. You can view the unique ID in the Coversheet for the Review, next to the Review number and alongside the heading 'Unique ID:'. In Archie you can view the RevMan Unique ID in the Properties for the Review (Properties > Advanced) alongside the heading 'RevMan ID'.
• When you register a title in Archie, a RevMan ID will be generated by Archie, which will transfer to RevMan when you check it out. The Archie RevMan ID cannot be edited.

The relationship between RevMan Unique IDs and Archie RevMan IDs

When you check in a Review from RevMan 4.3 to Archie, it will first match on Review ID. If it can't match on Review ID, it will then match on title. If it matches on title but not Review ID, Revman will report this (see latest deployment details). If there is no title match either, Archie will create a new Review record. When you next check the Review out, it will check out the Review with the Archie ID and ignore the one submitted by the author if it was different.

(a) Implications for registered titles

When you register a title in Archie, Archie creates a Review ID that will transfer to RevMan when you check the document out to send to the author to develop the protocol. However, if you don't send a 'prepared' RevMan file to the author or the author sends you a RevMan file first, when you check the author's version into Archie, it will match on the title if they are the same even if the IDs are different. When you next check out the protocol, Archie will transfer the Archie ID.

In such instances, we suggest that you ask the author to delete earlier versions from RevMan and only use the RevMan file sent to them by the editorial office so that you can maintain the history of the development of the Review in the system.

(b) Implications for published protocols and reviews

You will have sent the to be published version of protocols and reviews to authors for their approval before releasing them for publication so the author should have the version with the correct Archie ID. However, if the authors have not used the correct RevMan file, Archie alerts you to a difference in the Review ID for an update or new review. We suggest that you inform the authors that they have used the incorrect RevMan file and, to avoid confusion and possible publication errors, they should delete the Primary version they currently hold before importing the version with the correct Review ID you have sent them.

5. Tip: printing the check-in message from RevMan

Until we are able to print the check-in message from RevMan, you can print them by pressing on Alt + Print while the screen is open and then pasting them into Word. (Thanks to Tina Leonard for this tip.) If you have a tip you think would be helpful to share with others, please let us know.

6. Question of the week

Question: Why do I get a message saying "shared by authors and editors" when I change the phase of a Review from Authoring to Editorial and vice versa?

Answer: This is to allow people from both groups (authoring and editorial) to view but not check out this version. Without this attribute, authors would not be able to see the version they had just submitted because it had moved to the Editorial phase. (Note: this has no real impact until authors begin using the system.)