IMS Bulletin #33 (24 March 2006)

Index

• For all
  1. Message sent to other Cochrane entities about the Archie messaging system
• For Phase 2 Users
  2. Checking out a RevMan file from Archie
  3. Transferring a protocol or a review from one CRG's module to another
  4. Changing the status of a withdrawn protocol to 'Inactive'
  5. IMS question of the week: Do we have to run the Publication wizard again if the byline for the review within the Document is correct but the Document roles had to be corrected in Archie because they had not been selected in the RevMan file?

For all

1. Message sent to other Cochrane entities about the Archie messaging system

Last week, IMS Support sent an email to all Centre, Branch, Field, Network and Methods Group Super Users alerting them of unread messages in Archie. We explained that Review Group Super Users send 'suggest changes' messages through Archie if a set of contact details, for whom they are the Primary entity, needs updating. They have been asked to check their messages in Archie on a regular basis and respond in an appropriate and timely manner. We hope that Archie emails will now be answered on a more frequent basis. Please contact your IMS Support person if the problem persists.

For Phase 2 Users

2. Checking out a RevMan file from Archie

We generally recommend that you use RevMan to check out reviews from Archie by using File > Check out from server ... within RevMan. However, there is also an option in Archie's right-click menu for reviews called 'Check out'. The option is there so any users having problems with RevMan's connection to the server can still access their reviews. The option works by creating a XML version of the review, which can be downloaded and then imported from within RevMan 4.3.

Note that if you use that option, and are asked whether you wish to Open, Save or Cancel as part of the file download, the review has at that point already been marked as checked out by Archie.

Since the File Download dialogue is about what to do with the file on the user's PC, and no information can be fed back to Archie, choosing Cancel will discard the file, but leave the review in Archie marked as being checked out. If this happens, a Super User can resolve this by using 'Undo checkout' for the review.

We are going to rename the option in Archie to clarify what it does, and we are also making changes that mean that XML files checked out from Archie will open directly in RevMan.

3. Transferring a protocol or a review from one CRG's module to another

From Ben Hickling, Project Editor, John Wiley & Sons Ltd

If you are transferring a protocol or review from your module to another CRG's module, please contact us so that you can receive assistance from the IMS team to arrange this through Archie. You should also notify Ben Hickling, Project Editor of The Cochrane Library for John Wiley and Sons Limited.

4. Changing the status of a withdrawn protocol to 'Inactive'

Withdrawing a protocol from one issue of The Cochrane Library does not automatically make it 'Inactive' in the next issue. You have to change the status from within the Advanced tab for the Properties of the Review. Remember that the Inactive status automatically ensures that the protocol will no longer be published so there is no need for further action, ie you do NOT run the Publication wizard on an inactive protocol.

5. IMS question of the week

Question: Do we have to run the Publication wizard again if the byline for the review within the Document is correct but the Document roles had to be corrected in Archie because they had not been selected in the RevMan file?

Answer: It is important to add the co-authors and contact author (if missing) to the People tab of the Review's Properties so they will be linked to the Review when it is next checked out from Archie. If the contact author Document role was missing in Archie, then you should run the Publication wizard to ensure that the contact author's contact details are published in the next issue of The Cochrane Library. However, because the contact details of co-authors are not yet published in The Cochrane Library, there is no need to republish if only the co-authors or their details were changed.