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IMS Bulletin #40 (7 August 2006)

Index

  1. Bug: review validation check reports the wrong contact details
  2. Plans for new Wizard to republish reviews with changed contact details
  3. Reminders
    • (a) Viewing of Reviews folder
    • (b) Comparing versions in Archie
  4. Questions of the week
    • (a) We are looking for new authors to register a title for a review for which we have an Inactive protocol. Should I change the stage of an Inactive protocol from Protocol to Vacant title?
    • (b) If an author sends me a new draft, but the unique ID for their draft is different to the one already in Archie, will Archie change the unique ID in the new draft to match the one already in Archie?

1. Bug: review validation check reports the wrong contact details

Please be aware that the validation report for reviews in Archie (right-click title and choose Reports > Validate) will sometimes inform you that the 'Organisation of co-author is empty' when, in fact, it is the organisation of the contact author that is empty. There is currently no workaround. The IMS team are planning to fix this bug in the next deployment of Archie which is scheduled for 11 August 2006. Use Help > Known Bugs to see the full list of currently known bugs.

2. Plans for new Wizard to republish reviews with changed contact details

Following testing by IMS Support and members of EMAG, the IMS Developers intend to release a new Wizard which identifies reviews with changes to contact details since the last module submission and allows us to republish such reviews 'collectively' rather than individually. We suggest that you will only want to republish reviews for which the contact details of the Contact authors of reviews have changed because only Contact authors' contact details are currently published in The Cochrane Library. Although new deployments don't usually take place close to module submissions, we thought it would be helpful for CRGs if this Wizard is made available in time for the August module submission. This will therefore be part of the next Archie deployment (see above).

3. Reminders

(a) Viewing of Reviews folder
Users of Archie are not automatically able to view the Reviews folder in Archie even if you assign them the Entity role Super User or assign them a Document role (even though this will allow them to be able to check out reviews to RevMan 4.3). They will only be able to see the People and Document folders. This is because the viewing of the Reviews folder is currently arranged on an individual basis. You may remember that your IMS Support person would have arranged this for you before she carried out your training. If you would like other or new members of your editorial team to be able to view your CRG's Reviews folder, please contact your IMS Support person who will arrange this for you.

(b) Comparing versions in Archie
Remember to make full use of the 'Compare' function in Archie when receiving and sending versions of reviews from and to authors. You can compare any two versions of a Review held in Archie - see page 6 of the Phase 2 User Guide.

4. Questions of the week

(a) Question: We are looking for new authors to register a title for a review for which we have an Inactive protocol. Should I change the stage of the Inactive protocol from Protocol to Vacant title?

Answer: Although Archie currently allows you to do this, we suggest that you don't change the Stage from Inactive to Vacant title to avoid possible publication errors in the future; for example, when the Stage subsequently moves to Protocol, the withdrawn Protocol version that became Inactive will once again, but incorrectly, be published if the new protocol is not ready for publication. We suggest therefore that the Inactive protocol remains in the Inactive protocol section and you create a new Vacant title in Archie. You could use the Notes for both records to cross reference the two records.

(b) Question: If an author sends me a new draft, but the Review ID for their draft is different to the one already in Archie, will Archie change the Review ID in the new draft to match the one already in Archie?

Answer: When you check in a draft with a different Review ID to the one in Archie, the Review ID held in Archie (called RevMan ID in Archie) will not change. This means that when you next check out the Review from Archie, it will bring out Archie's ID and not the author's. When you send this RevMan version to the author, you will have to bring this to their attention.

There is a way to change the RevMan ID in Archie but you should avoid using it if possible because it can become complicated. If there is a reason you would like to use it, you may wish to discuss it with your IMS Support person first.

As a reminder and as mentioned in an earlier Bulletin, 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 alert you to this by informing you in the check-in report that the unique ID for the review did not match an ID in the system but a match by title was found. The report will also inform you that the ID of the new version has been changed to match the ID in the system for the title match. If the title is also slightly different to the title already in Archie, Archie will create a new record.

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