IMS Bulletin #72:(6 June 2008)

Index
1. Report on Archie quarterly module submissions for The Cochrane Library 2008, Issue 3 (from Michelle Ames, Production Controller, John Wiley & Sons)
2. New features in the latest update to RevMan 5 (5.0.12): 6 June 2008 
(a) Specifying a Working Directory and a Backup Directory
(b) Undo check-out from RevMan

3. Archie Privacy Policy

4. Reference management files and RevMan 5

5. Information about RevMan 5 and Archie for authors
6. Expiry of Archie registration message

7. Question of the week: How do I create a list of email addresses of all my authors?

1. Report on Archie quarterly module submissions for The Cochrane Library 2008, Issue 3

(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. Eleven CRGs requested late changes, so their modules were unlocked to allow these to be made, and then re-collected. There was some confusion over reviews needing a new citation when the conclusions haven’t changed, therefore, for the next submission we are investigating the addition of “New search for studies completed, conclusions not changed, citation changed” to the Wiley report. 

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 RGCs and Assistant RGCs that are set up 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. New features in the latest update to RevMan 5 (5.0.12): 6 June 2008

  (a) Specifying a Working Directory and a Backup Directory
RevMan 5.0.12 allows you to specify a fixed default working directory; specify the backup directory; and specify the number of days to leave backup files before deleting them. To make the specifications, open RevMan 5 > Tools > Preferences > Files and edit the appropriate sections. 

(b) Undo check-out from RevMan
If the user checks out a review and then tries to close it without checking the review in again or saving it, s/he will be asked if they want to undo the check-out. If the reply is yes, RevMan automatically tells Archie to undo the check-out. 

3. Archie Privacy Policy

The Archie login page now has a link to the Archie Privacy Policy - see http://archie.cochrane.org/ .

 
4. Reference management files and RevMan 5

You can use RIS format for transferring references between RevMan 5 and reference management software (both ways). You can also still transfer references using RevMan tagged text format and you can find the reference management software configuration files for generating or reading this format at http://www.cc-ims.net/RevMan/refmgmt. These are the same styles that were used for transferring references to and from RevMan 4.  

5. Information about RevMan 5 and Archie for authors

You might find it helpful to provide your authors with the link to the authors section of cc-ims (http://www.cc-ims.net/authors) where they will find information about RevMan 5 and Archie, including a PowerPoint presentation on Archie for authors and editors, the Quick start guide for authors using Archie and the letter from the Co-chairs of the Steering Group to all authors about the release of RevMan 5. 

6. Expiry of Archie registration message

When you initiate the process to allow an author to register to use Archie (Properties > Settings > User account...), an email is sent to the author with a link which allows them to activate their account. Within the Archie registration message, the recipient is also informed that if they don't activate the link within two weeks of receipt, it will expire. If an author contacts you to say that s/he cannot activate the link, it may be because the link has expired. You can check the date in the User account section of the Settings tab in the person's Properties to find out when you set up the person's account. If it is more than two weeks ago, you will have to initiate the process again.

7. Question of the week

Question: How do I create a list of email addresses of all my authors?

Answer:  First, search for all your authors in Archie:  Search (for people) > Advanced > 'Role in entity' 'Author' in [Entity name] > choose Select All. Then click on Tools in the Archie toolbar > Export and labels ... > choose the export type 'Other formats ' > choose the export format 'Email string' and follow the instructions.

Note

In the General tab of a person's Properties, there should only be one email address in each line provided for storing email addresses, i.e. Email and Email 2. If you receive an error message when sending a message using the email string generated from Archie, this could be because you have more than one email address stored on the line.