IMS Bulletin #74 (25 July 2008)

Index

1. Warning: checking your 'Notifications' to ensure you will receive notification about drafts submitted by your authors for editorial approval
2. What's new Events for protocols and reviews that are only being converted for republication
3. Reminders
   1. Forgotten Archie passwords and Archie user accounts
   2. Issue protocol/review first published
   3. Deleting extraneous versions of Documents
4. Warning: validation of withdrawn reviews
5. Sharing ideas: top tip from an RGC on editing contacts and affiliations
6. Question of the week: what Event should I use when withdrawing a protocol or review from publication?

1. Warning: checking your 'Notifications' to ensure that you will receive notification about drafts submitted by your authors for editorial approval

We suggest that you review your Notifications (Person Properties > Settings > Notifications) to ensure that you have checked the box 'Documents in the XXX Group are submitted or marked for publication' to receive notification of drafts submitted by your authors for editorial approval. If you have not checked this box, you will not receive an Archie message (or an email if you have chosen this option) to inform you that an author has submitted a draft for editorial aproval. Remember that when the author checks in a draft to Archie for editorial approval s/he can include a message with their checked in draft. They do not therefore have to send you an email outside of the system.

2. What's new Events for protocols and reviews that are only being converted for republication

We have updated the Conversion Checklist (www.cc-ims.net/RevMan/RevMan5) to make it clear that if a protocol or review is only being republished because it has been converted to RevMan 5, the only Event in What's new should be 'Amended: converted to new review format'. If only one version of the protocol or review has ever been published, there should be no Events in the History. We therefore suggest that you delete the 'New citation: conclusions changed' Event which is created on conversion if it relates to when the protocol or review was first published. This is similar to what you do currently when finalising new protocols and reviews for publication.

3. Reminders

(a) Forgotten passwords and Archie user accounts

An author can request a reminder of their Archie user password as well as request an Archie user account from the Archie login screen (http://archie.cochrane.org).

(b) Issue protocol/review first published

We no longer complete this information in Archie before releasing a protocol/review for publication; instead, Archie will complete this field once the protocol/review has been submitted to the publisher.

(c) Deleting extraneous versions of Documents

We advise you to delete versions of documents that you no longer need so that you are not retaining extraneous versions. You can delete several versions of a review at one time: use Shift-click and Ctrl-click to select multiple versions and then click Delete. However, please note that once you have deleted a version, you cannot reinstate it.

4. Validation of withdrawn reviews

Please note that Archie and RevMan 5 should only validate the Coversheet, Sources of support and the Published notes sections of a withdrawn review because these are the only sections that are published. However, Archie and RevMan 5 are currently validating all sections of withdrawn protocols/reviews which means that you will not be able to mark a review for withdrawal from publication if there are Errors in any section of the protocol/review. This also means that the Publication wizard will ask you to confirm that you have received a signed Licence to publish form from the authors before you can mark the protocol/review for withdrawal, which is not necessary for a withdrawn review. The validation checks for withdrawn reviews will be fixed in the next update to RevMan 5 and Archie - date to be advised.

5. Sharing ideas: top tip from an RGC on editing contacts and affiliations

"Before checking out a review from Archie, open the Properties for the review or protocol and then click on the People tab. Once here open all the contact details for each of the assigned roles. I then find it much easier to see the differences between similar affiliations, etc, as you can eyeball all the details at the same time. It is also easier to work out which authors' contact details need editing by other entities when viewed like this rather than once you are in RevMan 5."

5. Question of the week

Question: What Event should I use when withdrawing a protocol or review from publication for the first time?

Answer: When withdrawing a RevMan 4 protocol/review from publication for the first time, you should first convert it to RevMan 5 which automatically creates the Event 'Amended: converted to new review format'. Only the Reason for withdrawal (which must be added to the Published notes section of the RevMan 5 file), the Sources of support and Coversheet are published for withdrawn protocols/reviews. This means that only these sections need to be checked as part of the conversion process. You should then add another Amendment Event and we suggest the following Description: Protocol/Review withdrawn from publication.

Please note that normally there will only be one Amendment or Updated Event in the What's new. However, when a review is converted to RevMan 5 for the first time but at the same time as the review is being amended for other reasons, we suggest that you include two Amendment Events in the What's new.