IMS Bulletin #88 (24 July 2009)

Index

For all CRGs
1. Latest Archie deployment: version 2.7
2. Reminder: all about withdrawing protocols from publication
3. 'Out-of-date Reviews' report
4. Authors' complimentary subscriptions toThe Cochrane Library
5. Questions of the week
(a) If we create an Event but don't complete the Description, will the Event still be published?
(b) Can we accept electronic signatures on the Licence for Publication form to release a new citation version of a Protocol or Full Review for publication?
For Stage 2 workflow pilot Groups
6. Latest Archie deployment: version 2.7
7. Warning: sending workflow tickets from the Training or Test servers will result in the named person receiving a ticketing email
8. Questions of the week
(a) Why do I have 'Not Started' workflows?
(b) Where does the term 'Ticket' come from?
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For all CRGs 

1. Latest Archie deployment: version 2.7
The latest Archie deployment took place on Friday, 24 July 2009. For full details of this latest deployment, please see What's New under Help in Archie. The latest deployment includes the following new features:

2. Reminder: all about withdrawing protocols from publication
Please remember that you must run the Publication Wizard after changing a published Protocol or Full Review from Active to Withdrawn. However, you no longer need to change the status of a Withdrawn Protocol to Inactive because all Protocols that have been published as Withdrawn for one Issue of The Cochrane Library will automatically have their Status changed to Inactive for the next Issue of The Cochrane Library. This change to Inactive takes place at the same time as Wiley approves CRG quarterly module submissions for publication after the deadline for CRGs. Therefore, if there is a reason why you would like a Withdrawn Protocol to continue to be published as Withdrawn for more than one Issue, you will need to return the Protocol's Status in Archie to Withdrawn and re-mark the Protocol for publication before the next quarterly module submission deadline. Unlike Full Reviews, please remember that when you change the Status of a Protocol from Inactive to Active, the old, withdrawn version is not published automatically in the next Issue of The Cochrane Library.

3. 'Out-of-date Reviews' report
Now that all reviews are published in RevMan 5 format, the algorithm used to generate the Out-of-date Reviews report in Archie (right-click on name of CRG > Reports > Out-of-date Reviews) is based on  units of time (years) and not the number of Cochrane Library Issues since the first publication or most recent update. Specifically, for the purposes of this report, a review is considered to be out of date if the date entered in the 'Assessed as Up-to-date' field in RevMan is more than 2.5 years old. Please note that the algorithm used does not take into account any difference between the date 'Assessed as Up-to-date' and the Issue of publication.

4. Authors' complimentary subscriptions to The Cochrane Library
Please remember to inform the Contact Persons of new and updated reviews of their entitlement to a complimentary subscription to The Cochrane Library when you inform them that their Full Review has been accepted for publication. You will also need to inform them that if they are eligible to receive a complimentary subscription, they will see a Subscription tab on their personal Properties in Archie. The default subscription status will be set to 'Suspended'. Therefore, if they wish to receive a complimentary subscription, they will have to edit the default subscription status from 'Suspended' to 'Online' or 'DVD-ROM'. They also have the option to donate their subscription to someone else with a record in Archie, e.g. a co-author.  

Note: the Contact Person for a Full Review (i.e. not a Protocol) is eligible to receive a complimentary subscription to The Cochrane Library for approximately two years from when the Full Review is first published or updated. The exact expiry date of the subscription is 2.5 years from the date entered in the 'Assessed as Up-to-Date' field in the RevMan file. 

  5. Questions of the week

(a) Question: If we create an Event but don't complete the Description, will the Event still be published?
Answer: Yes, the Event chosen from the list in RevMan (and the Date) will still be published. Please remember that (a) it is the What’s new Events that generate the flags assigned to reviews when they are published in The Cochrane Library; and (b) the Events under What’s new should only describe important changes made to the review since the previously published version. Events that do not relate to the current version of the review should be moved to the History. For more information on using What's new and History, see Chapter 3 of the Handbook. 

(b) Question: Can we accept electronic signatures on the Licence for Publication form to release a new citation version of a Protocol or Full Review for publication?
Answer: No, electronic signatures are not acceptable at the moment. The Collaboration’s Publishing Policy Group is currently taking legal advice on how to implement the acceptance of electronic signatures. In the meantime, please remember that all authors of a new citation version of a Protocol or Full Review must send you a signed Licence for Publication form either by post, scanned electronically and emailed, or by fax, and you should send a copy of the form to The Cochrane Collaboration Secretariat. 

For Stage 2 workflow pilot Groups 

6. Latest Archie deployment: version 2.7
Thank you to the workflow pilot Groups for their suggestions for improvements to the workflows in Archie, which have resulted in some of the new features in the latest Archie deployment, including:

• the ability to edit the subject and text of ticketing emails;
• the ability to attach local files to ticketing emails; 
• the option to request a copy of a ticketing email; 
• better functionality when adding Workflow Roles (now able to make multiple changes to roles without the form being submitted and the Workflow Manager having to click Apply after each change).

7. Warning: sending workflow tickets from the Training or Test servers will result in the named person receiving a ticketing email
There are some messages that won't be sent out from the Training or Test servers when testing specific features, e.g. notifications when you change the contact details in an author's Person record. However, this is not the case for the workflow ticketing system. Please note that if you use the Test or Training Servers to test the workflow ticketing system and you confirm that you want the ticketing email to be sent, the named person will  receive an email. Please therefore do not send the ticketing email to anybody who is not involved in the workflow pilot and, if you are only testing the system, please make it clear in the email you send that you are only testing the system and the person does not need to take action or reply.

8. Questions of the week

(a) Question: Why do I have 'Not Started ' workflows?
Answer: If you have unstarted workflows in your Workflows folder in Archie which you have not deliberately created, they were probably inadvertantly created because you closed the Properties for a workflow before starting it by clicking on the X button rather than by clicking Cancel. Please remember that you should always use the Cancel button, where available, on Archie screens rather than the X button. 

(b) Question: Where does the term 'Ticket' come from?
Answer: The term 'Ticket' is used to describe something that provides one-time (rather than ongoing) access without requiring further identification - similar to a theatre or bus ticket.