IMS Bulletin #91 (18 September 2009)

Index

For all CRGs
1. IMS stand at the 17th Cochrane Colloquium
2. Reminder: Stable reviews
3. Questions of the week
(a) I have been asked by an author with affiliations to two institutions to include both institutions in the byline of a review. How do I arrange this?
(b) Because my CRG is not yet participating in the workflow pilot, I understand that I cannot attend the 'Managing the editorial process using workflows in Archie' workshop in Singapore on Monday, 12 October. I have attended previous workflow workshop sessions and am keen to use the Archie workflows and, hence, find out how the workflows have progressed. How can I find out more?
For Stage 2 workflow pilot Groups
4. Update on Review Update, Review Amendment and Protocol Amendment workflows
5. Tip: how to identify workflow tasks assigned to a specific person

For all CRGs

1.  IMS stand at the 17th Cochrane Colloquium
We will be sharing a stand with the Collaboration's Webteam, the Steering Group and Editorial Unit. Please come along and say 'hello'. We will be happy to answer any individual questions you have about RevMan or Archie and give you a brief demonstration of the workflows - see item 5 below.

2. Reminder: Stable reviews
Please note that the RevMan What's new Event 'No longer being updated' should be employed with caution and should only be used if "the intervention is superseded (bearing in mind that Cochrane reviews should be internationally relevant)" and "the conclusion is so certain that the addition of new information will not change it, and there are no foreseeable adverse effects of the intervention" - see section 3.3.6 of the Handbook. Currently, the Event  'No longer being updated' is given the Status Stable within the header for the review when published in The Cochrane Library but such reviews are not given a coloured icon/flag in the search and browse to identify them, such as "New search" when a new search has been conducted. Users therefore have no way of knowing a review is Stable unless they click on the review and read the status in the header.

3. Questions of the week

(a) Question:  I have been asked by an author with affiliations to two institutions to include both institutions in the byline of a review. How do I arrange this?
Answer: RevMan 5.1 will support the publication of multiple affiliations for authors; however, a date for the release of RevMan 5.1 has not yet been set or discussed. Until then, the only way to show dual affiliations for an author within a review is to create a secondary address which contains only the affiliations, city and country and link this secondary address to the person's 'Author' Document Role in Archie. You can either enter the two organisations in the same field or enter one in the Department field and the other in the Organisation field (as well as completing both the City and Country fields). In other words, you can use either or both the  Department and Organisation fields, along with City and Country, to allow the author's dual affiliations to be published the way the author would like them to be presented. In this case, it doesn't matter what the resulting secondary address looks like in the person's Archie record since this address will only be used to generate the correct affiliations in the byline of a review. 

(b) Question:   Because my CRG is not yet participating in the workflow pilot, I understand that I cannot attend the 'Managing the editorial process using workflows in Archie' workshop in Singapore on Monday, 12 October. I have attended previous workflow workshop sessions and am keen to use the Archie workflows and, hence, find out how the workflows have progressed. How can I find out more?

Answer:  It is correct that the above-mentioned workshop is restricted to staff from CRGs already participating in the workflow pilot. However, there are several ways you can find out more about the workflows, namely (a) by reading the information on the development of workflows at http://ims.cochrane.org/archie/workflows; (b) if you are an ME, by attending the ME Meeting in Singapore where Jacob Riis will provide further information on the development of workflows and the updated timeline; (c) by contacting your IMS Support person who will be happy to answer your specific questions; and/or (d) by visiting us at the IMS stand at the Colloquium, where we will answer your specific questions and provide you, on request, with a brief demonstration of how the workflows operate.

For Stage 2 workflow pilot Groups

4. Update on  Review Update, Review Amendment and Protocol Amendment workflows
The above templates have been developed and are currently being tested by the IMS team. We hope to be able to release them to pilot CRGs next week. We will inform the pilot Groups as soon as they are available.

5. Tip: how to identify workflow tasks assigned to a specific person
To identify how many workflow tasks have been assigned to a specific person for a review (for example, TSC, ME, Editor), go to Advanced Search and click on Tasks. Create the following search:
Line 1: Assigned To > Is, then choose the appropriate Person
Line 2: [CRG] [Entity] > Is > [CRG]
Line 3: Choose from Start, End or Due, Days Left or Days Is Overdue followed by Before, After, On, Not before or Not after, whichever is appropriate; or
Line 3: Choose Status > Is > In Progress; however, please note that this will not exclude tasks for Aborted workflows.

Please ensure that 'Match all rows (AND)' is checked.