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Workflows in Archie
IMS Support Person: Liz DooleyPlace: Auckland, New ZealandDate: Tuesday, 23 March 2010
Workshop outline
• Background & definitions
• Advanced workflow features: ticketing system; accessing tasks through Archie; setting up new workflows; accessing existing workflows; customising templates; Workflow Status Report
• Moving to Stage 3: tips from Stage 2 Pilot MEs
Purposes of Archie’s workflow system To help CRGs:• Keep track of where each review is in the
editorial process• Inform people (Editors, Authors, etc.) when they
need to take action• Plan and prioritize work across multiple reviews• Identify and analyze trends in the Group’s
processes (e.g., by identifying common “bottlenecks” in the review process)
What is a workflow?• An ordered and interrelated sequence of
tasks that need to be completed to achieve a finished product (e.g., a published protocol) – sometimes depicted in the form of a “flowchart”
• Involves some decision tasks (“yes/no”), as well as non-decision tasks
• May involve repeating loops or parallel strings of tasks
Other (Archie-specific) terms
• Workflow RolesSimilar to Document Roles – link specific people with specific tasks in a workflow
• Workflow ManagerPerson at the editorial base who starts and manages a workflow
Other (Archie-specific) terms• Task
Individual task within a workflow – assigned to a specific person or persons via Workflow Roles
• MilestonesMarkers indicating that a significant point in the workflow/editorial process has been reached (e.g., authors have submitted their review for editorial approval)
Stage 3• All CRGs eligible to partcipate• Feedback Editors, Referees and Authors
involved• New workflow types introduced• Further improvements to functionality in
response to feedback from Stage 2 CRGs• Updates to documentation and training
materials in response to feedback from the Stage 2 CRGs
Ticketing system
Special messaging system within the workflow system ....
Ticketing system
o Used to inform people outside the editorial base when it is
time for them to perform a task (regular Archie users use Organizer)
o Email generated by the system is sent to the person assigned to the task; all documents needed to complete the task can be attached to the email
o Recipient accesses a web link to let the Workflow Manager know (via Archie) when the task has been completed and to submit relevant documents (e.g., completed refereeing forms)
Advantages of the ticketing system
• Easy communication between editorial base and other people assigned tasks
• Provides task assignees with everything they need to mark their task as completed and report back to the editorial base without logging into Archie
• Integrated into the workflow system – allows tracking of communication and automatic updating of information about tasks
Accessing tasks
• You can access tasks on the Tasks tab of the workflow Properties• To open a task’s Properties, double-click the name of the task or click the
name of the task and click
Task Properties• On the Advanced tab you
can create an email Ticket to allow the task assignee to complete the task without logging into Archie or sending an email outside of the system
• You can also modify the Notifications related to this task, e.g., you can arrange to be notified when the task is completed, or for the task assignee to be notified if the task is overdue
Click Create Ticket Click Create Ticket
Creating a ticketTo create a Ticket open the task Properties and go to the Advanced tab
To create a Ticket open the task Properties and go to the Advanced tab
Or in the Tasks tab of the workflow Properties right-click an In Progress task and choosing Send Ticket
Or in the Tasks tab of the workflow Properties right-click an In Progress task and choosing Send Ticket
Creating a ticket
The Message tab provides a preview of the ticketing email that will be sent to the task assignee and allows you to edit both the subject line and the text of the email
The Message tab provides a preview of the ticketing email that will be sent to the task assignee and allows you to edit both the subject line and the text of the email
Creating a ticket
On the Attachments tab you can select documents to attach to the ticketing email
These may include a version of the review (in RevMan and/or PDF formats), documents stored in your CRG’s Files folder in Archie, and/or documents stored on your local computer, e.g., a document comparing two versions of the review
On the Attachments tab you can select documents to attach to the ticketing email
These may include a version of the review (in RevMan and/or PDF formats), documents stored in your CRG’s Files folder in Archie, and/or documents stored on your local computer, e.g., a document comparing two versions of the review
Tick “Attach a review version” to attach a copy of the review in RevMan or PDF (or both) formats
Tick “Attach a review version” to attach a copy of the review in RevMan or PDF (or both) formats
Click OK to send the TicketClick OK to send the Ticket
Receiving a ticket
The email includes:
a.a. a link to the actual ‘ticket’ which allows the recipient to notify you (via Archie) when they have completed their task
b.b. a link to a one-page document with a brief explanation of the ticketing system
c.c. any documents you selected for attachment
The email includes:
a.a. a link to the actual ‘ticket’ which allows the recipient to notify you (via Archie) when they have completed their task
b.b. a link to a one-page document with a brief explanation of the ticketing system
c.c. any documents you selected for attachment
ba
c
Receiving a ticket
If the task involves submitting comments or feedback, files containing these can be attached to the ticket for transmission back to you (and saved in the Files tab of the Workflow’s properties)
If the task involves submitting comments or feedback, files containing these can be attached to the ticket for transmission back to you (and saved in the Files tab of the Workflow’s properties)
If the recipient’s comments are brief, they may be typed directly into the ‘Brief notes’ box, which are saved as a ‘Notes made’ Event in the task’s History
When the ticket recipient clicks Mark Task as Done the task is automatically marked as Completed in the workflow in Archie
When the ticket recipient clicks Mark Task as Done the task is automatically marked as Completed in the workflow in Archie
Workflow Properties
Files tab – This is where files submitted by others using the ticketing system will be saved. You can also upload and store various documents related to the review here.
ACCESSING TASKS
Accessing tasks
• You can see a list of ‘In Progress’ tasks assigned to you in the Organizer tab in Archie
• To open a task’s Properties, click the name of the task • The exclamation mark in front of a task means that the
task is overdue
Task PropertiesGeneral tab displays :• the name of the workflow• the Workflow Manager• the review title• the name of assignee• the name of the task and the
task’s description • status of the task (In
progress, Completed, or Skipped)
• dates started and due
SETTING UP AND STARTING A NEW WORKFLOW
Starting a new workflow
To start a new workflow:
• Right-click the name of the review under Resources
• Choose New, then Workflow…
Starting a new workflow
Alternatively you can go to the review’s Properties sheet, select Workflows & click
Starting a new workflowFrom the pull-down menu choose the appropriate Workflow Template
From the pull-down menu choose the appropriate Workflow Template
Starting a new workflowTo change the Start and End dates of the workflow click to open the calendar
To change the Start and End dates of the workflow click to open the calendar
In the calendar choose the date and click (close button) to make the change
In the calendar choose the date and click (close button) to make the change
Starting a new workflowTo assign a role to a person or to change an assignee, go to the People’s tab and click or to open the Select Person window, then click Apply
To assign a role to a person or to change an assignee, go to the People’s tab and click or to open the Select Person window, then click Apply
Starting a new workflowIn the Select Person window type the name in the search field and click In the Select Person window type the name in the search field and click
Click the correct person’s name Click the correct person’s name
Click to finish Click to finish
Starting a new workflow
To start the workflow, click To start the workflow, click
To skip a series of already completed tasks before starting the workflow, click the task you want to begin with and then tick the box next to ‘Skip tasks until’
To skip a series of already completed tasks before starting the workflow, click the task you want to begin with and then tick the box next to ‘Skip tasks until’
ACCESSING AN EXISTING WORKFLOW
Accessing an existing workflow To access or view your existing workflows go to the Resources
tab and open your Workflows folder
To access an individual workflow double-click the title of the workflow or right-click and choose PropertiesTo access an individual workflow double-click the title of the workflow or right-click and choose Properties
In the Workflows folder, workflows are divided according to their status, e.g., Not Started, In Progress, Completed, or Aborted In the Workflows folder, workflows are divided according to their status, e.g., Not Started, In Progress, Completed, or Aborted
Right-click menu in Workflows folder
• Within the Workflows folder, the right-click menu allows you to perform certain actions in relation to a specific workflow
• The right-click menu also allows you to view the Workflow Report and add this workflow to your Favorites
Accessing an existing workflow
You can also open the Properties of an existing workflow from within the Reviews folder by right-clicking the name of the review and choosing Workflow Properties
Accessing an existing workflow
• You can access the workflows relating to the specific review from review’s Properties sheet in the Workflows tab
• Within this tab you can also upload files related to this review
Accessing an existing workflow
• You can access workflows saved in your Favourites• To save the workflow in Favourites, choose Add
Favourites from the right-click menu of the workflow
CUSTOMIZING WORKFLOW TEMPLATES FOR USE IN YOUR CRG
Editing a workflow templateYou can customize the default workflow templates provided in Archie in various ways to reflect more closely the way your Group works.
To edit a template for use in your CRG, go to Tools, then Edit Workflow Templates…
To edit a template for use in your CRG, go to Tools, then Edit Workflow Templates…
Editing a workflow templateSelect the template you want to edit from the pull-down list Select the template you want to edit from the pull-down list
Note that when skipping a decision task, you must indicate which decision (e.g., ‘Yes’, ‘No’, or ‘Unclear’) should be assumed to have been made.
Editing a workflow template
To select individuals who should always be the default choice for specific Workflow Roles, go to the People tab and use the Select Person icons to match specific people to specific Roles
To select individuals who should always be the default choice for specific Workflow Roles, go to the People tab and use the Select Person icons to match specific people to specific Roles
Click OK to finishClick OK to finish
USING THE WORKFLOW SYSTEM TO MONITOR PROGRESS AND PRIORITIZE WORK IN YOUR CRG
Available ReportsIn Archie you can generate reports that cover (potentially) all your CRG’s workflows or reports about individual workflows
For information on the status of all workflows, right-click your CRG’s name under Resources and choose Reports, then Workflow Status
For information on the status of all workflows, right-click your CRG’s name under Resources and choose Reports, then Workflow Status
Workflow Status Report
Individual Workflow Report
To view a report on an individual workflow, right-click the name of the workflow in your CRG’s Workflows folder and choose Reports, then Workflow Report
To view a report on an individual workflow, right-click the name of the workflow in your CRG’s Workflows folder and choose Reports, then Workflow Report
Individual Workflow Report
NotificationsTask-specific notifications
Click Apply to activate the notificationsClick Apply to activate the notifications
To activate these notifications open the task Properties and go to the Advanced tab
To activate these notifications open the task Properties and go to the Advanced tab
Check the notifications you wish to activate
Check the notifications you wish to activate
Notifications More general notifications
To edit your personal Notifications, open your Properties, go to the Settings tab, and click Edit Notifications
To edit your personal Notifications, open your Properties, go to the Settings tab, and click Edit Notifications
There are also new general notifications options related to the workflow system
Notifications More general notifications
Choose whether you wish to receive the selected Notifications via Archie’s messaging system or via your email
Choose whether you wish to receive the selected Notifications via Archie’s messaging system or via your email
Check the boxes of the Notifications you want to receive, e.g., to be notified when a task assigned to you becomes active or overdue
Check the boxes of the Notifications you want to receive, e.g., to be notified when a task assigned to you becomes active or overdue
Click OK to activate the NotificationsClick OK to activate the Notifications
Advanced Search options: workflows
Workflows can be searched by Workflow Manager, History, etc.Workflows can be searched by Workflow Manager, History, etc.
To search for Workflows go to the Advanced Search tab and choose WorkflowsTo search for Workflows go to the Advanced Search tab and choose Workflows
Click Search to initiate the search Click Search to initiate the search
Advanced Search options: tasks
To search for Tasks go to the Advanced Search tab and choose TasksTo search for Tasks go to the Advanced Search tab and choose Tasks
Tasks can be searched by Assigned to, Start date, End/Due date, Days Left, Overdue, etc.
Tasks can be searched by Assigned to, Start date, End/Due date, Days Left, Overdue, etc.
Where to get support
If you have any questions or encounter any problems using the workflow system, please contact your IMS Support person
Reminder: workflow types
• Title Registration• Protocol Development• Protocol Amendment• Review Development• Review Amendment• Review Update
Default workflow permissions during pilot
• All permissions set to Low, i.e. no permission
• ME to edit permissions for others as appropriate: CRG Properties > Roles tab
Joining Stage 3: tips from Stage 2 MEs
• Consider who will/could be your CRG Advisors before setting up workflows
• Always start a workflow after you have registered a title or released a protocol/review for publication
• If you have a review already underway, you can start a workflow at the stage that you are at and use it to manage the rest of the process
Joining Stage 3: tips from Stage 2 MEs
• Check your review task end dates • Ensure everyone with a workflow role has a
record in Archie• Consider using Notifications within tasks: to
inform Manager when a person has completed a task; to remind assignee if and when their task is overdue
• Consider how to use workflows to work towards a paper-free editorial base
Joining Stage 3: tips from Stage 2 MEs
• Protocol development workflow - Step 7. (review and comment on draft protocol) Use Notes to make comments and suggestions, e.g. search strategy - these can be cut and pasted into an email and sent back to authors if changes are required (Narelle)
• Step 15 (beginning of external peer refereeing process) TSC to copy edit references while protocol is out for peer review (Narelle)
Joining Stage 3: tips from Stage 2 MEs
• Review development workflow – Step 7. Check studies sent have been included or excluded. Check register for new studies/all studies sent to authors have been included or excluded. If studies missing TSC to add to studies awaiting assessment and email authors to ask for clarification (Narelle)
• http://ims.cochrane.org/archie/workflows/Stage_ 3_User_Guide_to_Workflows.pdf
Joining Stage 3: tips from Stage 2 MEs
• Play around with the workflow settings so that the titles and stage of workflows are displayed in a view that's useful to you (Jessica)
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