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)