Sharing and submitting reviews
Using Archie to manage reviews
The Archie server acts as your Review Group's shared drive or database for storing and sharing reviews.
To access Archie, you need personal user account, which your Review Group can help set up for you.
When you want to edit a review, you need to check the review out from Archie, edit it, then check it in to
Archie again. While a review is checked out to one user, it is not available for check out by any other user,
so only one person at a time can make changes to a review. This is an essential part of Archie’s version
Note: You are not forced to use Archie for storing and exchanging reviews. Review files can also be stored
locally and exchanged via email or, for example, USB key. However, using Archie has several benefits,
• Ensuring that edits are always made to the most up-to-date version.
• Keeping a record of all previous versions. Your Review Group can compare versions to easily
identify all differences between them.
• Providing access to all your reviews from any computer with an internet connection.
See also Authoring and editorial phase, Checking in, Checking out, Versions, Working with co-authors
Versions in Archie
When you save a review to a local file the previous version is overwritten - unless you save it with a new
name every time. However, when you check reviews into Archie, they are versioned, meaning that
whenever you 'save' the review in Archie by checking it in, it is automatically saved as a new version.
Archie has several features related to review versions, but when you are using RevMan, it is quite simple:
• Checking in a review will always create a new version. You can include a short description for
• When you check out a review, you will always get the most recent version.
Version attributes in Archie
A review version in Archie has a number of attributes that are not all shown in RevMan, but are listed in
full here for information:
• Version number – this keeps track of the order of versions. A higher number means a more
• Version date – the date the version was created.
• The version publication status - whether the version is a draft, has been marked or submitted for
publication, or is published.
• Version description – this can be used to describe what is unique about each version.
• A person – the person who created a version is always recorded.
Authoring and editorial phase
The Authoring and Editorial phases are special attributes for reviews in Archie that determine who can
edit the document. The Authoring phase means that only authors (and a Review Group’s Super Users)
can edit the review, while the Editorial phase gives access to those with editorial roles.
RevMan 5 User Guide
Review Write phase
A review has an overall Write Phase that determines who can check it out and check it in again - in effect
who can edit the Archie document. By changing the Write phase, the right to work on the review can be
transferred between the author team and the editorial team.
When authors submit a review to the editorial base for approval, the Write Phase changes to Editorial.
This prevents the authors from modifying the review while the editorial team is working with it.
When a review has been approved for publication, it is usually returned to the Authoring phase, allowing
the authors to access it for updating.
Reviews that you cannot access because of their Write Phase will appear as 'Locked' in the Check Out
See Checking out and Checking in.
Access to viewing versions in Archie
In addition to the overall Write phase of the review, each version has a separate Read Phase that
determines who can read that version.
Example: A review that is in the Editorial Write Phase can only be checked out and back in by editorial
users, and whenever an editorial user checks the review in, the version created will have the version Read
Phase Editorial. Such versions cannot be read by authors, so if an author decides to view the review’s
History, she cannot see the most recent versions (which in this example would be editorial drafts), but
only those version with an Authoring (or Shared, see below) Read phase.
Versions that have changed from Authoring to Editorial, or the opposite, will have the Read Phase
'Shared'. This allows people from both the author and the editorial team to view (but not check out) such
a version. Without this attribute, authors would not be able to see the versions they just submitted,
because the versions would have moved to the Editorial Read Phase.
Working with co-authors
Within each team of authors, you should agree on how you will store and exchange reviews. A number of
possible strategies are outlined below, but you can combine elements from each, depending on the
preferences within the team.
Warning: avoid combining strategies in ways that will lead to uncertainty about who has the current
version of a review.
Strategy 1: Use Archie
All authors check the review back into Archie when they are not actively working on it.
Strategy 2: Exchange files by email
The lead author has the review checked out from Archie and coordinates contribution from the other
authors by sending it to them individually.
You can use the My Reviews window to list and access all Cochrane reviews that you are involved in - i.e.
have a document role for.
Note: My Reviews is only available in the Standard mode.
My Reviews will suggest the best action for a review based on its Archie status and the presence of any
local versions. For example, if a review is checked out by you and the latest version is saved on your local
computer, the Open button will be available.
Sharing and submitting reviews
My Reviews consists of 4 main areas:
• The list of reviews you are involved in. If a review is checked out by another person, this review
will be greyed out.
• Review version details. This shows details for the latest review version in Archie and any local
• Review details. This option shows the properties of a review.
Tip: Click the DOI number to go to the latest published version in The Cochrane Library.
• Tasks in progress. This lists all tasks assigned to you which are currently in progress. Overdue
tasks are shown with a red due date.
in the toolbar.
The My Reviews window opens.
O MODIFY CONNECTION PREFERENCES
The Preferences window opens to the Connection tab.
2. Set up RevMan to connect to the Archie server. See Connection preferences.
O CHECK OUT OR OPEN
1. Choose a review that you want to work on and click the Check out / Open button.
EVIEWS AS STARTUP WINDOW
See Interface preferences.
See also Checking out.
When you check out a review from Archie, you always get the latest version of it, and it becomes locked
so others do not edit it at the same time as you. Authors end editors can only check out reviews that they
have a relevant Archie document role for (but some editorial base staff will have wider permissions).
Tip: My Reviews allows you to both check out reviews, and keep track of any local versions.
O CHECK OUT A REVIEW
1. Click the Check Out button
on the toolbar.
The Check Out window opens and RevMan retrieves a list of reviews you can access. The name of
the server you are connecting to is displayed at the top of the window. If you are using a
different server than the standard server (archie.cochrane.org), the server name will be shown in
red. See Connection preferences for more on server settings.
2. If you wish to only see reviews from a particular Review Group, choose the group from the
Review Group pull-down list.
3. Click the review you wish to check out.
You can only check out reviews that are listed as 'Available', or are checked out by yourself, see
'Review availability' below.
Tip: To sort the reviews by one of the attributes, click the relevant column header.
RevMan 5 User Guide
4. If you know that you only need to look at the review, and will not be making changes that should
be checked back in again, select the option to Download a Copy of the Review Without Checking
5. Click OK.
If you are checking out a review, a confirmation window will appear (this can be disabled under
The Check out window closes and the review is retrieved from the server.
Warning: If you are no longer actively working on a review, remember to check it back in again, so that
other people can work with it.
Tip: In rare cases you may need to revert to a previous version of a review, and continue working from
that. If so, you should contact your Review Group, who will be able to arrange this.
A review's availability on Archie determines whether you can check it out.
The review is currently not checked out by anybody, and in a Write Phase
that gives you access.
Checked out by you
You have already checked this review out, but you can check it out again.
This may be useful if you do not have a local copy of the review, or wish to
revert to the version you originally checked out.
Another user has checked out the review. To see who has checked it out, you
must view the review's properties in Archie.
The review's Write Phase prevents you from checking it out. See Authoring
and editorial phase.
Tip: If a review is unavailable for check-out, you can still download it as a copy (if you only need to view
See also Using Archie to manage reviews, My Reviews
When you check in a review, it is transferred from RevMan to Archie, where it is stored as a new version.
The review becomes available for check-out by others, and messages may be sent out.
If you choose to submit the review for editorial approval, the Write Phase of the review will change to
Editorial, meaning that you cannot modify the review while the Review Group is working with it.
O CHECK IN A
1. Click the Check in button
on the main toolbar.
The Check In Wizard opens. The name of the server you are connecting to is displayed at the top
of the window. If you are using a different server than the standard server (archie.cochrane.org),
the server name will be shown in red. See Server preferences for more on server settings.
Documents you may be interested
Documents you may be interested