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Storing reviews locally
Saving versions of reviews locally
You can store your reviews in two ways:
• Over the internet, by using Archie. This method is only available for registered Cochrane reviews.
• Locally, by saving the review as a file on your computer (or a connected device, such as a
memory stick).
The preferred method for storing and sharing Cochrane reviews is to use Archie, and whenever you work
on a Cochrane Review, it should be the most recent version, checked out from Archie. However even if a
review is generally being stored and managed on Archie, there might be times when you prefer to work
on it, or to exchange it, as a local file.
Note: Even if you work primarily by storing your reviews on Archie, a local backup will also be saved at
regular intervals. See Local backups.
Some situations where storing reviews locally can be useful are:
• If you will be without an internet connection for a while but need to be able to work on the
review.
• If you are sure that no-one else will need to work on the review for some time.
• If your document is not a Cochrane review.
Warning: If you work on a locally stored copy of a review that is currently not checked out from Archie,
other people may make changes to the review at the same time since it is available for editing on the
server. In such cases, it might be difficult to integrate your changes into the current version of the review.
You will receive a warning you if open a Cochrane review that has not been checked out from Archie.
See Opening a review and Saving a review.
Opening a review
You can open reviews in four formats:
• '.rm5' is the standard file format used by RevMan 5 for saving reviews.
• '.rm4' is the file format used by RevMan 4 for exporting one or more reviews.
Note: Only the Windows version of RevMan 5 can open .rm4 files, and only if the proper ODBC
driver is installed on your system. If you try to open a rm4 file, and do not have this driver, an
error message will inform you how to obtain the driver.
If you open an .rm4 file that contains multiple reviews, RevMan 5 will only open one of the
reviews. If you wish to open the other reviews in such a file, you must import the file to RevMan
4 and export the reviews as single files.
• '.r4x' is a file format that was used by RevMan 4.3 and Archie for exchanging single reviews .
• '.xml' is a generic file format used by many different applications. Archie and RevMan 4.3 once
used '.xml' for review files, but this was changed to '.r4x'. RevMan can only open '.xml' files that
were created by Archie or RevMan 4.3.
T
O OPEN A REVIEW
:
1. Click the Open button on the toolbar.
The Open window will show the last location where you opened or saved a file.
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2. Choose the file to open and click Open.
Tip: You can choose how files are displayed in the Open and Save dialogs. Click
to use List view, or
for Details view. The chosen setting will be used as the default the next time you use Open or Save.
Tip: Use File > Recent files to choose from the most recently used reviews.
Saving a review
Reviews can be saved as document files on your computer. See Saving versions of reviews locally for more
information on when to do this.
T
O SAVE A REVIEW
Click the Save button
on the main toolbar.
If it is the first time you save this review, you will be asked to specify a file name (RevMan will suggest the
review's title). If you have previously saved this review, the existing file will be overwritten.
T
O SAVE A REVIEW WITH A NEW FILE NAME
1. Choose File > Save As.
You will be asked to specify a file name.
Tip: You can choose how files are displayed in the Open and Save dialogs. Click
to use List view, or
for Details view. The chosen setting will be used as the default the next time you use Open or Save.
Files are saved in .rm5 format. This is the only format for saving whole reviews. You can export parts of a
review in various other formats, see Exporting text, Exporting references and Exporting data.
Local backups
While you have a review open, RevMan will save a local backup of it at regular intervals. The default is
every 10 minutes, but this can be changed under Files preferences.
If your computer crashes so that your review is not saved successfully, you will be given the option to
open the latest backup of the review the next time you open RevMan.
RevMan backup files are ordinary rm5 files with file name 'backupXXXXX.rm5' where XXXXX is a number.
The backup files are by default saved in your temporary folder. You can see, or modify, the location under
Files preferences.
Backup files in the currently specified backup directory are automatically deleted after 7 days (by default).
If you need to access a backup file, simply open it in RevMan. You may have to look at the date the file
was modified to find the right one. Once you have found the file you need, save it with a different file
name, or you will risk that it is deleted as part of the removal of old backup files.
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Printing
Printing reviews
Reviews can be printed out in two formats:
• Some or all sections, like they look in RevMan - by using RevMan's Print function.
• All published sections as they will appear in the PDF version in The Cochrane Library - by
generating a Published PDF preview and printing that file.
When you print a review from RevMan you can choose which sections to include in the printout, and a
print mode that controls how those sections are presented.
For example, you can create a printout that contains both content and notes, but only for the for the
Results and Figures sections.
T
O PRINT A REVIEW
1. Click the Print button on the toolbar.
The Print window opens.
2. Select the print mode.
Tip: Use Preview to see what information the selected mode contains.
If your selected mode does not apply for particular sections, those sections will be grayed out in
the Sections to Print pane
3. Select the sections to print.
You can deselect or select sections by clicking the check box in front of them.
Tip: If you only wish to include a few sections in your printout, begin by deselecting all sections
(using the top-level section, e.g. Intervention Review), and then select the ones you want.
4. Click OK.
The Print window opens.
5. Click Print.
See also Page setup, Print preview and Printing single sections.
Print preview
T
O OPEN A PRINT PREVIEW
1. Open the Print window.
2. Click Preview.
Preview options
Most of the preview options will only affect how the preview is presented, not how the review is actually
printed. The only exception is the orientation and page setup settings, which will be used if you print
from within the preview window.
Fit and Zoom
Selecting the Fit option will automatically scale the preview page so it fits in the preview window.
To specify a specific scaling, select Zoom and either:
• Type in a value in the field and press enter to apply it.
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• Use the pull-down list to choose from preset values.
• Use the up or down arrows to increase or decrease the scale in steps of ten.
Margins
Selecting this will highlight the margins.
Size
Selecting this will display the current paper size at the bottom of the window.
Grayscale
If you are not printing in colour, use this option to have this reflected in the preview.
Navigation
There are four arrows that let you navigate though the pages of the preview: Previous, Next, First and
Last.
Orientation
Select either Portrait or Landscape. This option will be used for the printout if you use the Print function
from within the preview window.
Page Setup
Use this to modify a subset of the full option available under Page setup. Any changes you make here are
only temporary and will only affect the printout if you use the Print function from within the preview
window.
Print
This will print the review.
Printing single sections
The print dialog allows you to specify (see Printing reviews) which review sections to print. If you only
wish to print a single review section, you can use the Print button on the outline toolbar to only have that
section selected in the Print Window.
To print a single figure, data table or graph, you can also use the separate Print button on that element's
tab or window.
Page setup
You can use the page setup options to format how reviews are printed from your version of RevMan. Any
changes you make here will not affect the appearance of the published review.
T
O MODIFY THE PAGE SETUP
1. Choose File> Page Setup.
The Page Setup window opens.
2. Specify the changes you want by using the options on the three tabs.
3. Click OK
Tip: use Print preview to quickly see the effect you page setup changes have.
Page options
On the Page Setup tab you can specify:
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• Which printer to use.
• The paper size
• The page orientation
• The margins.
The Content tab lets you choose:
• The scaling of the printed output. A lower value will result in a smaller font.
• The padding.
• Various advanced options.
The Notes tab is used for modifying the page header and footer.
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Preferences
Preferences
To open the Preferences window, choose Tools > Preferences.
The Preferences window is divided into five tabs:
• General preferences
• Files preferences
• Interface preferences
• Spell checking preferences
• Connection preferences
General preferences
The General tab is part of the Preferences window.
User's real name
Input your name to have it recorded for all changes you make, for example using Track changes.
You can use the Choose button to link to your record in Archie.
Miscellaneous
Check for Updates to RevMan
RevMan can check the IMS server upon startup to see if a newer version of the software is available. Use
this option to specify how frequently this should be done.
Undo History Size
The value determine how many steps you can go back in the undo history. The larger the value, the more
of you computer's memory will be used by RevMan. Setting a too large value may affect RevMan's
performance negatively. Setting this to zero will disable the Undo function entirely. See Undo.
Show warning if opened files have not been checked out from server
Enable this to receive a warning whenever you work on a review that exists on Archie, but is not checked
out by you.
Note: RevMan needs to connect to Archie to verify this, so this function only works of you have are
connected to the Internet.
Show warning when checking out reviews
Controls whether a window allowing you to download a copy instead is shown when you check out
reviews.
Validate format of opened files
This is by default enabled to have RevMan check the file format for internal consistency. This is technical
check, and completely different from review validation.
Warning: only disable this temporarily for troubleshooting.
Prefix review name with a review number on prints
Use this option to include the review number before the review title in the header on all printed pages.
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User mode
Non-Cochrane mode
This preference is intended for non-Cochrane authors. If you select this option, all Cochrane-specific
functions like check in/out and connection settings to Archie will be removed from the interface.
Files preferences
The Files tab is part of the Preferences window.
Working directory
The working directory setting determines what location Save and Open windows open to.
Re-use Last Directory
Use the location where you last opened or saved a file.
Use Default Directory
Specify a directory that will always be used
Backup
Save Backup File Every
How frequently RevMan should save a backup version of the review you are working on. See Local
backups.
Days to Keep Backup Files
The number of days files in the backup directory are retained.
Backup Directory
The location used for backup files.
Recent files
Maximum Number of Recent Local Files
The number of local files shown under Files > Recent Files. Use the Clear History button to clear this list.
Maximum Number of Recent Checked In Files
The number of checked in reviews files shown under Files > Recent Files. Use the Clear History button to
clear this list.
Interface preferences
The Interface tab is part of the Preferences window.
Look and Feel
Use this to change the appearance of RevMan's interface. The available options depend on which
operating system you are using.
Style Sheet
Use this to change the appearance of the main text, for instance to make the text appear larger. The
name of each style sheet will indicate what effect it has. Changing the style sheet only affects the view in
this copy of RevMan; it does not modify the reviews in any way.
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Language
The language used in RevMan's interface.
Date, Time, and Number Style
This determines how dates are displayed and entered in your copy of RevMan. This will not affect how
dates are stored or published reviews, or affect the published version.
Expand and Collapse Sections
Allow text sections to be collapsed/expanded
Enable this to be able to collapse and expand text sections.
Open documents with all sections collapsed
Enable this to always open reviews with all sections collapsed. This will make reviews open faster.
Note: When opening extremely long reviews, RevMan will disregard this setting and automatically
collapse some sections.
Miscellaneous
Show Add buttons in text of review
Enable this to see Add buttons at the end of sections where you can add elements.
Show unpublished sections as greyed out
Enabled by default. Used to show which sections of a protocol will not be published.
Rename outline items with two separate mouse clicks.
If this is enabled, you can rename items by clicking the item in the outline so it becomes highlighted and
then clicking it again (but no so fast it counts as a double-click).
Smooth edges of screen fonts
Applies anti-aliasing to all text to make the edges appear smoother.
On Open, Expand outline to
Determines how many levels are expanded in the outline when a review is opened.
Size of Text in Outline
Determines the font size used in the outline pane.
On startup, show
Determines the default startup of RevMan. You can also set it in the Welcome screen window. Available
startup options are:
• Nothing - No startup window.
• Welcome screen - The Welcome to Review Manager 5.1 window opens. See Welcome window.
• My Reviews - available only in the Standard mode (for Cochrane users), see My Reviews.
Spell checking options
The Spell Checking tab is part of the Preferences window.
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Dictionaries
Choose the dictionaries you wish to include. It is recommended that you use UK or US spelling
consistently, so only enable both sets if you have a valid reason.
User dictionary file
This file stores all words you add to the spell checker.
To reset the user dictionary to the default, locate the file and delete it. RevMan will then automatically
create a new file the next time you run the spell checker.
Preferences
Set options for:
• Text that should be ignored.
• Whether doubled words and case should be taken into account.
• Whether split word should be suggested. For example if "large scale" should be suggested for
"largescale".
See also Checking spelling.
Connection Preferences
The Connection tab is part of the Preferences window. It allows you to set up RevMan to connect to the
Archie server. See Using Archie to manage reviews.
You also can use the Server Connection Wizard to guide you through the steps of setting up a connection.
To start the wizard, click the Wizard button.
Server
There are three servers RevMan can connect to:
• archie.cochrane.org, also called the Live server, is the main server that is used for managing and
publishing Cochrane reviews. This is the server Cochrane authors and groups should be using
unless they have been instructed otherwise.
• test.archie.cocharne.org is the test server used by the IMS development team to test new
functionality before it is introduced on the live server. Generally, RevMan users should not use
the Test server unless they are helping to test new functionality that is to be introduced to the
live server at a later stage.
• training.archie.cochrane.org is the training server used by the IMS Support team for training
purposes, and by CRGs to try out Archie functionality without the risk of introducing mistakes in
their live data.
User name
Your Archie user name.
Password
Your Archie password.
Save User name and password when RevMan is closed
Select this to have RevMan remember your user name and password between sessions.
Warning: only use this option if you are the only person using the computer, or if you log on to the
computer using a personal user account.
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