Workflows in Archie

IMS Support Person: Karen Hovhannisyan, Monica Kjeldstrøm and Paolo RosatiPlace: Perugia, ItalyDate: Thursday, 3 June 2010

Plan for today• Recap of basics of workflow system• More detailed look at a few topics identified by

current pilot CRGs– Using the ticketing system– Notifications, messages, etc. – Customizing workflow templates for your CRG– Tips from experienced pilot CRGs

• Discussion/questions• Hands-on exercises • Feedback

Workflow permissions

• Derive from Entity Roles • By default set to Minimum (no permissions)

for all Roles during pilot• IMS Support gives pilot ME Maximum

permissions• ME to edit permissions for other Roles as

appropriate (CRG Properties > Roles tab, click Role, then click Edit)

Workflow permissions

For details on permission levels, see Archie Help > Help Topics: People/Entity role permissions

Background

Purposes of Archie’s workflow system To help CRGs:• Keep track of where each review is in the

editorial process• Inform people (Editors, Authors, Referees) 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

Workflows available in Archie

• Title Registration• Protocol Development• Protocol Amendment• Review Development• Review Amendment• Review Update

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 is responsible for the editorial processing of a review and for managing the associated 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 of workflow pilot• Began 25 March 2010• All CRGs eligible to partcipate• Includes (at ME’s discretion) editorial base staff,

satellite staff, Co-Eds, Editors, Copy Editors, Contact Persons/lead Authors, External Referees

• Improved functionality in response to feedback from Stage 2 CRGs

• Updated documentation and training materials in response to feedback from Stage 2 CRGs

ACCESSING AN EXISTING WORKFLOW

Accessing an existing workflow To access or view your CRG’s 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

Columns of the display show the review title, review number, workflow type, Workflow Manager, start date, last milestone passed, and end/due dateColumns of the display show the review title, review number, workflow type, Workflow Manager, start date, last milestone passed, and end/due date

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 also 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

WORKFLOW PROPERTIES

Workflow PropertiesGeneral tab contains: • Title of the review• Name of Workflow Manager• Status (e.g., Not started, In

Progress, Completed, or Aborted)

• Start and end dates for the workflow

• Information about when and by whom the workflow was created and last modified

You can also generate a Workflow Report from this tabYou can also generate a Workflow Report from this tab

Workflow Properties

People tab lists the Workflow Roles available for the selected workflow and shows the people these have been assigned to

Workflow Properties

Tasks tab lists individual tasks, grouped according to whether they are Completed, In Progress, Not Started, Aborted, or Passive. Shows progress toward several standard milestones.

Workflow Properties

History tab preserves a record of every action performed in relation to the workflow, including actions performed automatically by the system.

You can add your own notes to the history of the workflow by typing text into the Notes field and clicking Apply. This will create a new Event (‘Notes made’), and the text you entered will appear in the Details column.

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.

Workflow Properties

Gantt Chart tab (a project management tool): Displays a Gantt chart depicting progress over time on the various tasks that make up the workflow

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 and 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 End date of the workflow click to open the calendar

To change the End date 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 tab and click or to open the Select Person window. When finished, click Apply.

To assign a role to a person or to change an assignee, go to the People tab and click or to open the Select Person window. When finished, 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 AND WORKING WITH 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 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

Task Properties

• The History tab shows the chronology of events related to the task

• Most events are created automatically

• There is also a Notes field where the Workflow Manager can add notes about the task manually (as on the workflow History tab)

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

Completing or skipping a task

• To complete a task, open the task Properties and go to the General tab

• If the task does not involve a decision, choose Completed or Skipped and click

• If the task does involve a decision, choose from among the alternatives (e.g., Yes/No); Status will automatically change to Completed; click

Completing or skipping a task

You can mark the task as completed or skipped from the right-click menu of the task in the Tasks tab in the workflow properties

Changing the due date of a task• To change the Due

date, open the task’s Properties and go to the General tab

• Click to open the Calendar

• Choose the new Due date in the Calendar

• Click to assign the new Due date

USING THE TICKETING SYSTEM

What is the ticketing system?• A special messaging system within the workflow

system o Used to inform people outside the editorial base when it is

time for them to perform a tasko 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 in the email to let the Workflow Manager know (via Archie) when the task has been completed and to submit relevant documents (e.g., completed refereeing forms)

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 TicketThe assignee will receive an email with the subject line and text as previewed and edited by you

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

Advantages of the ticketing system

• Easy communication between editorial base and other people assigned tasks

• Provides task assignees with everything they need to complete their task 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

NOTIFICATIONS AND MESSAGES

Tasks list on Organizer tab

• You can see a list of “In Progress” tasks assigned to you on 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

Notifications Task-specific notifications

As Workflow Manager, you can arrange for notifications regarding an individual task to be sent to you or the task assignee by email – e.g., to notify you when the task is complete or to notify the assignee when the task is overdue

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 notification 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

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 template

On the Tasks tab edit the default task durations as desired, mark any tasks you want to skip on a regular basis by ticking the ‘Skip’ box to the right of the task name

On the Tasks tab edit the default task durations as desired, mark any tasks you want to skip on a regular basis by ticking the ‘Skip’ box to the right of the task name

Select 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.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

The people you select will appear as the default selections for the specified Workflow Roles each time the new workflow is runThe people you select will appear as the default selections for the specified Workflow Roles each time the new workflow is run

Click OK to finishClick OK to finish

TIPS FROM EXPERIENCED PILOT CRGs

Tips• Consider customizing workflow templates to reflect the

way your CRG works; among other things, consider whether you can pre-assign some Workflow Roles

• Start workflows for all new titles, protocols, etc.

• For reviews already in progress, consider starting a workflow the next time the review crosses your desk – skip tasks as needed to do this

Tips

• If you assign a person for a specific role (like external referee) you should do this in the "people" tab before you complete the task "invite exteral referee". Otherwise your name is the name in the tasks that should be assigned to the external referee. You can't change it, even if you reactivate the task

• If a protocol/review won't be finalised: use abort instead of delete (to have data if the system will be used in the future to monitor our response times and to have an overview of the CRG's workload). Nevertheless, if a title is deleted, the workflow will be deleted, too (even if you put lots of effort in protocol development)

Tips

• Consider who will/could be your CRG Advisors before setting up workflows

• 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

• Check your review task end dates

• Ensure everyone with a workflow role has a record in Archie

Tips

• 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

• Once you send a ticket to an author: be aware that some of the authors use the ticketing system to send you the protocol/review instead of checking it in.

Tips

• When you complete one workflow, start the next logical workflow, adjusting the due date of the first task (rather than start date of workflow) as appropriate

• Give other persons the permission to see the workflows and the tasks

• Anything else?

MISCELLANEOUS OTHER THINGS (IF TIME)

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.

Available ReportsIn Archie you can generate reports that cover 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 ReportOptions within the Workflow Status Report allow you to select workflows by due date, workflow type; various grouping and sorting options are also available. Click Update to generate report using the selected options

Options within the Workflow Status Report allow you to select workflows by due date, workflow type; various grouping and sorting options are also available. Click Update to generate report using the selected options

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

Options within the individual Workflow Report allow you to select tasks by due date and to sort and filter tasks in various ways

Options within the individual Workflow Report allow you to select tasks by due date and to sort and filter tasks in various ways

Where to get support

If you have any questions or encounter any problems using the workflow system, please contact your IMS Support person