The workflow system in Archie was designed primarily to help Managing Editors and others working in Cochrane Review Group (CRG) editorial offices manage their work more efficiently and effectively. Workflows help CRGs track the progress of individual reviews through the editorial process and can automatically send prompts and notification to authors, editors, and others involved in writing and editing reviews when they need to take action. In addition to this, workflow reports can be generated to help CRGs to analyse, reflect on, and improve their own editorial processes. Emails and attachments can also be generated automatically, which save time as they can be reused across all workflows.
Six workflows are available in Archie:
- Title Registration
- Protocol Development
- Protocol Amendment
- Review Development
- Review Amendment
- Review Update
CRGs can customise the templates in various ways to streamline work and to reflect their own editorial processes more closely.
Mandatory use of the workflow system
Workflow use in Archie has been mandatory for all CRGs since 2012. In practical terms, this means:
- CRGs are expected to use the Protocol Development, Review Development,and Review Update workflows to manage, and keep an accurate record of, the editorial processing of all reviews in the CRG. This means using the workflows as much as possible in a regular, real‐time way (rather than in an administrative, after‐the‐fact fashion), so that they reflect what really happens on a day‐to‐day basis as accurately as possible.
- Review Update workflows are not needed if the Review has the Update status ‘No update planned’ as assessed by the Updating Classification System. You can Abort In Progress workflows for these reviews, and insert the reason for aborting the workflow as “No update planned”.
- CRGs are strongly encouraged to use the Title Registration workflow in any way they find helpful, but use of this workflow is optional.
- CRGs are encouraged to use the Protocol Amendment and Review Amendment workflows, particularly in cases where it is important to keep a record of the editorial processing of significant amendments, such as the correction of a serious error which results in changes to the conclusions of a review, but use of these workflows is optional.
User documentation and other resources
Cochrane Training provides workflow resources for CRG staff on:
Managing Editors with questions about the workflow system can contact Managing Editor Support (firstname.lastname@example.org).