Production Manager tasks

Elizabeth Royle, Production Manager, has the Production Manager role on each Editorial Manager site to guide submissions through copy-editing. Task 3 and 4 below are assigned to the Production Manager role and these are completed by the Cochrane Support Team.

Automated tasks are assigned by and to a dummy account 'Production Manager System Notifications'. This is visible in the History > Production Task History and Correspondence History.

Task 1: RevMan: Assign Copy Editor (open for 10 days)

  • Receive task assignment email with link to task. The email will provide full details of the submission.
  • Follow the task link in the email to locate the submission on relevant EM site.

Part 1: Clean File Inventory

  • Open Link to File Inventory.
  • Confirm no companion files have the following item types or file extensions:
    • XML Input .xml
    • XML Output .xml
    • Finished Figure .png .jpeg .svg
    • Dataset .rm5
  • If any files with these item types or file extensions are present, select them and Hide Selected Companion Files.
  • Save and Close

Part 2: Assign Production Task

  • Assign Production Task > Proceed with Selected Task.
  • Assign task RevMan: Copy Edit Initial to designated Copy Editor and send task assignment email. The ME will automatically be copied in.

Part 3: Submit Task

  • After sending the assignment email, select Tasks Menu > Submission Tasks Assigned to Me.
  • Submit Task > RevMan: Assign Copy Editor to clear this task from Submission Tasks Assigned to Me.


Interim tasks (Copy Editor, Managing Editor, Author)

See Copy edit and publication (production).

Task 2: RevMan: Assign Copy Editor (final proofread) (open for 10 days)

  • Receive task assignment email with link to task. The email will provide full details of the submission.
  • Follow the task link in the email to locate the submission on relevant EM site.
  • Assign Production Task > Proceed with Selected Task.
  • Assign task RevMan: Copy Edit Final to designated Copy Editor and send task assignment email.
  • After sending the assignment email, select Tasks Menu > Submission Tasks Assigned to Me.
  • Submit Task > RevMan: Assign Copy Editor (final proofread) to clear this task from Submission Tasks Assigned to Me.

Interim task (Copy Editor)

See Copy edit and publication (production).

Task 3: Unpack RevMan Source (open for 4 days)

Part 1: Download RevMan Submission files

  • Receive task assignment email with link to task. The email will provide full details of the submission.
  • Follow the task link in the email to locate the task on relevant EM site.
  • In a new tab, follow the link in the email to open the review in RevMan Web (right-click on link > Open in new tab).
  • In RevMan Web, Submit current version to download the submission files.


Troubleshooting

If you see any validation Errors on the Validation Report on the RevMan Web dashboard, you may wish to pause and contact the ME to resolve, before downloading the files.

Part 2: Check Details and File Inventory

  • In EM, view Production Details.
  • Confirm the Submission Target Online Publication date is blank.
  • If the date is in the past, delete it and Save.
  • If the date is in the future, confirm scheduled publication is mentioned in the Production Notes. If not, delete date and Save. If the Target Online Publication Date feature is used, the submission will move to publication between midnight and 1:00am on the date shown.
  • Open Link to File Inventory. (This is a second quick check, as the File Inventory is cleaned when Assigning Copy Editor.)
  • See instructions above at Part 1: Clean File Inventory.


Troubleshooting

When trying to remove .xml files from the File Inventory, you may see the warning that these files cannot be removed as they are already assigned to the Unpack RevMan Source task. In this case, you will need to:

  • Search for dummy account 'Production Manager System Notifications' (last name = System). 
  • Proxy with Publisher Admin role.
  • Submission Tasks I have Assigned.
  • Locate Unpack RevMan Source task for relevant submission.
  • Cancel assignment and send email.
  • View all Submissions in Production > return to File inventory.
  • Remove relevant files and Save and close.
  • Assign Production Task.
  • Select Unpack RevMan Source > Assign to yourself and send email or Assign task without sending letter.
  • Log out to stop proxying as dummy account 'Production Manager System Notifications'.
  • Return to Submission Tasks Assigned to Me and continue as shown below.

To avoid this workaround, you may wish to clean the File Inventory when Assigning the Copy Editor.

Part 3: Upload RevMan Files

  • Submission Tasks Assigned to Me.
  • Unpack RevMan Source task for relevant submission.
  • Submit Task > Upload Files.
  • Tick Use in XML.
  • Drag and drop or browse to select the RevMan Source package zip file only from your downloads folder - downloaded at step 1 above (manuscript PDF not required).
  • Confirm the component files unzip correctly after upload and correct article types are attributed.
  • Proceed > Submit Production Task.

Part 4: Set Final Disposition

  • After submitting the task above, choose to navigate to the Editorial Menu > All Submissions with Editor's Decision. 
  • Searching by title or manuscript number, locate the submission.
  • Set Final Disposition > Accept > Proceed.
  • Proceed > Confirm Accept and Proceed.
  • Send the acceptance notification > OK.


Troubleshooting

If you are not able to select Accept as a Final Disposition term, and are offered only Withdraw or Transfer, this means the editor has not completed the Accept decision correctly. You have two options:

  1. Proxy as the ME
    1. On the Main Menu, go to My Assignments with Decision.
    2. Locate the submission.
    3. Choose action Notify Author.
    4. Modify Letter > Accept decision - protocols, reviews, updates.
    5. Customise the letter to let the authors know the submission is moving to publication (the letter should have been sent far earlier in the process so the information is not relevant). Sign off as yourself 'on behalf of' the ME. CC. the ME.
    6. Send.
    7. Log out to stop proxying as the ME and continue as shown above.
  2. Pause and use action Send Email to ask the ME to notify the author to complete the decision. When you hear back, Set Final Disposition. You can continue to Prepare for Publication as shown below, in the meantime. 

Interim tasks (automated)

XML Intake

Assign License in XML

Finalise XML

Task 4: Prepare for Publication (open for 4 days)

  • If the interim tasks listed above complete correctly, this task should be assigned directly after Unpack RevMan Source. 
  • After Setting Final Disposition, return to Submission Tasks Assigned to Me.
  • If the Prepare for Publication task is not assigned, view History > Production Task History to diagnose any issues with interim tasks. If in doubt, contact support@cochrane.org.  
  • Submission Tasks Assigned to Me.
  • Prepare for Publication task for relevant submission.
  • Submit Task > Submit Production Task.

Concluding tasks (automated)

Deliver to Cochrane - at this point the submission will appear on the Publisher tab in Archie and can be tracked from there through to publication. 

Deliver to Wiley

Publish on CLib