This is the second video of our series about collaborative authoring. It demonstrates how to create a reference set in collaborative mode. The workflow scenario involves two authors working collaboratively on a reference set with one reviewer.

This video is part of our series about working in collaborative mode. You can find the videos of this series at:

Once you’ve seen the video, you can find additional documentation at:

Transcript

This is the second video of a series about working in collaborative mode. Today I would like to take you through the different steps of a workflow that involves two authors, which will be my colleagues Balazs and Brandon working collaboratively on a reference set and one reviewer, which will be Orsi. I will be acting as the project manager.

Right now we are logged in my account, which you can see down here. Let’s just close this one. I will create a new task, which is this button up here. In the task wizard we can see something called repository: This is the task management system. This is where your tasks are stored and where the workflow is handled. The task management system allows sharing tasks with your team members and moving a task between users. It also sends email notifications to other users. For example, when the task status has changed or if someone makes a comment on a task.

I’m already connected to Bugzilla but if you’re not, you can do this up here by going to File > Preferences (since I’m already connected it’s just validating my credentials) then you go to Snow Owl > Bugzilla Repository and here is where you would enter your URL. If you were using a different task management system, for example JIRA, it would appear here as well and then you would just click OK and when you bring up the wizard your task management system it should show up here in this line.

Then we need to select an artifact type; you might recall this from the previous video. Depending on what kind of authoring you are doing you would select a different artifact type here but we will do again Reference set authoring, and enter a task title. Today we would like to “Create a Diclofenac reference set.”

In the task summary I can specify the task a bit more: “Create Diclofenac reference set with products and clinical findings” and go to the next page. Since we are creating a new reference set we need to enter a name for the reference set. Let’s call it “Diclofenac products and findings,” it will be a simple type reference set with SNOMED CT concepts; and go to the next page.

Here we need to specify who is involved in the task. Depending on the number of team members we have different scenarios. In the previous video I showed a single author – single reviewer scenario. We just had to enter two user names here.

Today I want to go through a scenario with two authors. There are two possibilities: What we’re going to do today is dual collaborative authoring. This means that two authors are working together on the same reference set. They can see each other’s work and whenever one of them makes a modification and saves this change the other author can see the changes in the editor as well.

In the next video we will do dual blind or dual independent authoring, which means that we also have two authors and one reviewer but the authors are working independently and they’re not able to see each other’s work. OK, let’s take this one.

Now I need to enter the usernames; I use Ctrl + Space to see the list of my team members. Let’s start with Balazs; Brandon will be the second author; and Orsi is going to be the reviewer. Now I submit the task to the task management system and my work as a project manager is done. When I submit a task the other users that are assigned to the task get an email notification and it also shows up in their task list up here.

So for example if we’re going to Balazs and refreshing his view we should be able to see the new task, which is here. Let’s open it. You can see the green dots here indicate who is currently assigned to a task. Since it’s both authors, both authors have a green dot here. Once Balazs wants to start working on the task he needs to click on this button to activate the task. This means he’s not working on MAIN anymore but on a separate branch. We can see this down here because it says “Create Diclofenac reference set” – the name of the task is always used as the branch name.

Working on a branch means that the changes he’s making are only visible to him and to team members that are assigned to the same task but not to team members that are working on other tasks. It’s kind of like a protected area that he’s working in and the reference set is just created on this branch.

He can open the reference set just by clicking on this link here. This is the reference set and it’s empty, we can add some members. Balazs is going to add Diclofenac products. Let’s do a search for Diclofenac, then add the members to the reference set, and save this work. Balazs and Brandon are working collaboratively on this reference set and since Balazs made some changes and saved them Brandon – let’s go to his account – can also see (if he’s on this branch) what Balazs has been doing.

Right now Brandon is still on MAIN and let’s just refresh his view and open the task. Once we’re activating the task we will be moving to the branch. You can see this down here. Now Brandon is also on the same branch as Balazs and he can open the reference set and we see the members that were already added by Balazs.

Brandon is going to look for clinical findings with Diclofenac. Let’s run an advanced search, the results are here. I will just add all the results to the reference set and now we have members and once he saves his changes Balazs can also see what Brandon was doing.

If we go back to Balazs – there’s a message that something changed – we can see all the members that were added by Brandon. This flat list displays all of the members; we can also see them as a hierarchy.

OK, so once both authors have completed their work they want to hand it over to Orsi, to the reviewer. To do this, just like in the previous workflow that I showed, we need to change the tasks status from ASSIGNED to FIXED. Since they are both working on the same task it’s enough if one of them changes it to FIXED.

If you were working in a small team in the same room, you would probably just go over to your team member and agree that the task status should be changed. If you’re working remotely, you can communicate, for example, by using the comments: Balazs could write something like “Finished working on reference set. Please change task status.” I will save this comment here.

So this was Balazs and now we’re going back to Brandon’s account. Now Brandon can see the comment, he would also get an email notification that someone commented on this issue. He can see: “Balazs is done with the work and he wants me to change the status once I’m done.”

Let’s do this, he changes the status, saves the status change and now the task is assigned to the reviewer, to Orsi. The work of the authors is finished, so let’s go to Orsi’s account – we’re here, at Orsi’s now -and bring up the task, here it is.

Now the workflow it’s pretty much the same as in the previous video. To review it she has to activate the task, she can open the reference set here and look at it this way or she can go to the task editor and just go to the review tab, maximize it and here are the different reference set members that were added.

She cannot see which ones Balazs added and which ones Brandon; this is only the case if you do independent authoring.

With these buttons she can either accept them all or deny all of them or make manual changes. If you just want to deny a few you can also do so. When you promote them only the ones that were accepted will be promoted to MAIN, but let’s accept all of them.

If she was unhappy with the work, she could change the status to REOPEN, maybe make some comments here in the section about the different members, and hand the task back to the authors.

But let’s assume that she’s happy with the work and she’s finished reviewing, then she would save the review. Once this is done it’s possible to change the status to VERIFIED, save the status change again. Now this button has been enabled, this is the promote button and she clicks this. We’re at right now still here on the branch and we will move to MAIN; there’s also a notification here about it.

So now the reference set will be visible to everyone. There’s no task activated, the reference set is on MAIN. We can just open it and see it has 49 members. OK, so much about dual collaborative authoring on a reference set.

In the next video we will go through a similar scenario just with two authors working independently. I hope you enjoyed this video. Thank you very much for your attention. Bye-bye.