Welcome to the new reviews management system. This tool will replace both the current book management system for requesting, receiving, and assigning books and the reviews management system for handling reviews.

As this system is fairly complex, we recommend that you read through these instructions before using the new reviews management system. You may wish to run two web browser windows simultaneously as you experiment with the new management system (one to read these instructions and one to walk through the actual interface). These instructions begin with a brief Overview of the new management system, followed by step-by-step Instructions for using the system.

Overview

• Logging In
• Welcome Page
• Menus
• (1) Inventory
• (2) Reviews
• (3) Information

Instructions

• Tools
• (1) Inventory Tools
• (2) Reviews Tools

Flowchart of a Review

OVERVIEW

Logging In:

First page: web address

To login to the web management system you will need to have a profile in the editors directory. If you do not have a profile you can create one at http://www.h-net.org/people/editors/submit.cgi. If you do have a profile, but are unable to log in, please make sure that you are listed as a review editor in your profile http://www.h-net.org/people/update/. If everything appears accurate but, you still are unable to log in, please follow the instructions on the Log In page.

Click "Log In"

The first time you log in you will be asked to accept or decline the Creative Commons License H-Net Reviews uses to license their reviews. H-Net is using the Creative Commons by-attribution/noncommercial/no-derivatives license. For more information on Creative Commons visit http://www.creativecommons.org.
Once you accept the license you will not be shown this screen again. If you decline the license you will not be able to use the reviews management system.

Welcome Page:

The welcome page links directly to your "My Reviews" page where you will find the status of your reviews. From this page you will be able to manage your inventory in addition to your reviews. You can find the appropriate tools under one of three menus: "Inventory, Reviews, and Information.

Menus

(1) Inventory

Inventory Tools:

This section contains all the tools needed to manage your book inventory. As you will notice the word record is referred to often. A record in the database refers to all items that will be reviewed, such as books, DVDs, exhibits, etc. Typically records are created by clerks but review editors are able to create them if they review something that can not physically be mailed by the clerks, i.e. conferences, exhibits, symposiums, etc.

Search Record – this allows you to search for a record by an identifier (ISBN), author, or title
Add Record – this allows you to enter records for media types other than books, cds, or DVDs (i.e. conferences, exhibits, software, websites, other) that you may have commissioned a review for
Browse Library – this allows you to search, which books have been recommended, reserved, requested, ordered, assigned, or mailed out for your list. You can also view a list of all the unreserved books in our office.
Request Book – this allows you to request a book for your list

Inventory Status:

Unreserved – the book is available for review
Recommended – the book has been recommended for your list and is available for review. However, this does not automatically reserve the book for your list as books may be recommended to multiple lists. If you would like to reserve a recommended book for your list you will need to do that manually.
Reserved – the book has been reserved for your list by a review editor
Requested – the requested book is waiting to be processed by the clerks
Ordered – the book has been ordered for your list by the clerks
Assigned – the book has been assigned a reviewer
Mailed – the book has been mailed out to the reviewer by the clerks

Inventory Record:

To view a record, click on "Search Record" under the "Inventory" menu. Entering Edge of Empires into the field and selecting "Title" from the drop down menu will bring up this record: (I'm not sure it will bring up this record when the system goes live, as everything will be reset)

The beginning of the record shows the title of the book in bold letters, followed by the remainder of the book information. If previous review of the book has been done by a discussion list a link to that review will appear underneath the ISBN. The record includes a "Subject" field, listing the book's subjects, and a "Recommended" field, showing the lists that received this book as a recommendation. At the bottom of the record you will see the item status. A separate status line appears for each copy of the book processed by the H-Net office to-date. The status line(s) will help you figure out how many copies of a book we have. For example, if there are two status lines then there are two copies of the book. However, if the status line reads mailed or ordered then we do not have a copy of the book in the office. The status line also shows you which review editors and lists have reserved copies of the book and on what date. You can also see if copies of the book have been requested.

(2) Reviews

Review Tools:

This section contains all the tools necessary to manage the reviews commissioned by the Review Editors. If a Review Editor is asked to review a book, that information will also appear here.

My Reviews – this allows you to see the status of all the reviews (Under Review, Review Editing, Copy Editing, Prepublication, Published, Cancelled) commissioned by your list
New Review – this allows you to enter a review into the system
Add Reviewer – this allows you to enter reviewer information; this information is used when mailing books and for contacting the reviewer

Review Status:

(A) Definition:
Under Review – items that have been assigned to a reviewer by a review editor
Review Editing – reviews that are awaiting editing by the Review Editor
Copyediting – reviews that are awaiting H-Net copyediting
Prepublication – reviews that the copyeditors have returned to the Review Editor for publication
Published – reviews that have been published to both a discussion list and to
H-Net Reviews
Cancelled – reviews that were cancelled

Workflow:

The status of a review is set by different individuals as the review works its way through the system. The ability to set a particular status is reserved to specific individuals, as follows:

Under Review – can only be set by Review Editors
Review Editing – can only be set by Reviewers or Copyeditors
Copy Editing – can only be set by Review Editors
Prepublication – can only be set by Copyeditors
Published – can only be set by Review Editors
Cancelled – can only be set by Review Editors

Here are some examples of how the process works. After a Copyeditor edits a review, he/she can set the status to "Review Editing" (signifying that the review needs more work by the Review Editor, such as further editing, adding materials or citations, correcting mistakes, etc.) or to "Prepublication" (signifying that the Copyeditor approves the review for publication). However, Review Editor cannot change the status of a review marked "Review Editing" to "Prepublication," nor can a copyeditor change the status of a review from "Copyediting" to "Published." As designed, the new reviews management system requires that both the Copyeditor and the Review Editor approve the final version of a review before it can be published. The new system will also allow the Review Editor more control over when a review is published. When the "Published" status is selected, the review will automatically be sent to the appropriate Discussion List and to H-Net Reviews for publishing.

Review Record:

To view a record, click on "My Reviews" under the "Reviews" menu. Select your list name from the drop down menu, then select a status (i.e. "Under Review," "Published," etc.). From there, select a title which will bring up the record. This screen provides all the information regarding the review. At the top of the screen will see the review title. Under "Records," you will find a link to the original record of the item being reviewed. If a reviewer is reviewing multiple titles in one review, a link for each book will appear in this section. In case of error, the Review Editor, at any time, can change what book the review is for. The record also shows the Review Editor who commissioned the review; the discussion list the book is being reviewed for; and the name(s) of the reviewer(s) along with a link to his/her information. It is possible to put more than one name in this field. The "Comments" field displays any comments made by the Review Editor, Reviewer, or Copyeditor. The "Review History" appears at the bottom of the record. This section provides information on all versions of the review processed thus far. It shows the current status of the review and who last changed the status of the review. You can view these older versions of the review, but you cannot make changes to them. The last status listed represents is the current status of the review which is the version available for you to edit. Once you have edited the review, you will update the status by choosing the appropriate status from the drop down menu.

(3) Information

Information links:

Copyright Policy – link to H-Net copyright policy
Contact Us – a list of different contacts at H-Net
Help – generates an e-mail to the clerks
Log out – log out of the system

INSTRUCTIONS

Tools

(1) Inventory Tools:

These instructions assume that you have already logged into the system.

Search Records:

1. click on "Search Records" under the "Inventory" menu
2. choose identifier (ISBN), title, author, or LC call number from the drop down menu
3. type in the information for the item you are searching for
4. click "search"

Add Record:

This function allows Review Editors to add items into the reviews management system for review that would not be housed at the H-Net office. These could include: conferences, museum exhibits, journal articles, etc. Please keep in mind that these items are not the same as book records, and will not appear under "Browse Library" in the "Inventory" menu. Moreover, you would add such a record only if you were assigning a review of that particular item (exhibit, journal article, etc.).

1. click on "Add Record" under the "Inventory" menu
2. choose the media type from the drop down menu ("Audio," "Conference," etc.)
3. fill in the requested information
4. provide the identifier (ISBN), if available
5. fill in the appropriate subjects
6. click on "Add Record" at the bottom of the screen
7. the record can now be linked to a specific review under "New Review" (under the "Reviews" menu)

Browse Library:

This tool allows you to browse items sorted by status.

1. click on "Browse Library" under the "inventory" menu
2. choose the discussion list you wish to view from the drop down menu
3. choose the status you wish to search
4. you can access the individual item's records produced by your search

Requesting a book:

There are two reasons for a Review Editor to request a book. First we do not already have a copy of the book (and, thus, have no record in the system). Second, we do have a record of the book, but that copy of the book is not available to reserve.

(1) no record of the book exists in the reviews management system:

1. click on "Request Book" under the "Inventory" menu
2. fill out the form
3. click on "Request Book" at the bottom of the screen
4. this will send the request to a queue for the clerks to approve
5. once the request has been approved, a status line will appear in the item record indicating the status as "Requested" and listing your discussion list and name as the requester
6. once the book has been ordered, the requested status line will change to read ordered
7. when the book arrives in our office, the status line will change to read "Reserved" for your list; you will receive notification in your weekly status report

(2) there is a record of the book but no copy available for review

1. go to the record of the book, either by using "Search Records" or "Browsing Library" under the "Inventory" menu
2. click on "Request Item" at the bottom of the record
3. this will add a status line to the record showing that a copy has been requested
4. once the book has been ordered, the requested status line will change to read "Ordered"
5. when the book arrives in our office, the status line will change to read "Reserved" for your list; you will receive notification in your weekly status report

If you wish to request an additional copy of a book that has already been reserved for your list, follow the same steps but click on "Request Another Copy" instead of "Request Book."

If a book remains listed as "Ordered" for longer then 3 months you should assume that the H-Net office did not receive a copy of the book. You should then contact the clerks at hbooks@mail.h-net.msu.edu to discuss further options.

Reserving a book:

There are a number of ways that you can find those books that are available for review. For examples, you could "Search Records" for a specific book or you could "Browse Library" for unreserved or recommended books. Either of these options represents the first step of your search.

1. Use "Browse Library" under the "Inventory" menu to look at the items recommended for your list or the unreserved items in the database; or you could also use "Search Records" to search for a particular book, if you know the title, author, or ISBN of the book
2. now choose the item you wish to view
3. on the screen that appears, click on "Reserve Item"
4. this will take you to the record; now click on "Update Status"
5. the status will now read "Reserved" and cite your discussion list and your name as the reserver; you will receive notification in your weekly status report

Releasing a Book from Your List:

1. use "Browse Library" under the "Inventory" menu to view your list of reserved items in the database; you can also use "Search Records" to search for a particular book
2. select an item
3. on the screen that appears, click on "Release Item"
4. this will take you to the record; now click on "Update Status"; the status will now read "Unreserved" and you will receive notification in your weekly status report

Assigning a Book for Review:

*** Make sure that you have added the reviewer to the reviewer's database before going through this process. If the reviewer is not in the database you will have to exit out of this screen and start over once you have entered the reviewer. If you have previously assigned a book to a reviewer they should already be in the database.

1. use "Browse Library" under the "Inventory" menu to search for books that have not yet been assigned, and for books that have been recommended or reserved for your discussion list; you can also use "Search Records" to search for a particular book
2. under "Browse Library," choose an item; on that screen click on "Assign Item"
3. on the "View Record" screen, choose your reviewer from the reviewer drop down menu (if the reviewer is new, you will need to enter his/her information by choosing "Add Reviewer" under the "Reviews" menu)
4. now click on "Update Status" at the bottom of the screen
5. the status will change to "Assigned" in the record
6. the record will then be sent to the "Mailing Queue" for the clerks to mail
7. once the book has been mailed, the status will change to "Mailed"; you will receive notification in your weekly status report

Release a Book Assigned for Review:

1. Use "Browse Library" under the "Inventory" menu to look for books that are assigned for review; you can also use "Search Records" to search for a particular book
2. On the book you would like to release click on "Release Item"
3. the status of the record now reverts to "Reserved" (for your list); you will receive notification in your weekly status report

Recommend a book to your list:

The recommend book system will use artificial intelligence to recommend books to discussion lists. When a new book arrives in the office, the system will match its subjects to the subject fields of books previously reviewed by your list. If a high match exists, the book will be recommended to your list. The more books your discussion list reviews, the more accurate the recommendations will become.

Remove a book from Recommendation:

1. use "Browse Library" under the "Inventory" menu to look for recommended books; you can also use "Search Records" to search for a particular book
2. under "Browse Library," select your list name from the drop down menu
3. now select "Recommended" from the "Status" drop down menu
4. on the screen that appears click on "Remove Item"
5. on the next screen, choose "Update Status"
6. the status of the record will be changed to "Unreserved," or the item will be removed from your recommendation list but remain recommended for other lists

(2) Reviews Tools:

These instructions assume that you have already logged into the system.

My reviews:

1. click on "My Reviews" under the "Reviews" menu
2. you will see your discussion list name in the drop down menu at the top of the screen
3. the status defaults to "Review Editing"
4. you may change the status (for example to Copyediting) by clicking on the "Status" drop down menu; by changing the "Status" of the queue you can look at the reviews listed in each stage of the process

Using EditLive:

EditLive works just like a word processing program. You can type the review directly into the box, which will allow you to format your text with this program. Or you can do all your work in another word processing program, such as MS Word, and then copy and paste the review into EditLive. We recommend that you type your review directly into EditLive, which will protect the integrity of diacritics, character sets, and computerized functions, etc. One reason for choosing EditLive is because it incorporates track changes, which will allow you to see what changes other users have made to the document. The track changes in this program work differently then in word processing programs. EditlLive's track changes marks changes made in text by color. When you mouse over the colored text a window will pop up that contains who modified the text and when. Be aware that all changes one person makes will be in one color. For example, the Review Editor edits will be in blue, the Copyeditors in red, and the Reviewers in green. Every time the Review Editor edits the review before it is published the changes he/she makes will always be in blue.

Create a New Review:

1. click on "New Review" under the "Reviews" menu
2. in the "Title" field, create a title for the review (this is not the title of the book under review); the title can be changed or edited by the reviewer at a later time
3. choose the appropriate discussion list from the drop down menu
4. now click on "Create New Review" at the bottom of the screen
5. click on the "add" button under "Records"
6. choose the item under review from the drop down menu (if the item does not appear click on the "manual" button and do a search by ISBN for the item you need)
7. click on "Add Record" at the bottom of the screen
8. click on "edit" under "Reviewers"
9. choose a reviewer from the drop down menu (if the name of your reviewer does not appear in the drop down menu, click on "Add Reviewer")
10. click on "Update Reviewers"
11. if you need to add comments, click "add" under the comments section

The review will now be listed as "Under Review." The reviewer will receive an e-mail stating that the review has been assisgned to him or her. He/She will add the review by using the "edit" button next to the status line. The Review Editor will only see the review when the Reviewer updates the status of the review to "Review Editing." However, the Review Editor can always look at an assigned review using the "My Reviews" feature.

Change the Status and Edit a Review:

1. click on "My Reviews" under the "Reviews" menu
2. select the queue (or status) you wish to work from (for example, "Review Editing," Prepublication," etc.)
3. click on the record of the review you wish to work on
4. at the bottom of the screen, click "edit" next to the most recent status line (you can view the previous versions of the review, but you cannot download or change them; only the latest version of the review can be changed)
5. you can edit the review in EditLive, or you can copy and paste the review into a Word document, and then paste the edited review back into EditLive
6. click "Save Changes"
7. now select the appropriate status from the dropdown menu at the bottom of the record. This selects the next queue that the review should move to (for example, "Copyediting")
8. click "Update Status"
9. the new status will appear in the record
10.  you can now click on "My Reviews" under the "Reviews" menu to select another queue and/or review

Add a Reviewer:

1. click on "Add Reviewer" under the "Reviews" menu
2. fill out the required fields (all fields followed by an asterisk are required)
3. click on "Add Reviewer" at the bottom of the screen

This action will add the new reviewer's name to the drop down box (connected to the "New Review" process).

Publish a review:

1. click on "My Reviews" under the "Reviews" menu
2. select "Prepublication" from the drop down menu
3. choose the review that you wish to work on
4. read over the entire review carefully to ensure that it is free of errors and ready for publication
5. if the review is ready for publication, select "Published" from the drop down menu
6. now click "Update Status"
7. if there are errors in the review or if you wish further changes to the review before publication, select "Review Editing." This returns the review to the Copyeditors for the final changes before publication. Please be sure to state exactly what changes need to be made in the "Comments" field
8. click "Update Status"

If you have changed the status to "Published" your review will be sent to H-Net Reviews on the web and to your individual list simultaneously. If you changed the status to "Copyediting," please state in the comments section exactly what specific changes need to be made to the review and/or why you are returning it to "Copyediting."

Flow Chart of a Review:

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