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Secondary system administration functions

The features in this section are used mainly by Inova Customer Success Managers or other members of the support team in initial troubleshooting, to solve an issue, or improve configuration.

Application Audit Log

The audit log feature, available on most objects such as assets, projects, and agreements, stores a list of all additions, modifications, and deletions made to an object. It is divided in two sections: Changes and Snapshots. The Changes section displays the changes that have been made. The Snapshots section allows you to take a snapshot of an object at a certain time.

Depending upon how active your application users are, the content of the Audit Log can quite extensive, and since nothing is ever deleted from it, the amount of information it contains can seem overwhelming. You can filter this content by the following:

  • Predefined date range (Last 31 days,Last 6 months, This year, All)
  • Manual date range
  • User who made the changes
  • Type of object

There is also an audit log for the entire application, available in the administration module. 

The administrator can use this log for different types of research in the system, e.g. in determining whether a business object was created by a user or the user's deputy; seeing changes on a object and changes on a field of an object.
 
For some changes, like the creation of an activity, a "see snapshot" link will appear. Click the link to display a modal window with more details about the modification.

Database Model

The Database Model displays the schemata for all objects in the application and lists field-level details for each object such as field name, whether or not it's required, and its type. It can be used to determine if there are available fields on each object that could be added to the configuration.

To navigate quickly to the list of fields of any object, select the object name from the dropdown list at the top of the portlet. The Linked Class column contains the names of objects that are linked to the object attributes you are reviewing. Click any link to navigate to the attributes of that object.

Email Processor

Aside from using the Outlook Add-in, users can bring email content into the application via Email Fetch. To use Email Fetch, an email account must be configured for the Inova application. You can see the email address for this account under Email Processor, as shown below. 

When a user sends an email to this address, it sits on the email server until the application retrieves or "fetches" it. As needed, however, the administrator can manually update or "fetch" emails from the mail server by navigating to Email Processor and clicking Fetch Emails.

The value Messages Successfully Fetched changes as emails are "fetched" into the application. When the fetch is complete, the emails appear in the My Emails queue, as shown below:

Note: The content of My Emails is filtered by default. Each user will only see in My Emails the emails that he forwarded to the application. If a user isn't seeing emails in the queue that she expected to see even after you click Fetch Emails, check the email account on her user profile against the one from where she forwarded the emails. You can change the email address temporarily so she can view the emails and distribute them, then change it back when done. 

If you do not have Email Fetch configured, the screen will display this message: 

Contact your Inova administrator if you need to set up an account for Email Fetch. 

Email Recovery

This section of the Administration Module contains a list of emails that failed initial delivery and that the system is attempting to resend. 

The application queues the emails here and attempts to resend them every six hours over the course of ten days. If the application is unable to send the emails successfully, they are deleted from the database.

While the emails are in this list, the application administrator can review the STMP Process Return Code to help determine the reason for failure, for example, an incorrect email address.

Fulltext Search

The Inova application indexes all text contained in text fields, emails, email attachments and uploaded documents. This allows all text within the application to be located by the Search tool.

Documents that are indexed include Word, Excel, PowerPoint, PDF, rtf, and txt. MS Office formats are only indexed for Office 97 and subsequent versions; documents from previous versions of Office are not indexed.

The search index is automatically updated based on a schedule that is part of the system configuration. From time to time, however, a user may create an object and then try to search for it right away, before it has been indexed. When the object isn't included in the search results, the user may interpret this as a bug, thinking the data they entered was not saved. To address this issue, the administrator can recommend that the user locate the object by filtering the related list. If this doesn't work or if the object doesn't appear in the search results over time, the administrator can manually launch a complete re-index of the database.

To re-index system data, click the Fulltext Search in the Administration module. The Search Administration page will appear as shown below.

There are two options for re-indexing the Search index:

  • Optimize the index: Compact the fulltext index files to save disk space. Click Optimize to execute this process.
  • Rebuild the index: Fully re-generate the entire fulltext index on disk. If users are reporting Search issues as described above, please try this process first. Depending upon how much data is in the system, it will take a few minutes or even a few hours for this process to run.

Once the re-indexing is complete, the user should try re-running the search. If he still cannot find the object, contact Inova support. 

License Details

The License Details screen gives details of the client's license for their Inova application. It lists the expiration data and the number of allowed users per group. 

It can be useful to check this page before making changes to Users and Groups

Form-Configuration

Forms in Inova Partner can be configured in a number of ways. Configuring forms allows you to embed your business language and processes, prioritize critical fields for data entry, enforce a process among application users, and keep information in the system clean, viewable, and consistent.

Under Administration>Form Configuration, you can upload a new form configuration file or download the current form configuration.

Changes to the form configuration file are made by an Inova customer success manager or technical specialist.  

Send logs

When an error occurs during your use of the application, the system records the error in the log files. By navigating to Administration>Email logs to Inova Software, you can use the form below to send to logs to Inova to help troubleshoot and resolve the problem.

Note: It is very important that you provide as many details as possible as to how reproduce the issue, including the steps to follow and the type and version of web browser. 

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