User Guides

Inova

  • BIO & JPM Meetings Import (BIO Connector)

    The BIO Connector allows you to directly import the meetings scheduled with your company at conferences using the Inova One-on-One Partnering System.

    You can import meetings from ongoing and past conferences.

    The BIO Connector is connected to the biggest biopharma events, such as :

    • BIO International Convention
    • BIO Asia International Conference
    • BIO Latin America Conference
    • BIO CEO & Investor Conference
    • JPM
    • and many more...
    All JPM meetings can be imported except those set as "confidential" in the Inova One-on-One Partnering System.

    How does it work?

    The import process can be launched from the meetings page of your Inova application :

    Meetings_Page.png

    If the "Import meetings" button is not visible, press Ctrl + F5 to force a cache refresh.
    If the button is still not visible after this, please contact your Customer Success Manager.

    You can quickly and easily import all your BIO meetings into your Inova system in a few steps.

    Step 1 - Choose a conference to import

    Select_Conference.png

    1. Start by selecting the conference you wish to import from the drop-down list. You can import the meetings from ongoing and past conferences.
    2. The tags before the names of the conferences indicate the status of the import :
      • NEW means that no meeting has been imported yet.
      • ONGOING means that some meetings have been imported for some participants.
      • DONE means that all the meetings have been imported.

    Step 2 - Identify who attended the conference

    Once the conference is selected, you need to associate the attendees (from your company) with existing contacts/users in your Inova system and then map them.

    Identify_Users.png

    1. If some attendees have not been identified in your Inova application yet, an alert will inform you that you need to map them before being able to import their meetings.
    2. Click on the "Map Contacts" button to map the conference attendees to the application's contacts/users.

    A table will then appear with the list of the attendees to the conference from your company and the corresponding contacts or users found in the application.

    Mapping.png

    1. Attendees from your company, registered to the conference.
    2. Corresponding contacts or users within your Inova application.
    3. If you see a check mark, it means that this person is a user in your Inova application. Otherwise, it is an internal contact.
    4. If an attendee has not been mapped yet, a "Confirm" button is visible at the end of the line.
    5. Click on the cross if you think that an attendee is not mapped to the correct contact/user.
    6. After clicking on the cross, you can either click on the "+ Create" button to create a new internal contact, or use the autocomplete to find an already existing contact/user.
    7. Then, click on the "Confirm" button to validate the mapping.
    8. The NEW tag means that a new internal contact will be created in you Inova application.
    9. Click on "Ok" to validate your choices.
    It is very important to properly map attendees to your contacts/users to ensure that the meetings will be associated to the right people within your company.

    Step 3 - Choose the meetings to import

    Once the conference is selected and the mapping is done, you can then choose which meetings you need to import.

    Choose_Meetings.png

    1. Your meetings : to import only the meetings where you are a participant.
    2. Meetings of all attendees from your company : to import the meetings of all the participants.
    3. Meetings of some attendees from your company : to choose from the list of registered participants those for whom you want to import meetings.
    4. The page also shows details about the status of the import, i.e. the number of meetings you had at the conference and how many were already imported.
    5. Click on "Start importing" when ready to go to the next step.

    Step 4 - Identify Companies, Contacts and assets that are already in Inova

    The Next page lists all the meetings found in the partnering system and available for import.
    They are grouped into three categories:

    Meetings_Categories.png

    1. Ready to import : List of meetings for which a match has automatically been found, i.e. the company/attendee/asset has either already been mapped during a previous import, or its name is close enough to ones found in your Inova system.
    2. Action required : List of meetings for which no proper matching company/contact/user/asset has been found in your Inova application. These meetings will require a specific attention and manual validation.
    3. Imported : List of meetings already imported previously.
    4. Check this box if you also want to import the canceled meetings (by default only scheduled meetings are imported).

    The platform automatically compares the names of the companies, contacts and assets with the ones in your platform. If no match is found the application will recommend to create a new record.

    Companies_Contacts_Mapping.png

    1. The NEW flag means that the company/attendee/asset will be automatically created.
    2. A warning sign can appear if the application automatically detects that an attendee is potentially linked to the wrong company.
    If you meet with the same company/participant in several conferences, you will have to map them only once, ie when importing the first conference.
    For JPM conferences it is possible to schedule meetings with companies/attendees that do not exist in the directory yet. In this case, if some attendees are manually added to JPM meetings with only a first name, then they will be created in your Inova platform as contacts with "Unknown" as last name.

    Step 5 - Import the meetings

    Once you have completed the mapping, you will need to finalize the import:

    ReadyToImport_Tab.png

    1. Go to the "Ready to import" tab.
    2. Select all the meetings you wish to import (they are all selected by default).
    3. Click on the "Import x meeting(s)" button to import all the selected meetings at once.

    ActionRequired_Tab.png

    1. Go to the "Action required" tab.
    2. Import individually each meeting by clicking on the "Import" button.
    You can run the import several times to import the meetings newly scheduled and changes to meetings already imported. When clicking on the "Start Importing" button of a conference, this will automatically update the time/attendees of the previously imported meetings.

    Best practices

    If you are going to attend one of the BIO Conferences soon, here are some tips and tricks to save time.

    1. The day before the conference : In your Inova application, go to the meetings lister and add some filters to get the list of all the meetings you will attend during this conference (i.e. meetings previously imported). Then export them to an Excel file.
    2. During the conference : Take some notes in this Excel file.
    3. After the conference : In your Inova application, go to the meetings lister and add some filters to get the list of all the meetings you attended. Click on the "Edit Page" button to transform your meeting list into an editable format. Then copy/paste your notes from your Excel file and save.

     

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  • EBD Meetings Import

    Since September 2018, EBD Group is using its new version of partneringONE to manage meetings at their conferences.
    We have updated the EBD Meeting Import capability accordingly, improving its look and feel while also ensuring that it continues to work with this new partneringONE.

    This article will explain how it works now and give you some tips and tricks to save time during and after the conference.

    How does it work?

    You can now quickly and easily import all your EBD meetings into your Inova Application in a few steps.

    Export EBD data

    The first step is to retrieve the data via an export from partneringONE.

    Partnering_One.png

    1. Go to the "Requests" tab.
    2. Click on "Download" to get an Excel file of your meetings.
    Only the Excel file exported from the "Requests" tab can be imported into Inova.
    Be aware that the file exported from the "Agenda" tab is different and cannot be imported.

    Convert your EBD Excel file

    To make sure your EBD Excel file is in a supported format, please do the following:

    1. Download the Excel file named "Convert EBD File to Inova Meetings Import.xlsm".
    2. Open this Excel file.
    3. If you get a warning message indication that protected view is activated, please click on the "Enable Editing" button. Protected_view.png
    4. Then, if you get a security warning indicating that macros have been disabled, please click on the "Enable Content" button. Security_Warning.png
    5. Once the macros are activated, please click on the convert button, browse your computer's folders/files and select your EBD Excel file. Convert.png
    6. Your Excel file is now ready to be imported into your Inova application! Ready_For_Import.png

    Create a new conference

    Then, go to your Inova application and create a new conference.

    Conference.png

    Import EBD data

    Once the conference created, go to the "Meetings" tab and click on the "Import meetings" button.

    Meetings_Portlet.png

    If the "Import meetings" button is not visible, press Ctrl + F5 to force a cache refresh.
    If the button is still not visible after this, please contact your Customer Success Manager.

    Then you just have to upload (or drag and drop) the Excel file previously exported from partneringONE.

    Upload.png

    The Excel file will be analyzed in seconds and you will then be asked to choose which meetings you want to import.

    Import_Meetings.png

    1. The Excel file exported from partneringONE.
    2. Total number of meetings ready to be imported into your Inova application.
    Even if your Excel file includes all the meetings (i.e. including those that are "Requested", "Declined" or "Canceled"), only "Scheduled" and "Rescheduled" meetings will be proposed for the import into Inova.
    1. People from your company who attend meetings but who are not yet a contact in your Inova application.
      If you click on "Map contacts", the attendees will be automatically created as internal contacts in you Inova application.
      However, the email address will not be filled in because it does not exist in the EBD export file.
    2. Choose to import some or all of the meetings from your company.

    Best practices

    If you are going to attend one of the EBD group conferences soon, here are some tips and tricks to save time.

    Save your meeting notes right after the conference

    1. Export all your meetings from partneringONE the day before the conference.
    2. Filter the Excel file to keep only the scheduled meetings you will attend.
    3. During your meetings, take notes in the "Message stream" column of the Excel file.
      • If you want to import the messages exchanged in partneringONE, write your notes before the messages (press Alt + Enter to start a new line in the cell).
      • If you do not need to import messages, you can simply replace them with your notes.
    4. After the conference, import all your EBD meetings and notes into your Inova Application via the Excel file.
      Your notes will be added in the "Description" field of your meeting in your Inova application.
    Please note that :
    • If you upload the Excel file again, the meetings will be updated in your Inova application with the new data from the Excel file.
    • If in your Excel file you have modified the list of participating companies, know that a new meeting will be created in your Inova application.

    Organize your conference follow-ups efficiently

    Once you have imported your meetings, you can prioritize them by defining the outcome of the discussion.
    By doing so, you can easily plan your follow-up efforts according to the level of interest of the potential partner.

    Outcome.png

    Using the “Edit Page” button, you can also easily transform your meeting list into an editable format. You will be able to type up your notes and define all the follow-up actions on one page!

    Edit_Page.png

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  • Action Buttons

    On the overview screen of most objects, there are some standard action buttons to let you perform updates and track changes. Additional actions are available when the Cortellis connector has been enabled. 

    Standard actions

    1. Edit
      To edit an object, click the "Edit" button. To validate and save the change, click "Save".

    2. Assign To
      Assign an object to another system user or owner as needed. To assign an object, click the "Assign To" button in the toolbar of the object's Overview screen. The application will display a Choose Page where you can select the new owner and enter comments for the notification email that will be sent to the new owner.

      When you assign an object to a new owner, the system will automatically notify that user via email. When an object that you own is assigned to another user, the system will automatically notify you via email. When you assign any object to another user, you no longer own that item, so it will no longer appear on your home page.

    If the object is restricted and you have not been added to the Authorization list for that object, once you assign it to another owner you will no longer have access to it. So don't forget to add yourself to the Authorization list of a restricted object before reassigning it!
    1. Run Report
      This feature is only applicable for companies who purchase Inova custom reports.

    2. Audit Log
      The Audit Log lists of all additions, modifications, and deletions made to that record or object. The Audit Log also stores the name of the user who made the modification and whether or not the change was made by the user or the user's deputy. Each change is listed with the date, the old and new values of the fields, and the name of the user who made the change.

      You can filter the audit log by time scale, the user who made the change, and the object type. It also helps identify whether a change was made by a user or her deputy. 

    Within the audit log is an additional feature called Snapshots. A snapshot captures all the overview details of an object plus its linked documents, emails, and activities. Snapshots are created automatically for an object when it is created, archived, or deleted, but a user can manually create an snapshot at any time.
    1. Watch it
      To receive alerts about changes to your projects and other objects, use "Watch It". Every 24 hours, the system checks all the objects that you are watching. If any of them have been updated in the last 24 hours, the system will send you a notification by email that contains links to the overview screen and audit log of each modified object.

      The types of changes that trigger a "Watch It" notification are:
      • Updates to any of the fields in the Overview section, such as Product Name, Owner or Status.
      • Creation of a new link between another main business object and the watched object, e.g. when another user links an asset to an in-licensing project you are watching.
      • Creation of a new link between the watched object and an object it contains,  e.g. when another user attaches an email to an alliance that you are watching.
      • Deletion of a link between the object you are watching and any other object it's linked to, e.g. when another user deletes a contact from the Contacts portlet of a patent you are watching.

      When you are watching an object, instead of "Watch It", the button label will say "Stop Watching".


      To stop watching an object, click "Stop Watching". You can stop watching multiple object in one go from your "Watched Objects" list, available via the main menu.




      A few limitations on watching objects:

      • The "Watch It" feature is available to read-only and read-write users only for business objects in the modules they have access to.
      • Your ability to watch certain objects can change based upon whether the owner of an object decides to restrict access to it. If the owner restricts the object but doesn't add you to the authorization list, you cannot see the object at all, let alone receive notifications about it. Contact your application administrator for details.
      • You will not receive a notification when you make changes to an object you are watching.
      • There is no way to see if an object is watched by another user.
    1. Quick Create
      On some objects, "Quick Create" lets you quickly create a linked object while retaining important links to the object you are creating it from. For example, if you create an agreement from an in-licensing opportunity, the company and contacts linked to the opportunity will automatically be linked to the agreement. See the section "Quick Create" of this article for more details.
    2. Archive
      An alternative to deleting an item is to archive it. Archiving a business object does not remove it from the system, but instead gives it an Archived status which you can use for filtering when configuring lists. Archived items cannot be edited.

      To un-archive an object and edit it, click "Un-Archive". The page will refresh and the status will change to Reopen.
    3. Delete
      When you click "Delete", the system displays a confirmation message.
      You can't delete something that is linked to another object. For example, this in-licensing opportunity is linked to a meeting, asset and agreement. These links are displayed in the popup to allow the user to quickly access and unlink them.
    If you attempt to delete an object and the message "The deletion was impossible because current user does not have right to delete the following dataobjects" appears, it most likely means that the object can only be deleted by its owner. If you need to delete an item and the owner is no longer a system user, contact your system administrator.
    Deleting a object from the system cannot be undone. This is why in most cases, users do not delete objects, but archive them instead. This allows them to retain the full history of their interactions with other companies and refer back to that history at any time.

    Cortellis and Watch It

    Every asset imported from Cortellis can be watched so that when Cortellis updates an asset, it triggers the email sent to the watchers. This feature allows you to be automatically reminded when an asset's highest development phase is updated, for example, or a new indication is found. This can help you decide whether it's time to re-evaluate an opportunity that you put on hold or previously declined.

    Connect to Cortellis / Update from Cortellis

    When Cortellis is enabled, a couple of action buttons will appear on the asset overview screen. The first, "Connect to Cortellis", appears when you create an asset manually from the New Asset form. In most cases, the user will search and import the asset from Cortellis using the lookup field. But if the lookup isn't available, he can always create the link later by clicking the "Connect to Cortellis" button.

    For assets that were imported from Cprtellis, the button is displayed as "Update from Cortellis". This lets a user manually query Cortellis and retrieve any new data on the matching record in Cortellis. Updates are highlighted with a red date in the updated field.

    See the pages on Cortellis querying and asset creation with Cortellis for details on Cortellis-related features.

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  • Activities

    Activities help you track all the tasks that need to be executed and completed on a project or other object. You can assign an activity to another user and set a reminder for them to complete the task. Activities that a user creates or is linked to appear in the "My Activities" tab on their home page.

    Activities can be created from:

    1. The Activities tab of an object, as described below.
    2. The Workflow tab of an object, as described in this page
    3. By default, as defined in the administration module.

    Note that it's recommended that you use the Workflow tab to manage your milestone and activity tracking. The Activities tab is available on most objects, but the Workflow tab provides better usability and other improvements that will make using the application easier and more efficient. 

    Create an activity from the Activities tab

    You can create an activity by going on a project or other object and clicking New Activity in the Activities tab.

    newactoldtab.jpg

    The New Activity form appears:

    1. The name allows the owner of the task to easily understand (and later remember) what the task is about. 
    2. If you want to indicate that the task owner will need some help from other people, use Person(s) Associated. If you add other application users to the task as Person(s) Associated, the task will appear on their "My Activities" tab on the home page.
    3. You can only assign an application user to a task. This person is responsible for either completing the task or making sure that the person supposed to complete it does so on time. This person should update the status of the activity when applicable. Until the task status is changed to Completed, the task will be displayed under both the creator's and the owner's home page on the "My Activities" tab.
    As soon as you save the task, the system will send an email alert to the task assignee.
    1. If you have many tasks to complete, Priority can help you track the most urgent ones.
    2. The Status is automatically consistent with the Initiated Date and Complete Date. The Status could be either "Not Started" when there is no Initiated Date, "In Progress" when there is an Initiated Date, but not a Complete Date, and "Complete" when there is a Completed Date.
    3. Select the appropriate Parent Milestone (see next section).
    4. Use the Category to indicate which kind of task this is for reporting purposes.
    5. Describe everything that needs to be done in this task.
    6. Once the task is complete, there may be some further Action Items to execute.
    7. The Initiated Date is the date that the activity is started.
    8. The Due Date allows users to sort activities by due date directly on their homepage, in the My Activities tab. 
    9. The Complete Date indicates that the task is competed. When completed, a task will disappear from the "My Activities" portlet.

     

    1. Additionally, you can set up some reminders. Under Reminder Recipients (automatically pre-populated with your name), you can select the users who should receive a reminder. This reminder will be sent upon the completion of the task if the checkbox "On Completion" is checked, but most users use the date picker to select a specific date as a reminder that the task is NOT yet completed. 
    1. You can also attach documents related to the execution and completion of the task.
    Activities can also be used to trigger the scheduling of milestone payment or event due dates related to a contractual obligation. In this case, you must create the activity on the obligation's related agreement before selecting it as a triggering activity. Click here for details about obligations and here to learn about triggering activities.

    Manage/Edit an activity

    1. To edit an activity to change the due date or the content of some fields, click "Edit Activity". Note that if you try to remove a date while editing the activity, you will have to also update the status field for the change to be correctly saved.
    2. You can archive an activity to filter it out from the lister view.
    3. If you want to change the assigned person, click Assign To. An email about the change of ownership will be sent to both the previous and the new assignee.
      Any user (assuming this user has the appropriate rights) can change the assigned person.
    4. You can delete an activity that is no longer valid for the project.

    Associate an activity to a workflow stage

    To learn more about tracking activities within the new workflow tab, check this section on Milestones.

    Below we can see an example of an active project's workflow, with the Screening phase completed and the Due Diligence phase ongoing.

    1. The "Triage Meeting" activity, belonging to the Screening milestone, has been completed.
    2. The "Prepare CDA" activity, belonging to the Due Diligence milestone, is in progress. The user can click Complete and select the completed date for the milestone in the popup, indicated that the task has been completed and entering any related comments. 
    3. The "Scientific Evaluation" activity, belonging to the Due Diligence milestone, has not yet started. For this milestone, the user can click Initiate once the task has started and is in progress. Doing so will automatically populate the Initiated Date with today's date.
    4. The "Marketing Evaluation" activity, belonging to the Due Diligence milestone has not yet started. The user can click on Complete and select a date in the popup to indicate that this task has been completed. Doing so will automatically populate both the Initiated Date and the Complete Date with the date selected in the popup.

    Default activities in the Workflow tab

    In the new Workflow tab, default child activities are indicated with a special icon, as shown below:

    kids.jpg

    Default child activities can be edited and reordered, but not deleted. 

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  • Advanced reporting

    The Deals and Alliance application includes advanced reporting features that allow users to generate dashboards in various formats, including funnel charts, bar charts, pie charts, tables, and heat maps. These reports can be exported to Excel or PowerPoint. In addition, a scheduling feature allows the users to receive reports on a regular basis via email. 

    Dashboards are not populated with system data in real time, but by a connector that brings in the data on a daily basis. So when users add or update data in the system, they will only see the related modifications to the dashboards the following day.

    With advanced reporting, a library of pre-configured reports are available in the application. These reports generally follow the standard configuration of the application. Click here for details. 

    Access the Dashboards

    In the main menu, click the Dashboards link.  

    1. If the link is not displayed in the menu, the dashboards have not been activated. Contact your Inova administrator for details. 
    2. To see a list of all the dashboards available to you, click All Dashboards. The dashboards are grouped by module. 

    All dashboards can be filtered. To see filter options, click the Show Filters button. 

    1. Filtering criteria are displayed in grey, as shown in the screenshot. Check the values you want to filter by. You can filter by multiple criteria at a time. 
    2. Click Apply. The criteria will automatically be applied. To remove the filter, click Reset. 
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  • Advanced Reporting - Standard Dashboards

    The following is a list of dashboards available in Advanced Reporting as of May 2020. Note that the reports below are based on the Inova standard configuration, but any dashboard can be adapted to fit your configuration needs. Also, additional use cases and metrics can be configured as per client requirements.

    For any questions about these dashboards or about how Advanced Reporting works, contact your Customer Success Manager or Inova Support. 

    Partnering Overview Dashboards

    The Ongoing Opportunities chart presents the number of active or on hold opportunities (in-licensing projects) in the pipeline as of the current date. To be included in this pipeline, the project has to have at least one milestone initiated. 

    onopp.jpg

    Click on a milestone to be taken to the Time Spent in Phase chart for that milestone. In this chart, you will see all in-licensing opportunities currently in each milestone, as well as the number of days each project has been in that milestone.

    In the example above, 

    1. The user is considering all opportunities currently at the milestone called Business Case Presentation.
    2. On average (since 1 year ago), it takes 115 days for an opportunity complete this phase
    3. On average (since 1 year ago), a project that enters this phase is declined in 107 days 
    4. Of all the in-licensing projects in the system, 6 are currently in this phase. 

    You can also access this dashboard by navigating to All Dashboards>Opportunities Details.

    Two different formats to illustrate the landscape of current opportunities being considered, grouped in different ways: Active Opportunities by Business Unit and Active Opportunities by Therapeutic Area and Development Phase

    opp.by.BU.png

    Note that each pie or bar section is also a filter. When you click on a section, the contents of all the reports on that page are filtered by that parameter.  

    opp.by.TA.png

     

    Operational Reporting 

    Some reports can be used in internal operations of the company as they work on deals, have status meetings, and collaborate to meet contract deadlines. 

    Going into a monthly meeting, a BD manager can prepare Opportunity One-Pager per project to show the details and status and check next steps. Such one-pagers can be distributed via email or printed before the meeting so that everyone can review the important elements, including the score (the score could be manually given or automatically based on some criteria (likelihood of success, strategic importance of the asset, size of the deal, etc).

    opp.one.pager.png

    Similar to a BD manager and the opportunity one-pager, an alliance manager can create an Alliance One-Pager to bring into a meting for discussion on the alliance status and next steps.

    all.one.pager.png

    On a quarterly basis, the BD manager can also generate the Executive Committee Report. This illustration of the overall state of business development for the company highlights the most important opportunities in the pipeline, color-coded by therapeutic area. The report is presented to the CEO or leadership team, then shared with all interested stakeholders.

    ExecutiveCommitteeDashboard.jpg

    At a higher level, the Pipeline Evolution dashboard is useful for yearly business development activity meetings, respecting the following roles:

    • Head of BD - Shows number of projects completed per quarter or year.
    • Departmental or Regional VP - Can know if they are on target regarding the objectives. If projects are mostly declined late in the process, could they be identified sooner, and if so, how?
    • Individual Project Manager - Can ascertain how their opportunities performed and plan for doing better in the future.

    Pipeline_Evolution.png

    1. Select a value to display all phase changes over a given time frame (Current Year/Quarter/Month, Last Year/Quarter/Month, Custom Period).
    2. Choose to display only the opportunities starting at the beginning of the time frame previously selected.
    3. Find at a glance the sum of all opportunities completed, declined or still ongoing at the end of each phase.
    4. Know in detail how many opportunities are in a specific status (completed, declined or still ongoing) at the end of a given phase.
      • Ongoing : An opportunity is considered as ongoing in a phase if it has started that phase before the end of the selected timeframe AND it had not completed that phase or got declined before the end of the selected timeframe.
      • Declined : An opportunity is considered as declined if its status is Declined AND the Decline Date (may be named End Date or Status Change Date) is during the selected timeframe AND it has started that phase before the end of the selected timeframe.
      • Completed : An opportunity is considered as completed if its status is Completed AND either the phase completion date is during the selected timeframe or it is not filled AND it has started that phase before the end of the selected timeframe.
    5. When there are less than 50 opportunities to display, each small square represents a specific opportunity.
    6. When there are more than 50 opportunities to display, all the opportunities are represented by a single large square so that the process chart remains readable.
      To ensure consistency, if one of the statuses is represented by a large square for a given phase, the two others will be as well.
    7. Attrition rate = percentage of declined projects for a given phase.
      Calculation formula : # declined opportunities / ( # declined opportunities + # completed opportunities).
    8. When you mouse over a little square, a popup will display the project name as well as the start and end dates of the related milestone.
      Squares representing the same opportunity in other phases of the workflow will be highlighted and the related start and end dates will be displayed.
      When you click on a little square, the system will open up the opportunity overview screen in your Inova application.
    Notes :
    • An opportunity can either be in the Ongoing, Declined or Completed section but not in both or all 3
    • An ongoing opportunity does not mean that it started during the considered period. It may have started before and not been completed/declined in the considered period.
    • You can click on the numbers to get the list of the opportunities behind the numbers.

    Partnership Reporting 

    As of version 6.0, a list of standard review templates is available. With Advance Reporting, the results of the Alliance Health Check review can be fed into a dashboard in a spider chart format, as shown in the example below:

    allhc.jpg

     Mouseover text describes the internal and external average for a review criteria. 

    Administrators manage review templates as of version 6.0. In order to include the responses of a review in a spider chart, the review administrator must remember to select response type 1-5 for each question. Additionally, in order for the criteria label to be represented correctly on the dashboard, it needs to be in quotes, e.g. "Culture". 

    Alliance managers can also see how agreements they are working on stack up against one another in the Priority Graph. Agreements are scored using the Priority fields configured in the Agreement Overview

    agr.pri.png

     

    Internal Compliance 

    Compliance reports can help alert managers stay on top of outstanding tasks that may be hindering the completion of deals, identify internal issues with governance, and understand where licenses might need to be reallocated.

    The Monthly Activity Summary is a report distributed via email to all user types, tracking project activities and current status. Recipients can easily check if the information is accurate and up to date for their projects and see at a glance if there are any upcoming tasks. 

    act.sum.png

    Note: Reports distributed by email can also be shared outside the system to executives who do not use the system but need to stay aware of the team's activities and any issues putting deals at risk. 

    To help with governance on projects or highlight issues that need special attention, the Health Status Alert can be a big help. It can flag projects with issues or of very high complexity, or be used to track incomplete / invalid projects (eg: identify missing information, or inconsistency between the steps announced and the data entered) for auditing purposes.  

    Health_Status.png

     

    Application administrators can access User Activity reports to track how well the application is used, both overall and per user. With these insights, the admin can identify groups not using the application as they should and the root causes, e.g. lack of training or complexity of configuration, and take corrective action, e.g. provide addition training or work with Inova to simplify the system and make it easier to use. 

    dash.useract.png

    dash.useract.2.png

     

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Outlook Add-In

  • [New Outlook Add-in] Benefits at a glance

    The Outlook add-in has been completely redesigned with a focus on user-friendliness to guarantee an optimal experience and boost your productivity by saving you a lot of time and effort!

    Please find below a quick overview of the main benefits and features that will make your life easier.

    Enhanced performance

    1. Increased speed and reliability.
    2. Easy install from the Microsoft Store.
    3. Supports Macs.

    Increased visibility

    1. Quickly view Inova records that are associated with your emails without switching between the Inova platform and Outlook (using the new relevance algorithm).
    2. Inova records (standard objects’ name & last modified date) appear directly within the Outlook Add-In’s panel.

    Amplified productivity

    1. Search and browse relevant Inova records stored within the Inova platform directly from Outlook.
    2. Quickly push emails and documents into the Inova platform with only a couple clicks.
    3. Option to push an email and document separately, select which documents you’d like to push if there are many documents attached to the email, and rename documents before pushing them into the platform.
    4. Quickly create new Opportunities, Agreements, Companies, etc. within Inova.
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  • [New Outlook Add-in] Pin the add-in pane to keep it open

    By default, if you have the Inova add-in pane open for a message, and then you select a new message, the Inova add-in pane is automatically closed.

    If you have to push a lot of emails, you may prefer to keep that pane open, so that you don't need to reactivate the add-in on each message. Here is how to do so:

    1. Click on the Pin button.
      Pin_Addin_Pane.png
    2. After pinning the Inova add-in, it will open right away upon starting Outlook, and remain open when selecting new emails.
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  • [New Outlook Add-in] Push an email to an existing standard object

    To push an email to an existing object in Inova, open the email you want to push, then click on the Inova button in Outlook if the Inova pane is not yet visible.

    Search for objects within Inova

    There are two ways to find the object to push your email to: the contextual search & the manual search.

    Whichever one you choose, this search will be carried out among Inova standard objects: Opportunities records, Alliances & Agreements records, as well as Companies and Meetings.

    If you can't find your object, it's probably because it's not considered as a standard one by Inova. You can contact your CSM for more information.

    To push an email to an existing non-standard object, please read this article.

    Contextual search

    Contextual search, which rely on a search algorithm, will automatically suggests you some objects (coming from your Inova application) that you might want to push your email to.

    Contextual_Search.png

    These suggestions are based on the senders and recipients' email address, name and email domain of the email you selected.

    Manual search

    If you cannot find the object you are looking for among the objects automatically suggested by the add-in, you can search for an object by clicking on Search in Inova.
    Manual_Search.png

    1. First, select a type of object
    2. Then start typing the name of the object you are looking for

    Access Control

    Only the objects that you are allowed to see within the Inova Platform can be accessed via the Inova for Outlook Add-in, in accordance with your application rights on modules and individual permissions you may have on some objects.

    Action buttons

    Once you have selected the object you want to push your email to, you have 3 possibilities:
    Acrtion_Buttons.png

    1. Click on the blue send button to push your email to your Inova application.
    2. Click on the black view button to open this object within your Inova application, for example if you want to check some information before doing anything.
    3. Click on the object card to get more information on the record:
      Object_Card_MoreInfo.png

    Push your email and/or its attachments

    Select the elements to push and rename documents

    After clicking on the blue send button, more options will be available.

    Push_Email_Docs.png

    1. Select/unselect this checkbox if you want/do not want to push your email to your Inova application.
    2. Select/unselect these checkboxes to push/not push all or some of the documents attached to this email.
    3. Click on the pen button to rename the documents if needed.
      Rename_Docs.png
    4. Click on Push to validate your choices
    Inova for Outlook Add-in currently supports up to 50 MB per file/attachment.

     

    Identify emails/documents already pushed

    By clicking on the blue send button, you can know at a glance whether an email and/or its documents have already been pushed to an object within your Inova application:
    Email_Already_Pushed.png

    View Full Article
  • [New Outlook Add-in] Push an email to an existing non-standard object

    If the object you want to push your email to is not one of the standard object types, you will not be able to find it through the contextual or manual search of the Inova for Outlook Add-in.


    But, good news, you can still find it using the "Create" button. Here is how to do so:

    1. Select your email and then click on Create button in the Inova Pane.
      NSO_Create.png
    2. Click on Create in Inova.
      NSO_CreateInInova.png
    3. The system will then open your Inova application in a browser and ask you which type of object you wish to push the email to (this list is configurable in Inova). Select an object type and click on Next.
      NSO_SelectObjectType.png
    4. Find the object you are looking for by starting to write its name in the Name field. The autocomplete will then suggest you some relevant objects. Select the object you want to push your email to.
      NSO_SearchObject.png
    5. Select the documents linked to your email that you also want to push to your Inova application. Then click on Save.
      NSO_SelectDocuments.png
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  • [New Outlook Add-in] Create a new object while pushing an email

    If needed, you can also push an email to brand-new objects within your Inova application.
    Here is how to do so:

    1. Select your email and then click on Create button in the Inova Pane.
      NewObject_Create.png
    If the New button is not showing up for you, check out the prerequisites that are described in this article.
    1. Click on Create in Inova.
      NewObjects_CreateInInova.png
    2. The system will open your Inova application in a browser and display a list of all the types of objects you can push your email to (this list is configurable in Inova). Select an object type and click on Next.
      NewObject_SelectObjectType.png
    3. The system will then display the object's input form. Write the name of your new object and click on Enter. Then fill in the other fields as usual.
      NewObject_Fill_in_Fields.png
    4. Select the documents linked to your email that you also want to push to your Inova application. Then click on Save.
      NewObject_SelectDocuments.png
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  • [Legacy Outlook Add-in] Push an email to an existing object (Quick select)

    Before you can push emails into the system, you need to install and configure the Outlook Add-in. Please refer to the add-in setup article for instructions.

    The simplest and fastest way to push an email to the application is to use quick select. This feature lets you select the object you're pushing the email to by searching for it by name. All selected emails and their attachments will be pushed to the root folder of the object's document manager.

    Note, however, that this method doesn't give you options such as pushing attachments into subfolders, nor does it allow you to create a new object in the same action. To use these advanced features, please refer to advanced push.

    Quick select

    1. Select one or more email(s) to push into the application.
    2. Go on the "Inova" ribbon and select the type of object you want to push to, then click "Quick select".
    3. In the pop up, start typing the name of the object (an agreement, in the above example). It will search the application and present the results. Once you have found what you need, click "Link".
    Note that after clicking on "Link", if the add-in detects that contacts linked to the email don't yet exist in the application, it will automatically display the Contact Push pop-up (if activated in the settings).
    If the search results don't include the object you're looking for, it may not be in the list yet because it was created recently. Refresh the list by clicking the refresh icon (4). This will refresh the list of options to include the most recently created objects.

    Recent Objects

    The objects you have most recently pushed emails to are directly available in the "Recent" list without needing to go through the "Quick Select".

    In the above example, after the user pushed an email to the "Cox-2 inhibitor agreement", that agreement became directly accessible from the "Recent" list (5). So to push another email to that agreement, the user can just select the email, click Agreement, then select the agreement name from the dropdown list. 

    Potential Alerts

    • The add-in will not let you push the same email to the same object twice. If this happens, it will display the following message:
    • The size limit for email attachments is 10MB. If you exceed the limit, the add-in will display the following message. 
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Lead Space

  • Overall introduction to Lead Space

    Purpose of the application

    The Lead Space has been created to solve the 3 following pains:

    1. Find/identify the right leads,
    2. Follow up on your leads and collaborate easily,
    3. Create corporate knowledge and memory across silos and in time.

    Mobile-first design

    Lead Space has been designed to be mobile optimized, meaning that the application will reformat itself for smartphones and tablets (simplified navigation, larger buttons, reformatted content...).

    The interface is simple and straightforward to allow you to quickly and easily handle your briefs and leads, in a very intuitive manner.

    Mobile version

    Briefs List Leads List
    Briefs_List_Mobile.png Leads_List_Mobile.png

    Desktop version

    Briefs List Leads List
    Briefs_List_Desktop.png Leads_List_Desktop.png

    What is a Brief

    Briefs represent your company roadmap. A scouting brief is a mission statement for Scouts that reflects the strategy.

    In a brief, you will describe what you are looking for and what is excluded.

     

    What is a Lead

    A lead represents any contact that your organization has with a potential partner.

    This lead could come from a wide range of sources:

    • Conferences (in-person or virtual ones),
    • Internal contributors,
    • Scouting,
    • Partnering intelligence,
    • External channels.

    The leads details should not contain any confidential data as they are intended to be shared across all the people within your company registered on the application.

     

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  • Brief list

    When you log into Lead Space, the home page displays a list of all the briefs your company is currently working on.

    Quick access to briefs

    When browsing the application, there are two ways to quickly return to the list of briefs.

    Main view

    By clicking on the Lead Space logo, you can quickly return to the homepage where briefs are represented by cards.

    Left hand side panel

    By clicking on the hamburger button, you can choose to permanently show or hide the briefs on the left side as a list.

    Overview of the briefs page

    Briefs_View_Details.png

    1. Hamburger button: To to hide or display the list of briefs on the left side.
    2. Lead Space logo: To quickly go back to the homepage with the briefs cards.
    3. Plus button: To create a new brief.
    4. The briefs are divided into two categories to allow you to identify at a glance those that are most important to you. They are also listed in alphabetical order.
      • My briefs: These are the briefs that you are currently working on. In other words, these are the ones for which you are the owner or a member.
      • Other briefs: These are briefs your company is currently working on but of which you are neither the owner nor a member.
    5. Brief's card: Displays the title of the brief and its associated icon (i.e. first letter of the brief + selected color). Click on it to access the list of all leads associated with this brief.

     

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  • Brief creation

    To create a new brief, simply click on the plus button on the top right of the homepage:

    Create_Brief_1.png

    A popup window will then appear to let you fill in the name of your brief and choose a color:

    Create_Brief_2.png

    Then click on "Create" on the upper right corner.

    You will now see your new brief on the homepage in card mode as well as in the brief list on the left.

    If you change your mind and don't want to create a brief, you can simply click "Cancel" or click outside the pop-up window.

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  • Brief definition

    Overview

    Once you have created your brief, you can start describing your needs by filling in the brief definition.

    When you open the "Brief definition" tab, here is what you see:

    Brief_Definition.png

    1. This is the owner of the brief, i.e. the person who created it. If you are the current owner or a brief member, and you want to assign the brief to someone else, click on the owner's name and then select someone from the list.
    2. You can add as many members as you wish. Members are users of the application. Only members can create & edit leads associated to this brief.
    3. This is a description of the brief. You can edit it by clicking on the text area.
      A rich text editor enable you to describe your needs while easily highlighting the most important items thanks to common formatting options, such as:
      • Format (bold, italic, underline)
      • Lists (bullet or numbered lists)
      • Tabs

    Manage members

    Only members can create and edit leads associated to this brief.

    Add members

    Add_Members.png

    1. Start typing to search for a user. Only Lead Space users can be added as members.
    2. Click on the link icon to select a member.
    3. Click on "Add" to save your choice.

    Remove Members

    Remove_Members.png

    1. To remove a member, click on the list of associated members.
    2. Then it opens a "All members" popup where you can remove any member by clicking on the unlink icon.

    Additional actions

    Rename a brief

    Only the brief owner or brief members can rename a brief.

    Rename_Brief_1.png

    1. To rename a brief, simply click on its name.

    Rename_Brief_2.png

    1. Make your changes.
    2. Then validate your choice by clicking on the check icon.

    Delete a brief

    Only the brief owner can do this - and only if there are no leads associated to that brief.

     

    Delete_Brief.png

    Delete the brief by clicking on the three dots on the upper right corner.

     

    Add a lead

    Only a brief owner or a member can create a new lead for this brief.

    Create_Lead.png

    Create a new lead in this brief or in any other brief by clicking on the plus button.

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  • Lead list

    Overview

    When clicking on a brief, you are taken to the list of leads which are currently in screening stage.

    Lead_List_Overview.png

    1. You can navigate using the tabs above the list to view leads which are either in Screening, Review, On-hold, Accepted or Declined (please see Lead Workflow article for more details).
    2. It represents the number of leads in each stage.
    3. You can sort the results by clicking on the column header. Only one sort can be applied at a time.
    4. You can open a Lead to access all its details by clicking on the company name / lead title.
    5. A maximum of 20 leads are displayed per page. Beyond that, you will have access to the pagination to navigate among all the leads.

    In each view, relevant information is displayed depending on the stage of the lead.

    Additional action

    Move a lead to another brief

    In each view, you can move a lead to another brief by clicking on the three vertical dots button.

    Three_vertical_dots_button.png

    Move the lead through the workflow

    In the screening stage, you can quickly send a lead to review or decline it using the arrow and stop buttons.

    Screening_buttons.png

    In all other stages, you can easily move a lead through the workflow using the status button.

    Status_button.png

     

     

     

     

     

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  • Lead creation

    You can create new leads once you are in a Brief (either on the Leads or Brief definition tab) - by clicking on the plus button on the top right corner.

    A popup will then open to let you enter the following information:

    Create_Lead_Popup.png

    1. Associate the new lead to the brief of your choice. The brief you are on when you click on the plus button will be automatically selected by default.
    2. Enter a company name. As you start to type, suggestions will appear so that you can select one of the companies that already exist in Lead Space.
      If the company doesn't exist yet, you can create it by clicking the check button.
      Then confirm to get back to the lead creation page.
    3. Give your lead a title to easily find it with the search. It could be the name of the targeted asset, the name of the compound or technology.

    Just click create and you are done, the lead now appears in the list of leads of that brief in the screening stage.

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