Home>Administration>Automated Contact Notifications

Automated Contact Notifications

Some European compliance regulations require notifying a person if their personal information ("personally identifiable information" or PII) is stored in an electronic system like Inova. To satisfy this requirement, the application includes a feature that will automatically send an email to a contact when it is created or modified.

These alerts can be configured by the type of contact.

They can also be set up for new contact creation only, or additionally for when changes are made to existing contacts. 

Some objects in the system include milestones and/or activities for workflow and task tracking, as well as document management tools that allow attached files to be organized into folders. The following sections describe how to create default objects for these features.  

Note: Any changes made to default document folders, milestones, and activities will only apply to new objects created after the changes are saved. Ongoing or archived objects will retain their original default folders, milestones, and activities. If there is a business need to apply a new default document folder structure or set of milestones to current, already-existing projects, this change must be done by an Inova technical specialist. Contact your Inova administrator for details. 

Default Document Folders

Navigate to Administration>Default Document Folders. The system displays a list of all objects that can have default folders, grouped by module or type.

 Click the object you want to create default folders for. The Tree Folder page is displayed as shown: 

As described in the help text on the right-hand panel, you can create, rename, and delete folders in this page. 

Be sure to click Save when done. 

Default Milestones and Activities

To create a list of default milestones or activities, navigate to Administration>Default Milestones and Activities. 

Select the object you want to display the list of current milestones or activities for that object.

Click the New button to add a new milestone or activity. Enter then name of the new milestone and click Save. You can also click the name of an existing milestone to edit it and use the arrow buttons to change the order of the milestones as needed.

Click Save when done. 

Note: As with list values, once a milestone is used, you cannot delete it.

To prevent an old milestone from being applied to a project, check the Archived check box. This will archive the milestone so that it is still searchable, but prevent it from being used in future records. 

Default Child Activities

In this section, you can create a list of default child activities, or activities that fall under a specific milestone.

Navigate to Administration>Default Milestones and Activities. The page will display all the existing milestones for which you can create child activities. 

If you don't see the milestone you need, you'll have to create it first. Refer to the section above to create one.

Otherwise, enter the child activities in the editable field next to the milestone. Separate the child activities by pressing the enter key. 

Click Save when done. 

Main Menu Configuration

To configure the main menu, navigate to Home>Administration>Main Menu Configuration.

Main Menu Configuration allows you to group and order the menu links according to your business needs and vocabulary. How you position the links can give them greater priority and visibility, or categorize them so that your users will be able to find things more easily.

1. To rearrange the menu links, simply select, drag, and drop each link into place on the list. Highlighting in dark grey will show you where the menu item will be dropped.

1. To create a new group, click "Add Group" on the top left corner. Give the new group a name and drag the related links into the group. To delete a group, press the red button with an X on the right side of the group.
2. Rename a group by double-clicking on it, changing the name and pressing enter. Renaming can be canceled by pressing ESC.
3. To hide a link from the menu, un-check the corresponding checkbox. 
4. The option "Load default menu configuration" will load the menu configuration that the application was shipped with.
   Note: This option should only be used if an entry in the menu appears to be missing (i.e. it no longer appears because it was accidentally deleted from the list). 

Once you have made your changes, click Save.  

Email Push Wizard Page Configuration 

It's also possible to configure the menu of the landing page or wizard that the application displays when you use the Additional Actions option in Email Push. This landing page allows the user to select the object he wants to push an email to. The application administrator manages the content of this page. 

Note: It's important that this landing page only presents the objects that the application allows you to push to, e.g. if you have not activated R&D collaboration projects, you should not allow users to push emails to them. 

To access this page, navigate to Home>Administration>Email Push Wizard Page Configuration.

The exact same tools and options are available as when managing the main menu itself, as described above. 

Be sure to click Save when done to apply the changes. 

A user can be linked to a specific profile based on role, e.g. an Alliance Manager or a Scout. Based on that role, you can use Page Settings configure the home page and other screens to display and group information in a way that's best suited for that role, or to hide low-priority tabs in order to minimize the volume of data displayed onscreen.

Profiles are created and managed in Administration, then pages designed per profile. Click here for details on how to create and assign users to a profile. 

Adjust Page Settings per Profile

To manage the layout of a page,

1. Navigate to the page, then, click Page Settings.

2. In the Page Settings screen, click Customize Tabs. Note that only an Administrator can see this button.

The Customize Tabs screen will appear:

3. In this page: 

1. Select the profile you want to apply the configuration to. 
2. Select each tab's display options. A tab can be:
   
   • Visible: The users with this profile will see this portlet. Check both boxes to set this option. 
   • Hidden: The users with this profile will not see this portlet by default, but can choose to display it if they want. Check only the Available box to set this option. 
   • Not Available: The users with this profile will not be able to see or display this portlet. For that page or object, it won't be available to them. To make a tab Not Available, uncheck both boxes.
3. Make changes to tab grouping as needed by selecting, dragging, and dropping tabs from one group into another. Click New Group to create a new group, then drag the desired tabs into it. 
4. Reorder tabs within a group by drag-and-drop. 

4. Click Save when done.

"Hidden" tabs 

All users linked to a given profile will automatically see the configuration applied once you save the changes. Depending upon the above settings, the user can choose to hide or display whatever tabs are available to them. If a user has an issue with finding information on a page, it could be that they have hidden the tab without realizing it. If this is the case, check their page settings to make sure the available tabs are set to be displayed. 

Note that as of version 6.1, a new workflow ribbon and workflow tab were introduced to the application in order to greatly increase usability on some modules:

These options are hidden by default. If you want to take advantage of these tools, contact your Inova customer success manager or Inova support for more information. 

Customers who are using the Cortellis connector to query asset information need to set up a few items in the Administration module of the application. 

Configure Datasource Connection

Navigate to Administration > Configure Datasource and Updates.

The Configure Datasource Connection tab displays the settings that must be configured for the connector to access Cortellis. 

What you as the administrator need to enter:

1. API Name--This will be provided by your Clarivate representative.
2. API Key--Also provided by your Clarivate representative. 
3. Repeat API Key--Repeat the API Key entry to verify that it is correct. 
4. Period to Display Update Detail (days)--This setting determines the number of days that the system will display a date in red font in fields that are updated via the Cortellis Update.  

What Inova needs to enter (5):

• Use a Proxy Server--If the http query performed by the Inova application must go through a proxy server to reach the Host URL, this box should be checked. If this box is not ticked, or if either of the following two fields are empty, the application will attempt a direct connection to the datasource.
• Proxy Server--If the Use a Proxy Server box is checked, enter in the address of the proxy server to use here.
• Proxy Port--If the Use a Proxy Server box is checked, enter the port to use for the connection to the proxy server.

Schedule or Run Data Updates

Settings in this tab define the time period of how often the system will automatically re-query all previously-imported assets and update any available modifications to the Cortellis fields on the asset object. The default value is 30 days.

Note: These updates will be highlighted in the asset object with a red date field in the tab containing non-editable Cortellis data. The data in the editable fields under the Overview tab will NOT be changed. 

To schedule the automatic update of all imported items:

1. Check the Turn on Automatic Update checkbox.
2. Enter the update criteria in the date and time fields.
3. Click Save when done.

To run a single manual update, click the Update Now button.

End users can also update Cortellis records from within the asset itself, as described in this article. 

Configurations of lists of records in can be customized, saved, and reused as Views. A view that an end user creates is listed under My Views and is visible only to that user. The Inova administrator, however, can create Template Views that all users can access.  

To create a template view:

1. Select the object type from the main menu.
2. Click on the wrench button in the top-right corner of the list.

The configuration page will appear. 

1. Click Create New.
2. Click Template.
3. Enter a name for the template.
4. Click Save.

Now, set up your configurations for the template:

1. Select the columns you want to display.
2. Change the column order by drag and drop.
   At the bottom of the form, you can also add grouping, choose whether or not to include Archived items, and choose how many records you want displayed at a time:
   
3. Click Save. The application will display the list with the new template applied. 

All end users will immediately see the template in their Template Views, in the views dropdown.

Note: An end user cannot make changes to a template view. Users who are not aware of this may see the sorting and other options are disabled and perceive this as a bug. If this happens, instruct the user to select the template view, copy it to My Views, and then change it as needed. 

The default Azure Active Directory configuration allows user consent out-of-the-box.
But some companies may choose to control the use of enterprise applications in Office 365 by restricting the ability for users to consent to third-party applications accessing users profile data in Azure Active Directory.

If you need detailed information, here is the Microsoft documentation: Configure how end-users consent to applications.

If application consent is restricted, users (with the exception of Office 365 Global Administrators) will get the following message when attempting to sign-in to Inova for Outlook:

Need admin approval
Inova needs permission to access resources in your organization that only an admin can grant. Please ask an admin to grant permission to this app before you can use it.

Unfortunately, in this case, the only option available to the end user is to return to the application without granting consent, which means the add-in will not be able to work.

Another possible effect of this restriction can be that the permission window is stuck in an infinite loop, preventing users from giving their consent:

In this case, two things may be done to allow users to access the Inova for Outlook add-in.

Configuring the Azure AD admin consent workflow

Please note that you need to be a Global Administrator to complete the following steps.

Please also know that these changes may take up to an hour to take effect.

1. Navigate to the Azure Active Directory portal
2. Open Enterprise applications
3. In the left menu, under Manage, click on User Settings
4. In the right panel, under Admin consent requests (Preview), set Users can request admin consent to apps they are unable to consent to to Yes
5. Select users who can review and approve admin consent requests
6. Select an expiry date to specify how long requests stay valid
7. Click Save

This way, when users will try to sign in for the first time to the Inova Add-in for Outlook, they will be able to provide a rationale and request approval. The reason will be then emailed using the consent workflow to one of the Administrators specified in the Azure AD portal.

Approval required
This app requires your admin's approval to: ...
Enter justification for requesting this app ...

Then in Enterprise Applications, under Activity if you click on Admin consent requests (Preview) you will see the Inova for Outlook add-in listed. You will also be able to see who requested it in the Requested by tab. From here, just press Approve to approve the users requests.

If you need detailed information, here is the Microsoft documentation: Configure the admin consent workflow.

Granting tenant-wide admin consent to Inova for Outlook add-in

If you prefer, you can also grant admin consent for the Inova for Outlook add-in to be available tenant-wide.

Please note that you need to be a Global Administrator to complete these steps:

1. Navigate to the Azure Active Directory portal
2. Open Enterprise applications
3. In the applications search bar, search for Inova and click on it
4. In the left menu, under Security, click on Permissions
5. Click on the Grant admin consent for [YourCompanyName] button
6. Then agree with the permissions the application requires and grant consent

In this way, the permission request will be seamless to users when they will sign in to the Inova for Outlook add-in.

If you need detailed information, here is the Microsoft documentation: Grant tenant-wide admin consent to an application.

The new Inova's Outlook Add-In is available via the Office Store directory. Please find below instructions on how to install it.

Outlook for Windows

1. Open Outlook (desktop version).
2. From the Outlook toolbar, click on the Get Add-ins button to open the "Add-ins for Outlook" window.
   
3. On the "Add-ins for Outlook" page, search and then select the Inova add-in.
   
   
4. Click on Add to add it to your mailbox.
   

Outlook on the Web

Install the Inova add-in while reading or composing a message

First, sign in to Outlook on the Web (Microsoft link). Then, there are two possible ways to get the Inova Add-in installed.

Add the Inova add-in while reading a message

1. In Outlook on the Web, select an email message from your Inbox.
2. Click on the More actions button (three dots icon) at the top right of the message.
3. Go to the bottom of the drop down list and click on the Get Add-ins button.
4. On the "Add-ins for Outlook" page, search and then select the Inova Add-in.
5. Click on Add to add it to your mailbox.

Add the Inova add-in while composing a message

1. In Outlook on the Web, create a new message or reply to an existing message.
2. At the bottom of the page, click on the More actions button (three dots icon) and then click on the Get Add-ins button.
3. On the "Add-ins for Outlook" page, search and then select the Inova add-in.
4. Click on Add to add it to your mailbox.

Once installed in Outlook on the web, the Inova add-in will also automatically appear in the toolbar on on the desktop version of Outlook.

If the Get Add-ins button is missing from your message window, please read this article.

Keep the Inova add-in button visible

1. In Outlook on the Web, click on Settings (gear icon at the top right of your screen).
2. At the bottom of the "Settings" list, click on View all Outlook settings.
3. Click on Mail and then Customize actions.
4. To add the Inova add-in button to the reading pane, go to Message Surface and then select the Inova option.
5. Click on Save and then close the "Settings" panel.
6. You should then see the Inova button on the top of your message.

Outlook for Mac

1. Open Outlook (desktop version).
2. From the Outlook toolbar, click on the Store button to open the "Add-ins for Outlook" window.
3. Search and then select the Inova add-in.
4. Click on Add to add it to your mailbox.

Next steps

Once you have installed the Inova add-in, you will need to sign in to your Inova account, as explained in this article.

The add-in will update itself whenever a new version is available in the app store.

Once the installation of the Outlook Add-in has been completed, tyou’ll need to sign in to your Inova account.

Enter your Unique Company Identifier

1. Click on the Inova button on the upper right corner in Outlook. This will open the Inova for Outlook pane.
2. Then enter your company ID. You'll find it at the beginning of the URL you use to access Inova.
   So for example, if the URL of your Production environment is https://inovaio.partneringplace.com/inova-partner, then your company ID will be inovaio.
3. Click on Continue.

Connect to your account

If you are in SSO

If you have a Single Sign-On with Inova, clicking on the Continue button will directly connect you to Inova, without requiring your credentials.

If you are not in SSO

Log in with your Inova username (your email address) and password. You’ll only need to log in once.

Approve sharing permissions

After successfully signing into your inova account, you’ll have to select your Microsoft account.

Inova for Outlook add-in doesn't support shared mailboxes.

Then, you will be asked to approve sharing permissions between Inova and Outlook to complete the connection.

Do not forget to pin the Inova add-in pane if you want to keep it open when switching from one email to another.

Outlook on the Web

Add the "Get Add-ins" button to your message window

If the "get Add-ins" button is missing from your message window, here is how to add it:

1. Sign in to Outlook on the Web (Microsoft link).
2. In Outlook on the Web, click on Settings (gear icon at the top right of your screen).
   
3. At the bottom of the "Settings" list, click on View all Outlook settings.
4. Click on Mail and then Customize actions.
   • To add the "Get Add-ins" button to the reading pane, go to Message Surface and then select the "Get Add-ins" option.
   • To add the "Get Add-ins" button to new messages, go to Toolbar and then select the Get Add-ins option.
     
5. Click on Save and then close the "Settings" panel.

To remove the Inova for Outlook add-in installed from the Add-ins Store, you need to open the store window by clicking on the Get Add-ins button then you have to go to the My add-ins section.

1. To remove the Outlook add-in, click on the Get Add-ins button to go to the add-ins menu.
   
2. Go to My add-ins and search for the Inova add-in.
   
3. On the Inova box, click on the the More actions button (three dots icon) and then on Remove.
   

Removing the add-in for the desktop version also removes the add-in for the Web version, and vice versa.

Once the installation of the Outlook Add-in has been completed on the client machine, the connection to the Inova application should then be configured. The following items are needed to complete the configuration:

• The Outlook client must be up and running on the client machine.
• The Inova application also running and accessible from the client machine.
• The URL to the Inova application.
  Be sure the URL used does not have any additional context path information. For example, if the client browser’s bookmark has https://mycompany.partneringplace.com/inova-partner/ctx/auth/home.do, the URL to use would be https://mycompany.partneringplace.com/inova-partner.
• The user name and password of the Inova application user.
  Note that the Inova user must have the appropriate rights within the application to use the Add-In. For more information, please contact your Inova Customer Success Manager or Inova Support.

After gathering the required information, open Outlook on the client machine and complete the following steps:

1. Click on the "Inova" tab.
2. Click on the "Settings" button.

Connection settings

Then, you will just have to enter the URL of your Inova application and the add-in will detect what your authentication mode is :

If you are in SSO, you will be automatically connected :

Otherwise, your credentials will be requested :

Note that the progress icon will change to a check mark within the circle once a successful connection to the Inova application is made:

Objects settings

Select the boxes next to the objects this user will have access to via the Add-In :

1. New contacts management : if you tick the box, the add-in will detect that one or more of the contacts linked to the email does not exist in the application and it will offer the option to create those contacts in the Inova application.
2. Push emails on :
   
   • Manual email sending : the selected objects will have shortcuts visible in the user’s ribbon.
   • Objects linkable to a folder : the selected objects will be visible in a right-click menu allowing a folder sync to a given object.
3. Click the "Save" button.
4. Once configured, the "Inova" ribbon in Outlook will look similar to the following screenshot, depending on the objects the user has access to :

Please, read our articles to know how to use the Add-in :

• Create new contacts while pushing an email.
• Push an email to an existing object.
• Create a new object while pushing an email.
• Use the additional actions option.
• Link the folders in Outlook to the Inova application.

With the new Outlook add-in, you can integrate your Inova account with Outlook.
This integration allows you to easily and quickly push emails and documents to your Inova application, directly from Outlook.

Make sure you meet the minimum requirements so you can get the most out of the new Outlook add-in!

* Our Add-in uses embedded browser control and a JavaScript engine for its operation and both are supplied by one of the browsers installed on the user's computer.
The choice of browser used is made automatically according to the Operating System and the Office version installed on the user's computer.
Consequently, for users whose system is not up to date, the browser used may be Internet Explorer 11. For those users, the "Create" button will not appear. Therefore, the creation of a new object while pushing an email will not be available until they update their Operating System and/or email client to a higher version.
Please refer to the table provided in the following Microsoft article to find out which browser will be used in your situation: Browsers used by Office Add-ins.

Outlook on the Web

Use the most recent versions of the following browsers for the best experience with the new Outlook add-in:

** For now, you won't be able to create a new object while pushing an email if you're using Chrome on Mac. The "Create" button will therefore not appear 

The Outlook Add-in is an integration of Inova and Outlook.

The following packages from Microsoft are required to run the Add-In. If they are not already installed, the installer will download and install them:

• Microsoft .NET Framework 4.6.2 (or higher)
• Microsoft Visual Studio 2010 Tools for Office Runtime

If a firewall blocks the download of these Microsoft packages it may be necessary to reach out to the local IT/network staff for assistance in downloading and installing these packages manually.

This document is intended for an IT administrator and assumes that readers have a basic understanding of Active Directory as well as its Federation Service.

You will need the assistance of an Inova expert to help you activate webSSO for your organization.

Overview of Single Sign On with Inova

What is SSO and its benefits?

The Single Sign On (SSO) Authentication allows a user to access multiple applications with a single set of credentials.
The advantages are multiple : users can move between applications securely without specifying their credentials each time, thus saving time and reducing the risk of forgetting their password.

Does Inova Support SSO?

Inova supports SSO via SAML 2.0 and acts as a service provider (SP) for SSO. The client must implement a federation service to act as an identity provider (IdP). Federation can be accomplished through an in-house or third-party provider.

Setting Up Single Sign On

IdP Requirements

To be compatible with D&A, your Idp must support the following:

• SP initiated SSO
• SAML 2.0

For example, here is a list of the third-party IdPs we already tested and validated:

• ADFS 2.0/3.0
• PingFederate/PingOne
• Okta
• Microsoft Azure AD
• SailPoint
• OpenAM
• VMWare ID

What you need from inova to set up your connection

• A quick configuration document for specific requirement
• Inova SP Metadata file

This Metadata file contains all the required informations to setup your IdP:

1. Entity ID: our Inova UAT or PROD entity id, depending of the phase of implementation
2. Security Token Consumer URL
3. Public certificate
4. User attributes to be sent over the SAML assertion

What Inova needs from your identity provider

• Your IdP Metadata file
• A test account to facilitate and accelerate the implementation

What Inova needs in the SAML assertion sent by your IdP

1. Login in Inova application is based on email address so it will be passed as NameID in the assertion
2. The lastname
3. The firstname
4. The email

Limitations depending on your IdP

• The authentication request is not signed by default
• The SAML assertion must be signed
• We don’t use encryption for the SAML assertion (possible with ADFS) it is not really an issue since Inova consumes a couple of non-confidential attributes like email address, givenName.
• Since the SPNameQualifier must be filled in the SAML response and IdP like Okta, PingId don’t provide this information the response passes through a SAML proxy in Inova infrastructure

Implementation steps

The WebSSO implementation is made in two phases and in relation with your IT experts. To secure our production environment we first configure and test the WebSSO on a UAT environment. During this step we define the right configuration and fix any issue that could happen during the authentication workflow.

Once everything is validated we go on Production, implementing the tested configuration and setting Inova with WebSSO. Inova application needs to be restarted during this phase.

Specific IdP informations

Most of the IdP like Okta, PingId only required a few set of parameters like:

• Entity ID
• Postback URL
• Target URL
• Certificates

Those parameters can be found in the Inova Metadata file.

With ADFS we need to create additional “claim rules” to add specific attributes we need for the Service Provider:

• A claim rule to set the spNameQualifier and namequalifier in the response,
• A claim rule to set the authentication mode “Password Protected Transport”

During the implementation steps your contact in Inova Software will give you all the details about those claim rules.

Inova is supported or certified on the browsers and operating systems listed below.

• Certified means that the browser or operating system has been tested in detail through functional test cases and user interface scenario compatibility.
• Supported means that the browser or operating system has been tested for key functionality to ensure that critical features are working as designed. Only blocker bugs will be fixed for these browsers.
  Blocker means that a key feature does not work, cannot be used, or returns incorrect results and no workaround is possible for such bugs.

Tip: Our testing suggests that Google Chrome provides the best performance when running Inova. So, to maximize the customer experience, we recommend using the latest version of Google Chrome.