Hello! How can we help?

Inova

  • Mobile view

    The Deals and Alliances application can be used on most mobile devices. When accessing the application from a mobile device, users can view their home page and search for frequently-searched objects such as companies or contacts, or check the status or details of an ongoing opportunity. This is especially useful in on-the-go situations such as dashing between meetings at a conference or while traveling.

    Bookmark the application

    As with any online application, you can bookmark Inova on your phone for easy reference.

    To bookmark the application on an iPhone:

    1. On your phone, open a browser and enter the application URL in the address field.
    2. Tap the "Share" button in the bottom center.
    3. Select "Add to home screen".
    4. Modify the title, if necessary, and then select "Add". You should now see the icon on the home screen of your device.

    To bookmark the application on an Android device:

    1. On your phone, open a browser and enter the application URL in the address field.
    2. Tap the "More Options" button in the top-right corner.
      Depending upon the browser or device, the button can appear with three dots, as shown below:
      moreopt1.gif    
    3. From the menu, select "Add to home screen". You should now see the icon on the home screen of your device.

    Search in mobile view

    1. Tap the application bookmark.
    2. Log in with your username and password. After logging in, the home page is displayed:

      The home page has the same layout of tabs in mobile view as in desktop. The buttons at the bottom of the screen, as indicated in the screenshot, allow quick access to the contacts and companies lists, search, and back to the home page.
    3. Tap the contacts or companies button to access the respective list.
    4. To search within the list, enter a string in the filter at the top of the name column, then tap "Go" on your device's keyboard.

      The orange buttons at the top right let you clear the filter or change sorting.
    5. Tap the name of a contact to view its overview screen.
    6. To view opportunities linked to the contact, scroll down the page to the related tab.

      Then tap on the opportunity link to view it:

    To use advanced search:

    1. Tap the Search icon at the bottom right of the screen.
    2. In the Search field, enter a full string, or a partial string with a * for wildcard searches, then tap the Search icon.

      The results will be indicated below the parameters box:
    3. As in the desktop version, results will be grouped by object type:
    For more details on how to search the application on a desktop, click here.
    View Full Article
  • 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 Thomson 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.

    Thomson and Watch It

    Every asset imported from Thomson Cortelis can be watched so that when Thomson 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 Thomson / Update from Thomson

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

    For assets that were imported from Thomson, the button is displayed as "Update from Thomson". This lets a user manually query Thomson 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 Thomson Cortellis querying and asset creation with Thomson for details on Thomson-related features.

    View Full Article
  • 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.
    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. 

    View Full Article
  • 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. 

     

     

    Custom dashboards

    If the standard dashboards do not meet your reporting needs, it is possible to create your own. To create dashboards, navigate to All Dashboards>Custom Dashboards. 

    1. Select a tab where the dashboard will be placed. Tabs let you group and organize dashboards as you create them. 
    2. Select the type of object you want to report on.

    1. Click add chart.
    2. Click the chart type.
    3. Set the chart configurations. As you make your selections, the tool will automatically display a preview of the what the chart will look like. 
    4. Click Save Dashboard. The chart will be displayed in the tab you selected. 
    View Full Article
  • Advanced Reporting - Standard Dashboards

    The following is a list of dashboards available in Advanced Reporting as of October 2017. Note that the reports below are based on the D&A 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

    With the Alliances Overview, the alliance manager can have a view overall Alliance Management activity, review the number of active alliances, and identify the ones which are going to expire in any given quarter.

    all.over.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

    At a higher level, the Pipeline Evaluation dashboard us 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.

    pipeopp.jpg

    Opportunities (in-licensing projects) appear in this chart if they are Active or On Hold and have at least one Initiated milestone.

    You can filter this report by last or current month, quarter, or year in and analyse the results according to the key at right. In the above example, during the current year:

    • 17 opportunities entered the initial screening phase
    • 2 opportunities were declined during the business case presentation phase
    • 1 opportunity was completed (deal signed). 

    To display the list of projects that were declined or that initiated or completed a milestone during the selected date range. click on the respective number, as shown below:

    pipeopppopup.jpg

     

    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

    Alliance and BD Managers can use the Resource Optimization report to ensure that the right people are associated with the right projects, e.g. that a complex opportunity or alliance should not be assigned to a junior member of the team, to see who has bandwidth to work on additional projects and likewise see where resources are stretched too thin. 

    staffing.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

     

    View Full Article
  • Alliance Management - Agreements

    The Agreements section allows the user to create and maintain all post-deal signature activities. This section is generally used by the Alliance Manager as a central repository of all activities related to the agreement in collaboration with the finance and legal teams. 

    Create an agreement

    1. Enter the name of the agreement. 
    2. Link the company related to the agreement.
    If you use the Quick Create option from an In-Licensing Opportunities, the company field will be prepopulated with the company linked to the opportunity.
    1. Click the "Details" section and fill in the fields as needed.

    1. Click the "Priority" section to display additional fields. These fields can be used prioritize agreements and allocate related resources. Fill in these fields as needed. 

    Manage your agreement

    Once the agreement is created, a number of additional features help centralize all agreement-related activities and communications: 

    1. Financial obligations and related payments for defining each obligation and setting up related due date alerts
    2. Payment summary for viewing payment information for all financial obligations associated with the agreement 
    3. Non-financial obligations and related events
    4. Manage activities, including triggering activities related to milestone payments
    5. Governance bodies to manage steering committees on an alliance as well as their related tasks and documentation, and for peer matrix tracking (managing roles on an alliance)
    6. Issue log to track all issues that need to be managed as part of meeting the contract obligations
    7. Manage your contacts including the ones not in a governance body.
    8. Standard features to store Documents and Emails
    9. Reviews for asking colleagues for their opinions, to review information, and perform alliance health checks. 

    Create an alliance

    In some cases, when a relationship with another company involves multiple agreements, it can be useful to linked the various agreements together under a single Alliance. The Alliance object acts like a portfolio for all the agreements, gathering on one screen all the rollups of all the related obligations, activities, and payments associated with the different agreements.

    To create an alliance, click the "New Alliance" button on the "Alliances" tab, populate the required fields, and click "Save". 

    As with agreements, alliances include key features such as their own governance bodies, issue logs, documents, contacts, reviews, and notifications. 

    Note that the alliance is generally used by companies with very advanced organization around alliance management. For smaller or simple organizations, it's possible to indicate a multiple-agreement alliance in the system by linking agreements to one another.

    Also, it is possible to push an email to an agreement, but not an alliance.

    View Full Article
  • Authorization

    Access control in the application enables users to hide objects such as confidential opportunities and agreements. Some objects such as contacts and companies do not have access control and are therefore visible and shared company-wide.

    By default, most objects are unrestricted. There is an option to have such objects be restricted by default. Contact your administrator for details. 

    Restrict Access

    1. Open the object in edit mode, then set the Access to "Restricted".
    2. Save the object. It will now be visible only to the owner and any users with Executive or SuperUser rights (click here for more details about rights). Now that the object is restricted, you're ready to grant Authorization.

    Grant Authorization

     

    1. Click the "Authorization" tab
    2. Click "Add Users or Contact Groups" button
    3. Use the autocomplete fields to select users or groups of users 
    4. You can give the following rights to each user or group:
      • R/O: Read-Only - Can see all the details of the object but cannot update it
      • R/W: Read-Write - Can see all the details of the object and is able to update it
      • R/W/Authorize: Read-Write-Authorize - Can see and edit the record, and give access rights to other users
    5. Click "Save" when done
    Use of the Role field is NOT recommended. This field cannot be configured or included in reporting.
    View Full Article
  • Companies

    Contact and company are two of the most important object types in the Inova application. Each provides an overview of past and ongoing interactions between your company and another organization or individual person, serving as a hub of related information and linking multiple opportunities and business relationships. 

    Companies let you store and maintain basic information for companies, universities, VCs, labs, and other types of institutions and organizations. A company can be linked to almost all other business objects in the system, and is often a required field on projects, assets, and agreements.

    Company Overview

    A company record in Inova has three main sections:

    1. The overview tab, which contains basic details such as the address and company URL.
      The "Parent Company" links the company to its parent to show a two-level structure of a company and its subsidaries. Only one parent can be selected per company.
    2. Tabs that contain links to all the key interactions you have with the company, such as agreements or licensing deals.
      The tabs you can see on a company overview screen are defined by your license. Likewise, the deals, agreements, and other objects displayed in those lists will only be those you have been authorized to view. If you do not see a tab, project, or agreement that you believe you should have access to, contact your Inova administrator.
    3. Additional tabs will contain links to your key contacts at the company, as well as any documents and emails uploaded to the company record.
      If document roll-ups are configured in your system, documents uploaded to the company will also be rolled up to any object the company is linked to. Emails, however, do not roll-up to other objects. In the case where there is an ongoing transaction with another company and the interactions are being tracked on another object such as a project, then it is recommended to push emails, detach attachments, and upload documents to the project, not the company.

    Companies can be created in several ways:

    • Manually, from the New Company form
    • From a modal window, while creating an associated object such as a project or asset
    • While pushing an email into the application
    • importing from Thomson Cortellis

    Create a company manually

    1. On the Companies list, click "New Company". The system will display the new contact form.
    2. Populate the required fields. Required fields are highlighted with a red bar
    3. Click "Save".

    Create a company from a modal window

    The modal window (sometimes called "quick create") lets you create a new company on the fly while creating another object.

    1. Access this option by clicking the plus button. A modal window is then displayed:

    1. Populate the required fields.
    2. Click Save in the modal window. The screen will refresh and display your new company's name in the field.
    To save the new company record, you must save the linked object as well.

    Create a company via email push

    The Outlook Add-in allows you to create a new company record while pushing an email from that company into the Inova system. For details about this feature, see this article

    Create a company via Thomson Cortellis import

    The same features that let you import asset records from Thomson will import and create company records in Inova. For details, see this article.

    View Full Article
  • Contact Groups

    Contact groups are used for communicating with groups of contacts and/or users via an alert or in a review, or for granting authorization to restricted objects or documents.

    Contact groups can be private or shared.

    Viewing Contact Groups

    Access a contact group by clicking its name in the Contact Groups tab on your home page or in the Contact Groups tab in the Contacts list.

    The members of the group will be displayed in the Contact Group Members tab.

    Creating / Editing Contact Groups

    To create a new contact group, click the New Contact Group button in the Contact Groups portlet. The New Contact Group form will appear.

    1. Enter the name of the group.
    2. If you have "Enable to Share Contact Groups" rights, you can choose "Shared" to share the group with the other users.
      Otherwise, all your contact groups will be Private. 
    3. Select the Group Type from the dropdown menu> This selection will pre-filter by type the list of contacts you can include in the group. This selection is important, as not all types of contacts can be included in all use cases. 
    4. Click "Save". The system will display the Contact Groups Overview screen.

    Now click Choose Group Members. The system will display a contact selection page, as shown above. The list of contacts you can add to this list is filtered as per the type of group selected in step 3 above. 

    Select the members of the group and click OK. The system will save your selections and display the Contact Group Overview screen.

    Managing Contact Groups

    You can only edit the groups you own.

    Most users can only create private contact groups. Your application administrator can create shared groups, which are shared with all users but managed by the administrator. In such cases, only the administrator knows who the group members are. 

    Using contact groups

    Authorization Portlet

    Contact groups can be selected in the Authorization portlet on restricted objects:

    When using contact groups to grant authorization to restricted objects, you can only select a group comprised of users.

    Reviews

    You can also use a contact group to participate in a review:

    Associate a contact group with an objects

    You can associate a group of contacts with an object, and then use this group to send mass communications or alerts:

    In this use case, the contact group can contain any type of user.
    View Full Article
  • Contacts

    Contact and company are two of the most important object types in the Inova application. Each provides an overview of past and ongoing interactions between your company and another organization or individual person, serving as a hub of related information and linking multiple opportunities and business relationships. 

    Contacts let you store and maintain contact information for clients, subject matter experts, potential business partners, and others. You can associate contacts with almost all other types of business objects in the system, including projects, agreements, and companies.

    When you open an object such as a project or agreement, the linked contacts are listed in the Contacts tab

    Contacts can also be added to Contact Groups which can be included in reviews and authorization decisions. 

    Contact Overview

    A contact record in Inova has two main sections:

    1. The Overview tab, containing basic details about the contact including the category, type, and role.
    2. Tabs that list all the key interactions your company has with a contact--for example, any in-licensing deals where that contact has some association with the transaction--as well as any supporting activities or communications.
    Depending upon the modules you are using and/or have access to, you may see more or fewer tabs than what is displayed in the screenshot. If you are not seeing a tab you believe you should have access to, check Page Settings or talk to your Inova application administrator.

    Contacts in the application can be one of three types:

    • Application User - the person can log into the application itself. When a new user is added to the application by the Administator, a contact record with this type is automatically created.
    • Internal - the person is not a user, but is a contact internal to your company. He is able to participate in reviews and receive alerts and reminders from the application.
    • External - the person is not a user and is not within your company, though he may be affiliated with a partner company or a member of your network of experts. He is able to participate in reviews and receive alerts and reminders from the application.

    Contacts can be created in several ways:

    • Manually, from the New Contact form
    • From a modal window, while creating an associated object such as a project or asset
    • While pushing an email into the application--see Contact Push
    • Automatically, when a new user is added to the system, as described above
    • While creating a review, to be added to the review as a participant

    Create a contact manually

    1. On the Contacts list, click New Contact. The system will display the new contact form:

    2. Populate the required fields. Don't forget to set the correct Type!
    3. Click Save.

    Create a contact from a modal window

    The modal window (sometimes called "quick create") lets you create a new contact on the fly while creating another object.

    1. Access this option by clicking the plus button, as shown here:

      When you click the plus button, the modal window is displayed:

    2. Populate the required fields. 
    3. Click Save in the modal window. The screen will refresh and display your new contact in blue, as shown below:

    4. After entering the rest of the data in the linked object, click Save.
    To save your new contact record, you must save the linked object as well.

    Note that on some forms such as the Choose Participants page of a review, clicking the plus button will not display the modal window, but will instead display a New Contact form. 

    add.contact.rev.png

    Follow the same steps to create and save the new contact.

    Create a contact via email push

    The Outlook Add-in includes a feature to create new contacts in Inova while an email is being pushed in to the application. For details about this feature, see Contact Push

    View Full Article
  • Contacts Tab

    On the overview screen of a business object, the "Contacts" tab lists all the contacts linked to or associated with that object and describes that association.
    Since the version 6.3.68, we implemented the roles management feature to let you know at a glance who are the team members of a project/agreement and why.

    You can ask your Administrator and/or your Inova Customer Success Manager to customize and add roles per type of objects (In-Licensing Projects, Agreements, Assets...) based on your needs.

    Contacts views

    Contacts and contacts groups in the tab are organized in several views to allow you to easily and quickly visualize and manage the roles of each of the persons linked to the business object.
    For each view we display the number of contacts found:

    Results.png

    "Team" views

    This is the most important view, as it allows you to assign roles to contacts and then manage them.
    This tab is displayed as the default view only if roles have been defined by your Administrator and/or your Inova Customer Success Manager.

    For Alliance Management, here is an example of a Peer Matrix: Team_View.png

    "Reviewers" views

    This view lets you know who is participating (or participated) in a review and on what review they are working (or worked) on.
    This tab is displayed only if at least one review is linked to the object.

    Reviewers_View.png

    "Watchers" views

    This view lets you know who receives notifications every time the business object is updated.
    This tab is displayed only if at least one user is watching the object.

    Watchers_View.png

    "All" views

    This is the default view if no roles are defined for this type of object.

    All_View.png

    Meaning of the icons

    In the "Team" view, you will notice various icons. This allows you to know at a glance the role of each person.

    Icons_Team_View.png

    1. Application Users : Persons who can log into the application.
    2. External Contacts : Persons who are not users and are not within your company, though they may be affiliated with a partner company or a member of your network of experts.
    3. Mixed Contacts : A group composed of Application Users as well as External and Internal Contacts.
    4. Internal Contacts : Persons who are not users, but are contacts internal to your company.
    5. Owner : Application user who owns the object.
    6. Contact : One person who can be an Application User or an External/Internal Contact.
    7. Contacts group : A group composed of Application Users and/or External/Internal Contacts.
    8. Contacts without role : Persons for whom no role has been assigned yet.
    9. Details regarding a Contacts group : Mouse over this icon to view how many persons are in this group. Click on the icon to open a popup with the detailed list of the contacts.

    In the "All" view, you will find some additional icons:

     Icons_All_View.png

    1. Watchers : Application users who have added themselves as watchers of that object.
    2. Authorized Users : Application users granted to access restricted objects or documents.
    3. Reviewers : Application users and/or contacts invited to a participate in a review for that object.

    Manage contacts and contacts groups

    Link contacts and contact groups

    To link an existing contact to your object, click on the "Add contact" or "Select contact" buttons:

    Add_Select_Buttons.png

    Then, the system will display a popup that will enable you to add an existing contact and/or group. You will also be able to create a new contact.

    Add_contact.png

    1. Select "Contact" or "Group".
    2. Start typing the name of the "Contact" or "Group" you want to add and then select it from the list that appears.
    3. You can also choose to create a new contact if it does not already exist.

    Assign_role.png

    1. Once you have selected the contact in the list, you can assign one or several roles to him.
    2. Click on "Add".

    Edit or remove contacts and contacts groups

    You can edit or remove a contact from the "Team" or "All" views.

    Edit_Remove_contact.png

    1. Click the "three points" button next to a contact.
    2. Select "Edit" to modify a contact.
      Edit_Contact.png
    3. Select "Remove" to unlinck a contact.
      Remove_Contact.png

    Emailing contacts and contacts groups

    You can send an email to a contact, multiple contacts, or a contact group from any view.

    Emailing_contacts.png

    1. Check the box to select a contact / contacts group.
    2. Click on "Email".

    Then, the system will display a popup that will offer you additional options and allow you to write your email.

    New_email.png

    1. Add/Remove contacts and/or contacts groups.
    2. The option "Template" will send an email to the contact using an email template stored in the application. Use this option to standardize certain communications, such as declining an opportunity. Note that you can always personalize the content or settings of an email template.
    3. Settings include the options to send the email individually and/or to have a copy of the email stored in the application. 
    4. Write your email or modify the content of the template you selected previously.
    5. Add some attachments if needed.
    6. Send the email. 

    For more information on the email feature, read this article.

    Additional options

    Click the expand button to display the Contacts tab in list mode :

    Expand_button.png

    Here, you can filter and sort the list of contacts and use a couple of additional features:

    • Export to Excel
    • Email All : to open a new e-mail from your mail client automatically addressed to all the contacts in the list. 
    Note that all these views (Team, Reviewers, Watchers and All) are fixed, meaning that filters and sorts applied in the lister will not be reflected in these views.
    View Full Article
  • Cortellis Advanced Query

    With D&A, you can query Clarivate Analytics' Cortellis database and import one or more assets with the associated company information, facilitating data entry. 

    The option to search Cortellis and import a single asset based on a match to its name or a synonym is explained here. The information below focuses on advanced querying, which lets you search for drugs across multiple criteria and then import multiple products at a time. 

    What you search is what you get

    When you import a record from Cortellis:

    • A new asset will be created. Its fields will be populated with whatever data is contained in Cortellis. The exact fields are listed in the steps below.
    • If they already exist in your Inova system, the associated Company and Licensee / Partner will be automatically linked to the asset. If those companies don't yet exist in your Inova system, the tool will import them and link them to the asset. To learn more about querying Thomson for company information, see this article.

    Cortellis content is created and maintained by the companies entering it in that database. Inova does not create or manage this data. There is a chance that a company entering information in Cortellis will enter their company name in a slightly different way than how you have entered it in your Inova platform. If this happens, a duplicate company record would be created. Click here to learn about removing duplicate companies from your Inova system. Otherwise, if you notice any errors or discrepancies in the imported data, contact your Clarivate Analytics rep. 

    Activating this feature requires a special license from Clarivate that is separate from your Inova license. You will need to contact Clarivate directly to obtain this special license, configure the query options in administration, then update your user profile as well as the main menu.

    Running an advanced query

    1. To perform a search in Cortellis, click Search in Cortellis. The query screen will appear:

      advq.png

    2. Use the criteria in the form to search for assets. Query options are described below:

    Search Criteria

    Definition

    Field Type

    Drug Name

    The primary name of the drug

    -          Use of "*" and "?" for wildcards

    -          Use of AND, OR or NOT as operator

    Current Development Status

    Refine your search with 'AND', 'OR' or 'NOT' targeting the current development status

     

    Indications

    Indications of the drug

    Tree list

    Status

    Development Phase of the drug

    -          Dropdown box

    -          Link to highest status: limit the query to criteria associated with a specific highest development status, as opposed to 'any status'.

    Company

    Company developing the drug

    Use of "*" and "?" for wildcards

    Country

    Country targeted

    Dropdown box

    Date

    Timeframe considered

    Dates

    Originator company

    The company that discovered the drug

    -          Autocomplete

    -          Use of "*"

    Active companies

    Companies currently developing the drug

    -          Autocomplete

    -          Use of "*"

    Inactive companies

    Companies currently not developing the drug

    -          Autocomplete

    -          Use of "*"

    Active Indications

    Indications that are currently under development

    Tree list

    Inactive Indications

    Indications that have been researched but are not currently under development

    Tree list

    Highest Phase

    The highest development phase obtained for  any country and indication  

    Dropdown box

    Any Actions

    Actions specific to the targeted disease(s)

    Tree list

    Technologies

    Technologies involved in development

    Tree list

    Add Date

    The date the report was added

    Dates

    Drug ID

    Drug ID from Thomson Reuters

    Free text

    1. Tree list fields in the query form allow you to browse through and select options from the Cortellis biopharmaceutical ontology. To display optional values in a tree list, click the field. The system will display the first level values. Click the plus sign next to a category to expand a list of subcategories.

      Click the category to add it to your search criteria. Note that if you select a category with a plus next to it, the feature will search on all the subcategories as well. In the example screenshot above, if the user selects "bleeding," the query will include "brain hemorrhage," "contusion," and "epistaxis," and all the other categories under the category of "bleeding."  

      A tree list also includes the typeahead feature, allowing you to search for a category by typing in the first few characters into the field and then selecting from the results.

    Data in the imported assets will follow Cortellis ontologies. As described above, tree lists allow you to search by browsing and selecting from these ontologies, rather than typing them in manually and perhaps misspelling or misnaming a category ("cardiology" vs "cardiovascular disorder," for example). Tree lists improve search results and help keep list value data clean.
    1. Once you've entered all the search criteria, click Search. Depending upon your query criteria and the number of matches that the query tool locates, it may take some time for the system to display the results. You can use the "Click here" link to cancel the query, then rerun it with modified criteria to narrow down the results. Otherwise, the results screen will appear as follows:

      results.png

      Records that have never been imported (1) and don't yet exist in your Inova platform are differentiated from ones that have been imported by the refresh icon (2). 

    2. Check the box next to each asset you want to import. If you select an asset that was imported previously into your Inova system, the feature will update that asset with the current data in Cortellis.
    3. To view the exact details that would be imported for an asset, click its Cortellis ID. A preview popup will appear as follows:

      impprev.png
      From this popup, you can click Select to import the details or Close to return to the query results. 

    4. Once you've made your selections, click Import. The system will display a confirmation popup as shown:
      impconf.png

    5. Click Import. The system will import the data and display a confirmation screen once the import is complete. 
      importdone.png
      Once imported, you can find your imported assets by searching the assets list and sorting by Created Date descending.

    Competitive Intelligence

    The Cortellis Advanced Query feature is helpful for users who want to proactively scout strategic assets and build a corporate memory of this information. Some companies have a dedicated competitive intelligence department, while others have scouts who work with the business development team on this effort. 

    There are two general processes that D&A supports for the competitive intelligence use case: 

    I want to research the marketplace for drugs within a certain criteria so my company can take action on as many in-licensing opportunities as possible.
    1. Define your serach criteria (TA:X and Development Phase:Y).
    2. Import all assets returned in the search results.
    3. In your assets list, filter the list to display the imported records (Source of Referral = Cortellis, Created Date = today's date).
    4. Quickly evaluate each asset. Use the Review feature to ask your colleagues for their expertise. 
    5. Update the status on each asset to Pursue for those that are of interest, or Decline or On Hold for those that are not.
    6. Create an in-licensing opportunity for each Pursued asset and assign it to your BD colleague.
    7. Watch each On Hold asset to receive alerts when details in Cortellis are updated by the related company, e.g. when the development phase is modified.
    I want to research the marketplace for drugs competing against my company's drug; I want my drug to be more competitive.
    1. Define your serach criteria (in this scenario, the criteria could include a specific company you are competing against in the marketplace).
    2. Import all assets returned in the search results.
    3. In your assets list, filter the list to display the imported records (Source of Referral = Cortellis, Created Date = today's date).
    4. Update the status on each asset to Monitor.
    5. Watch each asset to receive alerts when details in Cortellis are updated by the related company, e.g. when the development phase is modified.
    If you want to apply these use cases but your menu configuration is not set up to display the assets list, talk to your Inova application administrator to have the menu changed.
    View Full Article
  • Cortellis and Assets

    The Inova platform has a connector to the Clarivate Analytics Cortellis database. When this connector is enabled, you can search for and import assets (products and compounds) and their related companies from Cortellis into the Inova system. This can be done via the advanced query form or directly from the new asset form itself.

    The query form is useful for searching Cortellis for multiple assets across multiple criteria, especially in a competitive intelligence use case. For details on using this feature, click here

    The Cortellis query feature on an asset is useful when you want to search for an asset specifically by name or synonym and if you want to avoid creating duplicate records in your Inova platform. 

    The Cortellis query from an individual asset is described below. 

    Single-asset lookup on new asset form

    1. Put the opportunity you are working on in Edit mode, then click the plus button next to the assets field.

    2. In the New Asset form, begin entering in the asset name:

      cort2.png

      As you enter the name, the query feature will automatically begin suggesting matches.

      • Matches with a connector icon inovaicon.pngcome from your Inova platform. If you select one of these records, the system will refresh the screen and display the current data it already has for that asset.
        Note that this means the system is also informing you whether you are already tracking that asset and thus helping you to prevent from creating duplicate data. 
      • Matches with the Clarivate icon claricon.png come from Cortellis and have not yet been imported into your Inova platform. If you select one of these records, the system will import the current data for that record from the Cortellis database. 

      The proposed matches are listed in order of last modified date.

    3. When you select the asset to import, the system will refresh the screen and populate the fields of the asset form with the data in Cortellis. If the company linked to the asset in Cortellis did not previously exist in your Inova system, the connector will import the company record as well and link it to the asset. 

    Single-asset query from existing asset in Inova

    If you have already created an asset in the system, you can link it at any time to a record in the Cortellis database. 

    1. Click on the asset name to display its overview screen.
    2. Click Connect to Cortellis.
      connbutt.png
    3. Using the text in the name field, the system will query Cortellis to find a match. It will search for assets containing the same text in the name, synonym, and scientific summary fields.
      contocort.png
    4. Click the ID of the asset of interest to view the full record to be imported.
      cortprev.png
    5. If this is the asset you want to import, check the box to Select it. If it's not, click Close, then click Modify Query to change the query criteria using the advanced query form.
    6. Once you have selected the asset you want to import and link, click Connect. As shown below, the data brought over from Cortellis will populate the Cortellis Data tab, not the Overview tab, so the information imported will not overwrite what you had previously entered. 
      imported.png

     

    Updates from Cortellis

    To run an update query on a single asset that you imported or connected to Cortellis, click the Update from Cortellis button:

    update.png

    Any fields that are updated will display the update date in red.

    Your Inova administrator can also configure a scheduled update of all the imported Cortellis data in one go. Contact your administrator for details.

    Note that updates to Cortellis data linked to Watched assets will trigger notifications. This means you can import an asset, put it on hold for the time being, then receive an alert when it moves to the next development phase or is classified under a new indication that better fits your company's BD strategy. 
    View Full Article
  • Cortellis and Companies

    The Inova platform has a connector to the Clarivate Analytics Cortellis database. When the connector is enabled, you can search for and import assets (products and compounds) as well as their associated companies from Cortellis into the Inova system. This can be done via the advanced query form or directly from the new company form itself.

    The query form is useful for searching Cortellis for multiple assets across multiple criteria, including originator companies and partners. For details on using this feature, click here

    The Cortellis query feature on a company is useful when you want to avoid creating duplicate records in your Inova platform. 

    The Cortellis query from an individual company is described below. 

    Single-object lookup on new company form

    1. On the companies list, click the New Company button. Then, start to enter the name of the company in the Name field.
    2. After you type the third letter, the system will begin to search and then propose some possible matches.
      Cort1.png
      • Matches with a connector icon inovaicon.pngcome from your Inova platform. If you select one of these records, the system will refresh the screen and display the current data it already has for that company.
        Note that this means the system is also informing you whether you are already tracking that company and thus helping you to prevent from creating duplicate data.
      • Matches with the Clarivate icon claricon.png come from Cortellis and have not yet been imported into your Inova platform. 

      The proposed matches will be listed in the order of:

      • The number of referenced active drugs developments
      • The number of referenced inactive drug developments
      • Alphabetical order
    3. If you select one of the Clarivate companies, the system will display the popup below, then import the current data for that record from the Cortellis database.

      clarivcompimport.png

    4. If you don't see the company in the list, then either it does not have a corresponding record in Cortellis or the name is spelled slightly differently in that system. Try varying the spelling of the name, e.g. GlaxoSmithKline instead of GSK. If you still cannot find the name, you can still create the company manually by filling in the full name, populating the required fields, and clicking Save.
    View Full Article
  • Create and manage assets

    Assets are all the products, patents, compounds, technologies or other assets that your company owns or has interest in.

    In the Inova system, assets are primarily used in two cases:

    Assets for licensing and other opportunity types

    In a licensing use case, an asset is comprised of a set of fields that provide additional information about an opportunity, such as the therapeutic area, development phase, or clinical indication.

    An asset record can be created or linked from within the opportunity overview (1) and the details viewed on the assets tab (2). 

    assetinoppt.jpg

    Once created, the same asset can be used in other objects--for example, to create a second licensing opportunity with the same asset under a different clinical indication. Or if an opportunity leads to a signed deal and an agreement is created from the opportunity, the asset could be linked to the agreement. 

    The asset page contains attributes of the asset--product, compound, technology, etc--while information about the deal--deal type, business unit, territory--is tracked in the opportunity.

    Creating and linking assets to opportunities

    From the opportunity overview screen, you can create a new asset manually, link one that already exists in the application, or import and link a new one from the Cortellis database (if the connector is enabled in your application). 

    1. Open the opportunity in edit mode.

    1. In the Assets field, begin to type the name of the asset. The system will search the database and propose some matches. These are assets that already exist in the system. If the one you want to link to the opportunity appears in the list, click the name to create the link.
    2. If the asset doesn't exist in the database, you can create a new one by clicking on the plus button. A New Asset page will appear:

    1. Enter the name of the asset. The application will search for duplicates, as shown below:

    • If the system finds a duplicate that's already in your application, it will display it with the Inova icon. When you select this option, the existing asset data will be displayed on the screen.
    • If you have the Clarivate connector enabled, the system will also search the Cortellis database for a match and  highlight those matches with the Cortellis icon. When you select one of these options, the asset data from Clarivate will be imported and a new asset created. 
    • If you don't see the asset you want to create in the search results at all, type in the full name and continue through the steps below.
    1. Choose the relevant asset type. Note that asset type has a business rule which changes the attributes of the object based on your selection. In the above screenshot, Compound was selected. In the screenshot below, Technology was selected:

    1. Populate the rest of the fields as needed.
    2. Be sure to click Save on the asset AND on the opportunity!

    It is also possible to create assets by importing them from Clarivate's Cortellis database. For more details, check this article.

    Assets list  

    Some customer configurations, especially for those companies tracking assets imported from Cortellis, include Assets as a separate list accessible via a link in the menu, as shown below:

    assetsinmenu.jpg

    From the assets list, you can create a new asset manually by clicking New Asset. In this case, the same duplicate / Cortellis search feature is also available in the Name field:

    assetnew.jpg

    Lastly, when assets are managed as distinct objects, they can include linked contacts, documents, and emails. You can also collaborate and share tasks related to assets using reviews and activities

    View Full Article
  • Creating opportunities

    There are two ways to create a new opportunity (In-Licensing Opportunity, R&D Collaboration, Acquisition, or Out-Licensing Discussion):

    • Manually, from a New form
    • Through email push, using the Outlook Add-in

    Almost all business objects in the Inova system, including companies, contacts, agreements, projects, and assets, are designed using form configuration, which creates or builds business objects out of a combination of fields set in a specific layout based on a standard configuration (and usually including some client-specific modifications). Once created, most business objects also have the same overall structure: An Overview tab plus various other tabs with supporting objects. Likewise, the process to create a new object from its New form is basically the same across object types--the steps below apply not just to opportunities, but to all types of business objects in the application. 

    Creating an opportunity from a New form

    In the main menu, click Opportunities, then click New Opportunity. Or, click New Opportunity button under the Opportunities tab on your Home Page.

    The new opportunity form will appear. Populate the form fields. Here are some highlights about populating any form: 

    1. (1) Some fields in the form are mandatory, as indicated by the red bar. You must populate these fields in order to save the opportunity, although in some cases they are pre-populated with data, e.g. the Owner field is always pre-populated with the name of the person creating the object.
    2. (2) Some fields contain links to other objects or list values (in the case of the opportunity shown above, you can link it to an asset object). When you begin to type into these types of fields, the typeahead feature will search the system and display a list of matches. Click the value you want to select it.
      • You may be allowed to select multiple values for a single field; in this case, the field will contain the text "Select Values..." in blue.
      • Other fields only allow a single selection. In a single-value listvalue field, "Select Value..." will be displayed in black.
    3. (3) If in (2) you don't find the value you're looking for, click the plus sign button to "quick create" the object.
      • Quick create of a company or contact happens via a modal window.
      • Quick create of other objects such as assets happens in a separate screen. The system will open a New form of that object type. You must populate at minimum the required fields on that object, save it, then save the main object. Note: If you cancel creation of the main object, the linked object will NOT be saved. 
    4. (4) Some fields include data entry rules that cause fields to appear, disappear, become mandatory, etc. based on how data is entered in related fields (see below).
    5. (5) Date fields are populated using a date picker. Click the calendar icon to select a date.
    It's not possible to type a date in manually. This enforces good data quality, as all dates are formatted the same way throughout the application.
    1. (6) Additional fields can be organized in collapsible sections. Click the blue bar to expand the section and populate the fields.
    2. (7) The save and cancel buttons are always displayed at the bottom of the screen, even as you scroll up and down the form.

    After entering the data into the fields, click Save. The screen will refresh and display your new opportunity.

    If you forget to populate a required field, the system will display a warning message in red and highlight the fields you still need to fill in.

    In most client configurations, the number of required fields on any given form is minimal.

    In addition to typeahead fields, some forms include a duplicate check configuration in which, according to certain pre-defined rules (e.g. a combination of an existing asset name + existing company name), the system will display an alert that a possible duplicate record is being created. To find out more about the duplicate check feature, see this article.

    Data Entry Rules 

    Data entry rules help enforce data entry compliance in the system. These rules are implemented by Inova as per client requirements.

    With data entry rules, a trigger is defined and that trigger causes modifications in the form. Possible rules include:

    • Hiding / showing fields or entire sections
    • Making fields mandatory
    • Making fields editable / non-editable
    • Changing available values in drop-down lists
    • Changing the values of a field

    In the above example, when the user selects Yes (1) for CDA?, the system displays two new fields, CDA Effective Date (2) and CDA Termination Date. (3)  Note that neither of these dates is required. The dates do not appear in the form into (1) is selected or triggered. 

    View Full Article
  • Document Management

    As part of your business development process, you can use Inova to upload, store, share, and manage documents that are related to specific business objects or that are part of your general business workflows or best practices.

    Document management in Inova D&A includes a number of features:

    • Drag and drop files and folders
    • Create folders and subfolders
    • Upload any file type including spreadsheets, presentations, images, sound files, movie files or PDFs (all are indexed by the search engine).
    • Manage different versions of files
    • Manage access control of folders and documents
    • Organize files that review participants attach to their responses

    The Document Manager

    The Document Manager allows you to upload documents into the application and link those documents to a specific business object.

    To view the document manager of an object, click the Documents tab.  

    In order to upload and manage documents for any business object, you must have Read-Write Access to that type of object.
    Users who have Read-Only Access will be able to download or view documents that have been uploaded into the system, but they will not be able to use features such as upload and version control.
    A letter icon is displayed among the attributes of a document if it has been detached from a pushed email. When you move your mouse over the icon, the system will display a link to the related email.
    Files in the Rollup folder are rolled up from linked objects. Rollups prevent having to upload documents multiple times to multiple related objects.

    Folder Options:

    To enable folder options, select a folder.
     
    1. Open Detail Page: To manage access control and other properties of this folder, click the page icon. Click "Set to Restricted" to make the entire folder confidential and manage access control (see  Authorization).
    2. Click the folder icon to create a folder or sub folders.
    3. The cloud icon means Download Folder as ZIP: This downloads the full content of the folder, including any sub folders, into a ZIP file.
    4. The pencil button allows you to Rename the folder.
    5. The round icon means Delete Documents covered by CDA. It is possible to delete with one click all documents in a folder that have been flagged as "Covered by CDA". This feature is usually used when a contract is signed and the company has the obligation to delete all documents covered by CDA. 
    6. The trashcan icon means Delete the folder and all documents in it.

    Document Options:

    To enable document options, select a document.
     
    1. The first blue cloud icon lets you upload single or multiple documents. 
    2. The blue folder icon means Upload a ZIP: This feature will let you upload multiple files within a folder structure into the application as a ZIP file.
    3. The page icon means Open File Detail Page. Use this to manage access control and document properties from the document's Overview screen. 
    4. The envelope icon means Send File by Email. This lets you send one or more files as attachments on an email template
    5. The grey cloud icon means Upload File new Version. Note that the file you are uploading when using this feature needs to have the same name as the existing file.
    6. The down-arrow blue cloud icon means Download the file. Click to download a copy of the file to your desktop.
    7. The orange cloud and lock icons mean Download and Lock File and Lock File. These features allow you to download and lock a document, preventing other users from uploading other versions of the document while it is locked. When a document is checked out, users with access to the document may still download and view it, but if they make any revisions to their downloaded copy they will not be able to upload them as a new version until you unlock the document. Clicking the Lock button will refresh the screen and display the Locked By label. You can mouse over the lock button to see who locked it.
    8. The pencil button allows you to Rename the file.
    9. The trashcan icon means Delete the document.

    Search Options:

    The Search feature within the document manager is a filter on the list of documents linked to that container.

    Other documents lists

    These lists can be can be accessed via the main menu. If you don't see the links for these lists, contact your application administrator. 

    • The General Document Folder is used to store files or documents not associated with any specific object or container in the system--for example, generic document templates the users might need at different stages of an evaluation, or a copy of a how-to guide for new users of the Inova application. 
    • All Documents presents a list of all the documents stored in the system that you can access, regardless of what they are linked to. 
    View Full Article
  • Email Fetch

    For users with email providers other than Outlook or users accessing their Outlook via the cloud (e.g. Office365), emails can be forwarded into the application and linked to new or existing objects.

    Note: The application has to be configured to connect to an email server to use this feature. See this page for additional information, or contact Inova support. 

    Using Email Fetch

    1. Forward your email to the application (most common format of this email address is companyname@fetch.inova-software.com).

    2. Log into Inova. In the menu, click My Emails. Your My Emails list will appear as shown below: 

    The My Emails queue (1) is filtered to display emails you forward into the system from the email account associated with your user profile. For example, if you primarily use Outlook via Office365 and that email address is configured in your Inova user profile, those emails will appear by default in My Emails. To see emails from a different account such as gmail, just change your email address in your user profile and those emails will be displayed as expected. 

    New emails in the queue (2) are highlighted in dark grey. The email you select to view is highlighted with blue (3). 

    3. Select the email to review the contents and attachments (4), then click Push to link the email to an object (5). A selection page will appear as shown below:

     

    4. Select the type of object you want to push the email to. The form for that object will appear (e.g. an asset, as shown below):

    5. From this point, use the same features as are available in Advanced Push to choose or create the object to link the emails, link the email, and detach attachments. See this page for more information. 

    View Full Article
  • Emails

    The Inova system allows you to create and link emails to various types of business objects. You can link emails to companies, assets, opportunities, discussions, agreements, acquisitions, divestitures, and potential acquirers. An email can also include one or more attachments of almost any file type, including other emails.

    Emails are managed via:

    1. The Outlook Add-in: Emails can be sent directly from the application or imported ("pushed") into the application from Outlook and linked to new or existing objects
    2. Email Fetch: For users with email providers other than Outlook or users accessing their Outlook via the cloud (e.g. Office365), emails can be forwarded into the application and linked to new or existing objects. 
    3. The Emails Tab, explained below. 

    Emails tab

    1. Click the Emails tab to display the list of emails attached to the object. By default, only the first 10 emails are displayed. To view the full list of emails in lister mode, click the double-arrow ("expand") button.
    2. Click the Subject to view the contents of an email.
    3. If you create Views of the emails list, access them by clicking here. 
    4. Use this option to send an email directly from the application and store it in the object.

    Send an email from the application

    To send an email from the application,

    1. Click New Email. The application will open a new mail from your email provider, i.e. Outlook. 

    Two fields in the email will be pre-populated:

    1. The To field will contain the mail address of the application object. If you do not want to share the application's email address with the other recipients, copy and paste it to the BCC field. 
    2. The subject line of the email will contain the object code within brackets. This code creates the link between the email and the container object in the system. Do not edit the information within the brackets or the link will be broken

    2. Add additional recipients in the To, CC, or BCC fields.

    3. Enter the content of the email and click Send. 

    4. Check the Emails tab on the object. A copy of the email you just sent will be listed there.

    Reply to and delete

    To reply to or delete an email, click first on the email title to open it.

    1. Click here to reply to an email stored in your object. Your reply will be sent to the recipient and stored in the application. 
    2. Click here to delete the email. Note that if the email was pushed in from Outlook or forwaded in using email fetch, deleting it from the Inova system will NOT delete it from its original source. 

    Additional features: Send an email to selected contacts

    You can use the system to send an email to one or more contacts, e.g. to give some new information to some contacts associated with the opportunity you're managing. 

    1. Go to the Contacts tab.
    2. Select multiple contacts by pressing and holding the Shift key 
    3. Select Template or Mail Client. When you select Template, a popup appears as shown below. 


      The contact(s) you selected in step 2 will be pre-populated (1).
    4. Fill in the form as-is or select from the available templates available in the dropdown (2). A template can have a pre-populated subject line and body (3) and other preset options (4): To have the email sent individually (recipients cannot see other recipients in the distribution) and to have a copy of the email stored on the container object. 
      Note: Templates are created and stored in the application's administration section. Contact your administrator for more information.
    5. Optionally, you can attach documents to the email. These documents must be already in the document manager of the container in order to be attached in this form.
    6. Click Send when done. 

    If you select Mail Client in step 3 above, your email-application will open a standard new email with the recipients, subject line, and body pre-populated, as shown below.



    Note that when you select Mail Client, a copy of the email will not be saved in the application. 

    Email a document from the document manager

    You can also use an email template to email a document right from the document manager.

    1. In the document manager, select the file(s) and click the email icon:



      The popup will appear as described in the previous section, but with the file automatically populated in the Attached Documents field:



    2. Perform the same steps as above to update the content and send the email. 

     

    View Full Article
  • Financial Obligations and Related Payments

    Financial Obligations allow you to track all your incoming or outgoing payments linked to an agreement and to manage the notifications needed to ensure all obligations on a contract are met. A financial obligation can be linked to one or more payments, which in turn can be executed, partially executed or not executed. Payment types can include milestone payments, recurrent payments (royalties) or classic payments (upfront fee). Payment tracking in Inova can be useful for reporting and budgeting purposes. 

    Creating a financial obligation

    Financial obligations are created by clicking the New button in the financial obligations tab. 

    1. Enter the name of the obligation and link the transaction party or company. The list of available transaction parties in this field is automatically filtered to only include the company or companies linked to the agreement.
    2. Optional: If the due date of the obligation is not defined in the contract, but instead is based on the completion of a milestone, link the financial obligation to a triggering activity. The payment due dates will be calculated automatically based on the completion date of this triggering activity.
    You have to create the activity on the agreement before linking it in this field. For further information, see triggering activities.
    1. Select the people to be notified about upcoming due dates.
    2. Configure the timeframe for each notification. Ensure the rest of the required fields are filled in, then click Save when done.

    Creating a single payment

    Once you have created a non-financial obligation, you must create the related payment record(s).

    1. Enter the due amount. This can be modified later if needed.
    2. Enter the due date.
    If this is a financial obligation with a triggering activity, the due date cannot be selected : it will be automatically set when the triggering activity is completed. In such cases, you can set a forecasted due date for budgeting purposes.
    1. Both forecasted amount and forcasted due date can be used if the payment date (as with a milestone payment) and/or amount (as with a royalty payment) are not fixed or defined in the contract.

    Creating multiple payments

     

    1. Enter the due date of the first payment. 
    2. Enter the total number of payments.
    3. Enter the total amount or amount of each payment.
    The payment currency is defined at the financial obligation level.
    1. Enter the payment frequency. Based on this selection and your choices from #1 and #2, the system will automatically generate the correct number of payments with their corresponding due dates. You can always add additional payments to the obligation as needed.

    Executing a payment

    1. Execute a payment by clicking the dollar sign button.
    2. If you enter a payment amount that's less than the full amount due, the system will register the payment as partially paid and the paid date won't be defined.
    View Full Article
  • Financial Obligations and Related Payments (improved version)
    The new alliances management behavior has been implemented in the version 6.2.59 (April 2018).
    • It will be activated by default for all new customers.
    • For existing customers, it will be activated case by case.
      Do not hesitate to contact your Inova Customer Success Manager if you still have the old version and if you wish to benefit from the improved version.

    Financial Obligations allow you to track all your incoming or outgoing payments linked to an agreement and to manage the notifications needed to ensure all obligations on a contract are met. Payment tracking in Inova can be useful for reporting and budgeting purposes.

    With this improved version, you can now manage the Financial Obligations directly from the agreement, without leaving the page, and thus save time.

    Creating a Financial Obligation

    You can create a Financial obligation through an existing Agreement.

    1. On the Agreement overview page, scroll down and click on the tab "New Financial Obligation".

    Agreement.png

    The "Details" tab

    A New Financial Obligation pop-up will display and in the "Details" tab you will enter all the financial information needed for reporting purposes.

    Details_Tab.png

    1. Enter the title of the Financial Obligation.
    2. Select the Transaction party / Company.
    3. Select the type of payment.
    4. Enter the description.
    5. Select the type of currency and enter due amount.
    6. Enter the due date.
    7. Activate the "Forecasted" button, according to the type of Financial Obligation.
    Here are some tips and tricks:
    • The "Description" field can be very useful to enter detailed instructions on how royalty is calculated (i.e. the formula that should be used for royalty rate calculation).
    • If you select the type "Milestone", it means that the amount to be paid is known but not the date of payment. In this case, activate the forecasted button for the "Due date".
    • If you select the type "Royalty", it means that the date of payment is known but not the exact amount. In this case, activate the forecasted button for the "Due amount".
    If the agreement has multiple companies, we highly recommend that you create a separate financial obligation entry for each company and/or asset within the agreement. If multiple companies and/or assets are in a single financial obligation entry, it may be difficult to consolidate reports.

    The "Reminder" tab

    As you are completing the details on the financial obligation, you will notice another sub-tab called "Reminder". This tab will allow you to notify application users about the due dates.

    Reminder_Tab.png

      1. This field is automatically pre-filled with the current owner of the agreement as well as the original creator of the agreement (if different). You may also notify other application users.
      2. This setting notifies you X number of days in advance of your financial obligation reminder's due date.
        Warning: You will notice that by default the value is 0. If you leave this value, no notification will be sent.
      3. Add a comment.
      4. Click "Save".
    In the screenshots, you probably noticed the presence of an "advanced form" button. Please note that this option should only be used on the recommendation of your Inova Customer Success Manager, i.e. in case you use some configurable fields and need more customization.

    Duplicating an Obligation

    There is an easy way to duplicate an obligation/payment within an agreement.

      1. Go to the "Financial Obligations" tab.
      2. Click the duplicate icon.

    Duplicate1.png

    The system will automatically create a duplicate of the financial obligation you have selected.

    Duplicate2.png

    Customize the information on the "Details" and "Reminder" tabs and click "Save".

    If you have several Financial Obligations to create, here is a tip that will save you time:

    1. Create a FO.
    2. Make several copies of this FO without changing anything.
    3. Go to the lister of the Financial Obligations (click on the double arrow)
      Double_Arrow.png
    4. Click on "Edit page"
    5. You will be then able to modify all of them at the same time!
      You can configure this lister to add more fields if needed.

    Edit_Page.png

    This can be very useful, for example for royalties to forecast the next 5 fiscal years.

    Validate an Obligation

    Once you have created a financial obligation, you can start making a payment.

    1. Go to the "Financial Obligations" tab.
    2. click on the dollar icon.

    Validate1.png

    1. Enter the due amount. For all forecasted amounts, you have the possibility to change the amount.
    2. Add a comment. You can enter the transaction number for example.
    3. If your balance is 0, the obligation/payment will be automatically closed after clicking on "Save".
      If your balance is different from 0, the obligation/payment is considered as not closed. You can close it manually by clicking on "Yes" and then "Save".

    Validate2.png

    Once the full payment is made, you will notice that the icon turns green:

    Green_icon.png

    The system will automatically display the full balance; therefore, you have the option to make a partial payment or pay the full amount due. If a partial payment is made the system will show the remaining balance and if the full amount is paid, the system will automatically close the financial obligation.
    View Full Article
  • Governance Bodies

    A Governance Body helps to track the activities, tasks, and documents gathered by a steering committee or other governance body managing an alliance and its related obligations. 

    Governance bodies are most often used in the case of complex alliances or deals where high-risk obligations must be managed and fulfilled. See Alliance Management for details. 

    Create a new Governance Body

    1. Click New Governance Body on the tab. Enter a name for the governance body. The company field will automatically be populated with the company associated with the agreement or alliance. 
    2. Click Save when done.
    3. Add members to the governance body via the contacts tab. 

    A governance body has its own document manager, emails tab, and activities tab. The committee can track its meetings, meeting minutes, and any urgent action items using these tools.

    View Full Article
  • Home Page and Main Menu

    The Inova Deals and Alliances user interface is based on a tabular design, so similar items or objects are listed within tabs. On the home page, object lists are also displayed in My tabs, which filter lists to those you own or have some responsibility in a related activity or task. 

    Home Page

    On the Home Page, you can click on any tab to display the corresponding list, but in most cases what you see is only a subset of the full list. To view a full list and display its action buttons, click the double-arrow "expand" icon it the top right corner of its tab. 

    Other components of the Home Page:

    1. In Page Settings, you can change the tabs displayed on the screen.
    2. The default tabs on the home page are My Activities and My Reviews. These tabs allow users to quickly access and update their key tasks and deadlines and to respond more efficiently if they receive multiple review requests.
      Note: It's common for users to choose to include additional tabs on the home page that pertain to their role, e.g. My Projects, My Agreements.
    3. The main menu provides navigation throughout the application. 

    Page Settings

    The home page is configurable by user role, a.k.a. a Profile. Profiles are manged by your application administrator. With profiles, each role can have tabs displayed (or not) in specific configurations, e.g. with projects at the top of the home page and contact groups at the bottom. In an overview screen of an object such as a project, the profile arranges and helps prioritize the basic components of the object, e.g. putting Authorization and linked Contacts at the top of the screen and Links or Status Logs at the bottom (or hiding them from view altogether).  

    Each individual user is assigned a profile. But they can further decide which tabs of that profile they want to display on the page for that screen or object.

    1. List of all the available tabs which are not displayed on the page.
    2. List of all the tabs which are displayed on the page.
    3. Select a tab and click the corresponding arrow to choose to display or hide it. You can select multiple tabs by pressing and holding the CTRL key while selecting. 
    4. Click save and view changes.

    All the changes you make in Page Settings are only applied to your user account--they do not impact other users.

    Main Menu

    1. Logout of the application
    2. If someone selected you as his deputy, choosing his name from this dropdown will let you see the application data as he sees it, including restricted objects that he has access to.
    3. Go back to previously viewed pages
    4. Return to the Home Page
    5. Menu items can be organized into collapsible groups
    6. Blue highlighting tells you which list you are currently viewing
    View Full Article
  • In-Licensing Opportunities

    In-Licensing Opportunities, R&D Collaborations, Acquisitions, and Out-Licensing Projects centralize all information and exchanges related to the evaluation of an opportunity. They allow users to follow opportunities from initial creation until final decision or outcome and include options for collaboration among users as well as outside the application. 

    This article focuses on In-Licensing Opportunities. 

    Note: In some client configurations, all four deal types listed above are managed within the in-licensing object as Opportunities, with the deal type identified using a drop-down listvalue field. The choice of whether to differentiate and separate those deal types into modules depends on various factors, including the number and types of opportunities you manage, the number of people who manage them and their roles, your business processes, and the type of reporting you need to do on the resulting data. An Inova customer success manager can help you understand these factors as well as your own specific requirements, explore the pros and cons, share best practices, and make changes as needed. Contact Inova for details. 

    Opportunity overview

    newoverviewILP.jpg

    1. The opportunity's name clearly identifies what the opportunity is about. It can be a description or a code name, or a standardized combination of linked object names, e.g. asset name + company name + project type
    2. An in-licensing opportunity is linked to the company associated with the asset being licensed. 
    3. The status of the opportunity lets users know if the deal is still in-progress or if it's a completed project. If the opportunity is in-progress, you can find more information regarding the exact stage of the evaluation via the Workflow or Activities tabs.
    4. If the evaluation is confidential, you can set it to Restricted and grant selective access to it via Authorization.
    5. Other fields on the form describe additional aspects of the deal, including: Is there a CDA in place, and when is it going to expire; what type of deal is it (collaboration, license, investment, ...), and what are the next steps. 
    6. Note that depending upon your application configuration, user rights, and/or use cases in the system, different fields may be configured in the form than what is shown above, or even other objects such as Agreements or Meetings

    Supporting information

    newoverviewILP2.jpg

    On all opportunity types, different tools let you collaborate with other users and people not using the application but contributing to the evaluation of an opportunity or completion of due diligence. 

    1. Linked to the workflow ribbon, the Workflow tab shows where the opportunity is in the business process. 

    2. Status Logs let you quickly enter short notes or updates from recent conversations or "water cooler" meetings, or to indicate some important change in the project, and create for yourself a follow-up task. 

    3. Reviews let you ask your colleagues for their expertise during the decision-making process. 

    Additional critical information for the project is stored in separate tabs, as shown below:

    newoverviewILP3.jpg

    1. In the Contacts tab, you can link the names of individuals and groups that are relevant to the opportunity.

    2. When the opportunity is Restricted, use Authorization to define who has access, and what kind. 

    3. Documents can be stored and organized into subfolders in the documents tab. 

    4. The Emails tab stores emails that are pushed or fetched into the application. 

    Notes:
    • When you link a contact to an opportunity, that opportunity will be displayed on the person's Contact Overview screen in the related tab (e.g. under In-Licensing Opportunities). So to see all the opportunities related to a single contact, just go to the contact's Overview screen. 
    • As with a new company or contact, you can create a new opportunity using a form from within the application. If you received the information about the opportunity via email, however, you can save time by creating the opportunity from the email using the Outlook add-in. With this tool, you can create the new opportunity, push in and link to it the related email and attachments, and create any new linked contacts with minimal clicks. For details, see the article on the Outlook add-in.
    • In-licensing projects can also be launched based on the positive evaluation of an opportunity submitted through an external portal. See Portal Opportunities for details.

    Opportunity workflow ribbon

    As of v6.1, it is possible to display the milestones or workflow of an opportunity across the top of the overview section in the form of a ribbon, as shown below:

    newribbon.jpg

    This display can be useful for quick understanding of the current status of the opportunity, as shown in the above screenshot: It indicates a project where CDA is completed and Business Case Presentation is in progress.  

    The ribbon can be displayed or hidden using Page Settings. Note that when page settings are configured such that only the Overview is in the first group of tabs, the tab itself is not displayed on the page. This improvement helps reduce empty space and makes it easier to see more information onscreen at the same time. 

    View Full Article
  • Issue logs

    Issues Logs help track any issues that may come up during the life of the alliance or as the different parties involved in the deal work on fulfilling contractual obligations.

    You can create an issue log to track such issues, including the status of the issue, related documents and emails, and the names of people involved in issue monitoring and resolution. 

    Issue Log

    1. The overview contains general information about the issue, who reported it, and its current status.
    2. Separate tabs store related documents, emails and contacts.
    View Full Article
  • Links

    In the Links tab, you can create a direct link within an object to sites outside the Inova system.

    The links tab is available on most objects. If you can't see the Links tab, refer to Page Settings.

    Manage Links

    1. Click New Link to create a new link. Enter a name for the link in the Name field and the URL, then click Save.
    Do not delete "http://" from the URL, or the link will not work.
    1. Edit an existing link by clicking Edit. 
    2. Click the Delete link for the link you wish to delete.
    3. Click the expand button to view the links in an expanded list view : 

    View Full Article
  • Lists and Views

    Lists of records in can be customized, saved, and reused as Views. Configuring a View allows you to prioritize and filter the information in the list so that what is displayed is most relevant to you. You can also export a view for ad-hoc reporting. 

    Lists are generally displayed with two default tabs: All and My. The "All" tab will contain all the objects of that type and the "My" tab is filtered to show only the objects of that type that you own or that you're linked to via authorization or an activity.

    A list will include various additional features, depending upon how you access it. If you click on a link from the menu, you will see the expanded version of a list, as shown below: 

    As shown in the screenshot, the expanded view of a list includes Action Button as well as the option in the top-right corner to create Views. 

    But you can also view some lists from within the overview screen of an object, or on the home page: 

    This simpler version of the view only has one Action Button, the option to create a new object of that type. 

    To display the expanded view of a list, just click the expand button on the tab :

    Filtering and sorting lists

    You can apply filters and sorts to a list to organize the information based on the columns currently displayed. 

    1. Sort the list by clicking on the arrows on the column you want to sort by.
      Note that once you apply a sort on a column, if you try to sort on a second column, it will not remove the first sorting; the second will be added to the first--for example, sorting by by status, then by name. If you want to change the sorting altogether, first click Clear Sortings, then apply the new sorting. 
    2. Filter the results by entering values in specific fields you need.
      Note that you can filter by multiple values in the same column by selecting the first value, pressing CTRL, then selecting the rest of the values. You can remove individual filter values in the same way, or click Clear Filters to remove all filters on all columns at once. 

    You can use a list to perform searches by entering a string into the column filter box and pressing Enter--for example, in the Name column in the above example. When filtering by text, it's not necessarily to enter the full string--a partial string, such as the first four characters in a company name, will also work:

    This is an effective workaround if global search isn't working at the time. 

    List navigation

    The navigation tools for a list are at the bottom, as shown below:

    listpage.png

    1. Navigate directly to a page within the list by entering the page number and pressing enter.
    2. Click the arrow buttons to scroll through the list one page at a time or to go directly to the first or last page in the list. 
    3. Change the number of records displayed per page by selecting from this dropdown. 

    Create a new view

    You can configure a list and save the configurations as a view. Configuration options include:

    • Selecting the columns you want to display, including columns representing fields from linked objects
    • Defining the order of the columns 
    • Defining the number of results displayed at a time on the page
    • Grouping 
    • Filtering out archived objects

    Access list configuration options by clicking the wrench button in the top-right corner of the list:

     The configuration page will appear as follows:

    listconf.png

    1. Click Create New View to create a brand-new set of configurations for the list, OR
    2. Create a new view based on an existing view or template. Select the view or template in the list at left and click the corresponding Copy button.
    3. As new views or template views are added, they appear in these lists.
    4. When creating the new view, give it a distinctive name.
    5. Select the columns you want to display.
    6. Drag and drop the selected columns to change the column ordering. Click the X next to a column to remove it from the view.
    7. Select a Grouping if needed.
    8. By default, archived records are included. Click No to have archived records filtered out.
    9. Select the number of rows to be displayed per large list and small list. 
    10. Click Save when done. 

    Saved views are user-specific: Only you can see the views you create. Your application administrator, however, can create template views and publish them to all the users, which can be convenient for users in similar roles. Template views are accessible via the dropdown:

    Users can use the templates as-is to view the data. They can also adapt a template to fit their needs by copying it to their views list first, then applying changes as described above. 

    Export into Excel and other action buttons

    Once you've created a view for your list and applied the correct sorting and filtering, you can generate an ad-hoc report for sharing with your colleagues, apply a batch change, and adjust the list in other ways.

    1. Click Export. The system will display a preview page: 

      • Click on the Export button to generate the file. Output options are Excel or Word. Most users prefer exporting to an Excel spreadsheet as the data is easier to further manipulate. 
      • When exporting to Excel, fields containing multiple list values will by default be separated into separate rows in the spreadsheet, as shown below under Asset: Therapeutic Area. 

        If you check the option Merge Cells in Row, all of the values for that field on the object will be merged in to a single cell in the spreadsheet, so the entire record will only take one row in the spreadsheet, as shown below:

      • Cells in the export can contain links to the application, e.g. company or asset name. 
    2. Edit Page allows you to batch edit the displayed fields of all the records displayed in the list. Note that there are some known issues related to Edit Page, so please refer to the FAQ before using this feature.
    3. Almost all lists will have a Create New button on the far left side of the list. 
    4. When sorting and/or filtering are applied to the list, these buttons appear to allow you to quickly clear your selections when needed.
    5. Switch between views using the dropdown.
    6. The wrench button takes you to the list configuration page. 
    View Full Article
  • Meetings and Conferences

    Meetings allow you to keep track of meetings you have organized or participated in, internally or outside the company. Conferences allow you to link these meetings to a single conference or other related event. 

    Meeting can be separated into two use cases, internal and external.

    • Internal meetings can be linked to one or more opportunities to be discussed. Participants can make comments directly in the meeting itself before it happens, exchanging information and guaranteeing a productive session.
    • External meetings are useful for tracking interactions with partners, and for viewing meeting history when preparing for an upcoming conference or event. External meetings can also be populated into the system directly from conferences and other partnering events that use the One-on-One platform. 

    Using meetings

    1. The overview screen displays the meeting details. 
    2. The conference field indicates whether the meeting is part of a conference. It can be used to group the meetings list by conference and view all the meetings that took place at a single event.
    3. Projects and agreements can be linked directly to a meeting. 
       

    Attendees and other details

    attendees.png

    1. Link contacts to a meeting as Attendees.
    2. Store your meeting minutes and other files in the Documents tab. 
    3. Store preparation and follow-up emails. To link emails to a meeting, use email fetch

     

    Using conferences

     

    1. The overview tab contains general information about the conference.
    2. Click the Meetings tab to view all meetings your company participated in during the event.

    Meetings integration with BIO events

    Starting with version 6.1, it is possible to have meeting, conference, company, and meeting attendee information copied over from the One-on-One partnering system into your D&A platform. Meetings created through this integration are external and will be linked to a conference record. 

    With this integration in place, BIO attendees who also use the D&A platform for opportunity tracking can refer back to past meeting information to decide if and when to schedule future meetings with potential partners at upcoming partnering events. The meeting and conference data populated from BIO enriches the data related to opportunities already being tracked in Inova, adding to the history of interactions and partnerships with important contacts and making follow-ups more effective.

    The data is also automatically searchable in the mobile view, so as you are racing to your next partnering meeting you can quickly grab your phone, look up the profile of the person you're seeing next, and review it to refresh your memory about any key details from past interactions that would help make the next session more productive. 

    Using the BIO One-on-One integration with Inova

    Here's how you can use the integration to make your BIO meetings more productive.

    meetingint.png

    1. When a BIO partnering meeting is scheduled in One-on-One, the data about the meeting as well as the linked company and meeting attendees (contacts) are automatically copied into your D&A platform.
    2. Before the event starts, your colleagues who will not attend the BIO event can enter information you need to discuss at a meeting in the meeting's Notes field.
    3. During the meeting, you can add your own notes into the same field.
    4. Assuming the meeting was successful, after the conference you can create an opportunity (e.g. an in-licensing project) from the meeting to track your ongoing interactions with that company and centralize the emails and documents you exchange over time. 
    5. Before the next major partnering event, review the opportunity and company details to help you decide whether you need to meet with the company again. 

    Note: The integration also imports similar data points from meetings held at EBD events. 

    For more information about this integration, contact your Inova Customer Success Manager. 

     

     

    View Full Article
  • Mergers and Acquisitions

    Acquisitions, In-Licensing Opportunities, R&D Collaborations and Out-Licensing Projects centralize all information and exchanges related to the evaluation of an opportunity. They allow users to follow opportunities from creation until final decision or outcome and include options for collaboration among users as well as outside the application. 

    This article focuses on Mergers and Acquisitions. 

    This module is oriented towards company acquisitions. Asset acquisitions should be managed with in-licensing opportunities.

    Acquisition Overview

    The configuration and tabs displayed on an acquisition is similar to that of other opportunity types, with some exceptions described below.

    acq.jpg

    1. The top section of the form, or Overview, contains fields to describe the acquisition project, aimed towards the internal status and next actions. These fields include the linked company, lead investor, nature of transaction (i.e. deal type), and links to any ongoing in-licensing opportunities with the company already being tracked in the Inova application. 
    2. In most cases, acquisition opportunities must be kept highly confidential and only certain users will have access to the module itself. In the case of particularly sensitive deals, an acquisition can also be marked Restricted and individuals or groups granted access to it via the Authorization tab. 
    3. The company profile section contains additional details and financial considerations about the company being reviewed for acquisition. While these fields are technically part of the company object, by default they are not displayed on the company form for increased confidentiality. 
    4. If the acquisition moves forward to contracting and one or more agreements are signed, those agreements can be linked on the Agreements tab. 

    Additional tabs

    Below the Overview, additional tools are available in the tabs below:

    acq2.jpg

    1. The Assets Roll-up shows all the assets in your Inova system that are linked to the company. This allows a clear view of the product landscape you are already considering as part of the acquisition.
      Note: If you have the Thomson connector enabled, you can query Thomson for the company you're looking to acquire and import all of the assets of that company into your database (see this article). Then when you create the acquisition and link the company, all the imported assets will appear in the roll-up.
    2. A workflow lets you track the acquisition through a defined process (see below).
    3. As with other deal types, the Review is available for requesting feedback and expertise from colleagues. Documents and emails can also be stored on them. 

    Workflow tab

    As with In-Licensing Opportunities, the workflow ribbon (shown in the first screenshot above) and the new workflow tab are available to display your business process around acquisition deals, allowing you to easily view and track the opportunity through a set of pre-defined milestones and managed subtasks.

    acq3.jpg

    For more details about milestones, the ribbon, and the new tab, refer to Milestones and Workflow

     

     

    View Full Article
  • Milestones and Workflow

    The Inova application allows you to create a workflow or process through which an opportunity or project can be tracked and evaluated. Whenever you create a new opportunity or project, the system automatically adds this workflow in the form of a list of milestones for that object, as defined in Administration

    In the latest version of the system, there are two key ways a user can view and manage a project's workflow: In the workflow ribbon at the top of the page, or in the workflow tab. 

    Data from milestones can be fed into dashboards for an accurate and more visual viewing of your product pipeline. 

    You can also review milestones in the activities tab, an older representation of the milestones. But this tab is not recommended as it does not include many of the usability improvements introduced in version 6.1 of the system. 

    Workflow ribbon

    The workflow ribbon displays a project's workflow at the to of the screen, as shown below: 

    riobbon1.png

    The ribbon can be displayed or hidden using Page Settings for the related object type.

    Notes:

    • If you decide to display the ribbon, it's recommended that your application administrator use Page Settings to move all object tabs below the Overview tab, so that it's easier to view the ribbon and the essential opportunity details without having to scroll down the page.  
    • The ribbon renders best when the milestones are few in number (4-6 stages) and have shorter labels. Otherwise, the ribbon may wrap to a second line. If this is the case, you can choose to hide the ribbon or talk to your Inova customer success manager about how to streamline the workflow and shorten the milestone names. 

    The colors in the ribbon change as you initiated or complete milestones and child activities:

    workflow1.jpg

    (1) Completed milestones are green and (2) initiated milestones are orange. When a milestone has child activities and you begin completing those activities, the color of the milestone darkens by degrees (3) to reflect this progress and mouseover text gives additional details. When all child activities under a milestone are completed, the entire milestone is displayed in the darker tone (4). 

    The Workflow tab

    The workflow tab is a new tab available as of v6.1.22. It displays the milestones and activities in a list and includes various tools and usability features that allow you and your team to efficiently track each opportunity through a defined business process. It is recommended that clients use the Workflow tab and hide the Activities tab, as this new tab has greater usability, better features, and requires fewer clicks and screen refreshes. 

    newworktab.jpg

    1. When the project is first created, the milestones are grey and change color as they are initiated and completed. When you open an opportunity, the milestones that are In Progress are expanded by default, whereas the other milestones remain collapse to save space on the page. 
    2. The name of each child activity is color-coded to reflect the status of the activity. Icons next to the name of the activity tell you whether there are any contacts or documents linked to the activity. 
    3. The initiate and complete buttons are replaced by the date when the milestone or activity was initiated or completed. 
    4. To create a new child activity, click New Activity. A modal window is displayed:

      newnewact.jpg
      Enter the Activity Name, then as needed enter a due date, persons associated, and comments, click the Associated Documents to link files, or Reminders to create a reminder for the task. Click save when done. You can always edit the activity later by clicking the activity name in the workflow tab. 

      Note that in the Workflow tab, it's not possible to create a child activity without a parent milestone. Depending upon when you implement the Workflow tab, some existing activities without a parent milestone may appear in the tab under a section called "Activities to be moved". These activities should be moved under a parent milestone. You will not be able to edit these activities until they are moved. 
    5. Click Initiate to initiate a milestone or activity. 
    6. Click Complete to complete a milestone or activity. 

      newcomplete.jpg

      When completing a milestone, note that the next milestone in the process will be initiated by default. 

    7. On the right, you can see indicators when a milestone has child activities and the status of those activities. 
    8. Additional options are displayed when you click the additional actions button on the right.

      newaddactionsm.jpg
      Use this feature to (1) go to the Overview page of the milestone, (2) see the history of changes to the milestone, and (3) push a milestone back one step.

      On a child activity, 

      newaddactionsa.jpg

      Use this feature to (1) change the ordering of activities or even move a child activity to a different parent milestone, (2) go to the Overview page of the activity, (3) assign the activity to another person on your team (must be an application user), (4) link a document, (5) set a reminder, or (6) delete the activity. 

    This tab is available on the acquisition, in-licensing project, out-licensing discussion, and R&D collaboration objects. Note that default milestones can also be used in out-licensing projects and governance bodies, but milestones in these objects can only be displayed in the Activities tab (see below).

    The Activities tab

    You can record and track the progress of the opportunity through this workflow in the following ways:

    1. Manage a sub-task of a milestone by creating a child activity, assigning it to the person responsible for completing it, adding a due date, and configuring reminders for it. See more details here.
    2. Click Initiate to indicate that a milestone has started. This will automatically change the milestone status to In Progress and populate the Initiated Date field (as shown in the screenshot below).
    3. Click Complete to indicate that a milestone is completed. This will automatically change the milestone status to Complete and display the Completed Date. If no Initiated Date was previously entered, both the Initiated and Completed dates will be populated (see screenshot below).
    1. To adjust milestone dates, link documents to it, or configure reminders, click the milestone, then click Edit.
    Note that when you edit a milestone to remove a completed date, the Status of the milestone is not automatically updated as well. To change the status of the milestone, you must remove the completed date AND change the milestone status back to In Progress or Not Started.

    To find out more about activities, click here.

     

     

    View Full Article