★Meetings and ConferencesView Full Article
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.
- The overview screen displays the meeting details.
- 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.
- Projects and agreements can be linked directly to a meeting.
Attendees and other details
- Link contacts to a meeting as Attendees.
- Store your meeting minutes and other files in the Documents tab.
- Store preparation and follow-up emails. To link emails to a meeting, use email fetch.
- The overview tab contains general information about the conference.
- 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.
- 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) can be imported into your Inova platform.
- 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.
- During the meeting, you can add your own notes into the same field.
- 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.
- 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.
★Mergers and AcquisitionsView Full Article
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.
The configuration and tabs displayed on an acquisition is similar to that of other opportunity types, with some exceptions described below.
- 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.
- 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.
- 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.
- If the acquisition moves forward to contracting and one or more agreements are signed, those agreements can be linked on the Agreements tab.
Below the Overview, additional tools are available in the tabs below:
- 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.
- A workflow lets you track the acquisition through a defined process (see below).
- 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.
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.
For more details about milestones, the ribbon, and the new tab, refer to Milestones and Workflow.
★Milestones and WorkflowView Full Article
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.
The workflow ribbon displays a project's workflow at the to of the screen, as shown below:
The ribbon can be displayed or hidden using Page Settings for the related object type.
- 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:
- Completed milestones are green.
- Initiated milestones are orange.
- When a milestone has child activities and you begin completing those activities, mouseover text gives additional details to reflect this progress.
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.
- 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.
- 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.
- The initiate and complete buttons are replaced by the date when the milestone or activity was initiated or completed.
- To create a new child activity, click New Activity. A modal window is displayed:
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.
- Click Initiate to initiate a milestone or activity.
- Click Complete to complete a milestone or activity.
When completing a milestone, note that the next milestone in the process will be initiated by default.
- On the right, you can see indicators when a milestone has child activities and the status of those activities.
- Additional options are displayed when you click the additional actions button on the right.
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,
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:
- 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.
- 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).
- 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).
- 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.
★Mobile viewView Full Article
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:
- On your phone, open a browser and enter the application URL in the address field.
- Tap the "Share" button in the bottom center.
- Select "Add to home screen".
- 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:
- On your phone, open a browser and enter the application URL in the address field.
- 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:
- 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
- Tap the application bookmark.
- 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.
- Tap the contacts or companies button to access the respective list.
- 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.
- Tap the name of a contact to view its overview screen.
- 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:
- Tap the Search icon at the bottom right of the screen.
- 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:
- 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.
★Non-Financial Obligations and Related Events (improved version)View Full Article
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.
Non-Financial Obligations allow you to track all non-financial deliverables, called "events", that need to be completed as defined in an agreement.
With this improved version, you can now manage the Non-Financial Obligations directly from the agreement, without leaving the page, and thus save time.
This can be very useful, to plan and manage critical stages in the contract lifecycle, for example the contract expiration and renewal. This way, you will be informed on time by setting the reminder at the notice date. This also applies to managing Joint Steering Committee and providing reports.
Creating a Non-Financial Obligation
You can create a Non-Financial obligation through an existing Agreement.
- On the Agreement overview page, scroll down and click on the tab "New Non-Financial Obligation".
The "Details" tab
A New Non-Financial Obligation pop-up will display and in the "Details" tab you will enter all the information needed.
- Enter the title of the Non-Financial Obligation.
- Select the Transaction party / Company.
- Select the type of event.
- Specify whether the project is incoming, outgoing or joint, meaning a joint report that all parties in the contract must create together.
- Enter the description.
- Enter the due date.
- Enter the comment.
The "Reminder" tab
As you are completing the details on the non-financial obligation, you will notice another sub-tab called ‘Reminder’. This tab will allow you to notify application users about the due dates.
- 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.
- This setting notifies you X number of days in advance of your non-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.
- Add a comment.
- 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/event within an agreement.
- Go to the "Non-Financial Obligations" tab.
- Click the duplicate icon.
The system will automatically create a duplicate of the obligation you have selected:
Then you just have to customize the information on the "Details" and "Reminder" tabs and click "Save".
Complete an Obligation
Once you have created a non-financial obligation, you can start validating an event.
- Go to the "Non-Financial Obligations" tab.
- Click on the calendar icon.
- Change the complete date if needed.
- Select the status of the event.
- Modify/compete the comment if needed.
Once the event is completed, you will notice that the icon turns green:
If you need to edit your obligation/event, for example to change the date, you just need to go to the lister of the Non-Financial Obligations (click on the double arrow) and then click on "Edit page":You can configure this lister to add more fields if needed.
★NotificationsView Full Article
Use notifications to schedule automated reminders to yourself or to your colleagues.
Notification recipients can be application users or internal contacts with a valid email address. The email sent to the recipient will contain a link to the object that the notification is linked to.
Notifications are available for the main business objects, but are most commonly associated with agreements as they help users ensure both financial and non-financial obligations are met and reduce the risk of missing contract deadlines.
- Enter a Title. This will also be the subject line of the email that is sent, so a clear, relevant title is important.
- Select the people who will receive the notification. The list of available recipients consists of Application Users & Internal Contacts.
if you don't see the name of the recipient you're looking for, it's possible that person is of type External, or does not have an email address. Check the contact's profile to confirm.
- Define when the notification should be sent and its frequency.
Regarding the frequency, here are the possible options :
- One Time
- Weekly (i.e. every 7 days)
- Bi-Weekly (i.e. every 14 days)
- Monthly (i.e. every 30 days)
- Quarterly (i.e. every 91 days)
- Semi-Annually (i.e. every 182 days)
- Annually (i.e. every 365 days)
- Add a comment which will be added to the body of the Notification email. Note that by default, the body of the email will contain a link back to the object it was sent from.
★Out-LicensingView Full Article
Out-Licensing Projects, In-Licensing Opportunities, R&D Collaborations and Acquisitions 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 Out-Licensing Projects.
Out-Licensing projects and discussions allow you to structure and organize your out-licensing deals. The out-licensing project is the starting point, describing the asset you want to out-license and overall details about the deal. Discussions with each interested partner or company are linked to the project. The Out-licensing Dashboard presents all your Out-Licensing efforts in a visual format.
The following graph summarizes the relationships between the objects in this module:
- The overview tab contains general information about the project, including the name of the deal, the type, the priority, and the business unit.
- An out-licensing project can be linked to one or more assets. In most cases, you would link a single asset to a project.
- The discussions tab contains a discussion for each company interested in the opportunity or asset (see below).
Note: Additional tabs for linking documents, contacts, and other key information can be displayed on the out-licensing project (refer to the details under Page Settings). But generally speaking, most users track and organize this information on individual discussions, as each discussion is based on an interaction with a specific company.
Each out-licensing discussion has its own page with related details, including:
- A link to the parent out-licensing project as well as to the overview screen of the company that the discussion is with.
- The status of the discussion, which is used to follow the discussion through the workflow and map the discussion on the out-licensing dashboard.
- Fields to describe whether a CDA has been signed.
Note that when CDA = Yes, additional date fields appear for you to specify when the CDA was signed and when it expires.
You can create an discussion from the Discussions tab on the project, or you can create it using the Outlook add-in. The add-in is the more efficient approach if you are beginning to track your discussion based on an email you received from the other company; it allows you to both create the discussion and consolidate the email, any attachments, and any new linked contacts in the same action.
Workflow in out-licensing
You can manage workflow in the out-licensing module in two ways:
- Milestones can be added in administration and displayed on the out-licensing discussion or project, then displayed and managed in the workflow ribbon and tab. When milestones are entered this way, they will include additional features and better data for tracking and reporting: Initiate and complete dates, assignees, attachments, reminders, etc.
- Milestones can be added as list values in the Status field of discussions. This is usually the approach taken when a client's reporting requirements are light and they prefer to use the more visual out-licensing dashboard.
The out-licensing dashboard gives an overview of all out-licensing projects in the system as well as the number of discussions per project and per status. As you create new discussions and update existing discussions by changing their statuses, the changes are reflected in this table.
You can easily view the discussions that are linked to a out-licensing project by clicking the corresponding number in the blue circle. The system will display a popup as shown below:
The popup contains a link to the project and to each of its related discussions.
Note: If an out-licensing project and/or discussion is restricted and you have not been added to the Authorization list of that object, the name of the project and/or discussion will be listed in the popup, but it will not be linked.
★Portal OpportunitiesView Full Article
A portal opportunity is an opportunity submitted to the Inova application via an external portal. It allows people other than Inova application users to submit assets to your company for evaluation.
The external portal can be built and installed by your internal IT as part of your corporate website or built and deployed by Inova. If your Inova application does not include a portal and you need to have one implemented, please contact your Inova Customer Success Manager.
How the Opportunity Portal works for submitters
An example of the Inova version of the portal is shown below.
Step 1/2 : Contact information
At this stage of the registration process the submitter need to enter his own contact details.
These details are used at step 2/2 to create a new contact in your Inova Platform and can thus be re-used for future opportunity submissions.
- These fields will allow us to automatically create a new contact in the Inova application.
- Note that the company will not be automatically created in the Inova application to avoid duplicates. This field will be used later by the reviewer to know to which company the contact must be linked.
- This email address is used to confirm the submitter's registration details and then for all other communications that may take place during the process.
At this stage, no contact has yet been created in your Inova application.
When the details are completed then the submitter has to click on the "Continue" button to proceed.
Step 2/2 : Opportunity information
Then the submitter need to enter the details of the opportunity he wishes to submit to your Company, including supporting documentation. He also has to accept the standard Terms and Conditions.
- This will be the name of the Portal Opportunity created in your Inova application.
- Depending on what is selected for these fields, the opportunity created will be automatically assigned to the right person (user) within your company.
To be defined with your Inova Customer Success Manager during the implementation of the Opportunity Portal.
- This will be the description of the Portal Opportunity created in your Inova application.
Please note that this field is limited to 1333 characters.
- The submitter can add some not confidential documents to support his request.
List of accepted file formats : PDF, PPT, JPEG, PNG, Excel and Word.
Maximum upload size in total is 8MB.
- Please note that the "Terms and Conditions" text can be personalized.
To be validated by your Legal team and then implemented by your Inova Customer Success Manager during the implementation of the Opportunity Portal.
- We added captchas to help protect your opportunity portal against bots and other automated means of inter-acting with the portal and thus prevent from automatically completing the registration process.
- Once the submitter clicks on "Submit", the following message is displayed to him and he also receives a confirmation number by email for his submission:
How the Opportunity Portal works for reviewers
Once the submitter clicks on "Submit", the data is pushed into the Inova application as a new contact and new portal opportunity:
- You can restrict access by modifying this field and then managing the permissions.
- The opportunity is automatically assigned to the person with the appropriate expertise. This automatic assignment is done according to the criteria selected by the submitter for the following fields : "Opportunity Type", "Development Phase" and "Therapeutic Area".
- This field is there for informational purposes only.
It helps you to fill in the "Company" field for the opportunity as well as the contact newly created.
- Two options are possible: declined or Converted.
- This is the number of days spent between each status change.
Note that you can find the submitter in the "Contacts" tab:
The documents sent by the submitter are available in the "Documents" tab:
If you decide to decline the opportunity
- Edit the opportunity.
- Change its status to "declined".
- Click "Save".
- Then go to the "Contacts" tab.
- Select the contact who submitted the opportunity.
- Click on "Email":
- Then inform the submitter of your decision via our email template.
This template can be personalized if needed.
- If you select the "Save a copy of this email" option, you will find this email in the "Emails" tab.
If you decide to pursue the opportunity
- Edit the opportunity.
- Change its status to "Converted".
- Fill in the "Company" field by selecting one from the list or creating a new one via the plus button.
- Click "Save" when done.
- It can then be enriched with details from Reviews, Documents and Emails.You can also use Activities.
- Create the related in-licensing opportunity.
★R&D CollaborationsView Full Article
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 R&D Collaborations.
R&D Collaboration overview
- The name clearly identifies what the R&D collaboration is about. It can be a description or a code name, or a standardized combination of linked object names, e.g. company name + project type.
- If the evaluation is confidential, you can set it to Restricted and grant selective access to it via Authorization.
- An R&D collaboration is linked to the company, organization, or institution you are collaborating with.
- The status of the R&D collaboration 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 quickly see the exact stage of the collaboration in the workflow ribbon. The ribbon can be displayed or hidden using Page Settings.
- 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.
- 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.
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:
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.
- 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 R&D Collaborations). 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.
★Reviews - IntroductionView Full Article
Reviews are the primary way for soliciting feedback from your colleagues about opportunities you are tracking in the system. With a review, you can create and re-use a template of questions and submit them to participants who provide their answers via a response page. Their responses are centralized and organized in the system, allowing you to more easily and efficiently make decisions about potential business deals and other opportunities.
Within BD, you can use reviews to get documents reviewed and approved, or to obtain input from contacts who are not system users but who are involved in the decision-making process within your department or area of expertise. The result is quicker and more efficient decision-making during the initial screening of an opportunity or as part of the due diligence process.
Alliance Managers can use reviews to create Alliance Health Checks, which they can share with partners to get input on the status of the relationship. The results of an alliance health check can be fed into a spider chart, for clients using Advanced Reporting. Click here for details.
Upon request, Inova can provide clients with a slate of pre-configured templates for this use case as well as others such as Request for Input on a Document and CDA Contamination Check. See here for details.
A review is always linked to an object (sometimes called a "container") such as an asset, project, or agreement.
Create a review
To create a review,
1. Click the New Review button on the Reviews tab of the object.
The New Review form will be displayed.
2. (Optional) From the Templates dropdown, select a review template. The screen will refresh to display the settings and questions for that template.
Templates are created by the administrator. See Reviews Administration for information on how to create review templates.
3. Enter general information about the review, starting with the Title, which is required. Note that when you select a template, this field will be automatically populated with the template title. Be sure to edit the title to better describe the objective of your review.
4. From the configuration options,
- By default, the review is set to display all answers to all review participants. To create a blind review, uncheck this box.
- By default, the review is set to display the Overview section of the objects being reviewed. To hide these details from review participants, uncheck this box.
5. Select review participants by selecting individual contacts or by selecting a contact group.
6. If the participant you want to add is not available in the list of contacts, you can add them to the database by clicking the plus button to the right of the dropdown. This will open a New Contact form. After populating the required fields, click Save.
In the New Review, the new contact will be listed under the Participants section with a yellow icon, as shown below:
Note: The system will display several visual cues to alert you when an external contact has been added to the review.
- When searching for contacts, the type is listed in the dropdown and External will appear in red font.
- Selected external contacts have a red border.
- When you hover your cursor over the selected contact, the type is displayed in the mouseover text.
- A warning message will also appear next to the Save buttons at the bottom of the form:
7. Create as many questions as needed and select the answer type for each.
Note that if you are using a review template, this section will be pre-populated. You can modify these questions and answer types or add additional ones as needed.
8. As needed, attach documents to the review.
To be attached to a review, the documents must already be uploaded into the application in the document manager of the container object. If the name of the file you want to attach isn't in the list--or if the field itself does not appear at all in the review form--then the file hasn't been uploaded yet. Save the review, upload the document to the document manager of the container, then edit the review to attach it.
Document Security and Reviews
You should only attach a document to a review that you know can be shared with the participants and their colleagues, especially when including external contacts in the review.
When in view mode, the review will highlight restricted or CDA-covered documents as shown in the screenshot:
- If a document attached to the review is restricted, the system will indicate it with a message next to the file and in the Restricted column.
- If the document is flagged as "Covered by CDA," the system will display that in the Under CDA column.
When the review is in edit mode, CDA-covered documents will be highlighted with red, as shown below:
When you hover your cursor over the document, the restriction details are displayed in the mouseover text.
Save and Start
After you've entered all the review details, you have a couple of options:
1. If you're not ready to start the review yet, click Save. You can return to the review anytime and make changes. Once you're ready to start, in the Review Overview tab, click Start Review:
2. Or, you can click Save & Start.
Once you start a Review:
- The system will automatically generate and send via email a review request to each participant. The review request will have content specific to the user's type, external or internal. The content of these emails can be modified by the system administrator.
- If the system is unable to send the email, an error message will appear in the Request Email Status column in the Participation tab.
- For anyone who is both a system user and a participant of the review, the Reply link will appear next to the In Progress status once the review is started. The review will also be listed in the My Reviews tab on the home page.
★Reviews - Monitor and ManageView Full Article
Once you've started a review, you have a few options to monitor and manage reviewers' participation. You can change the review and alert the participants about the change, add or remove participants or documents, track participation, post a decision after closing the review and export the review results.
Manage the review
Let's take a look at the Review Overview and see what the options are when managing a review.
On the Review Overview page:
- Click Edit to change the review details and change, add, or review questions and answer types.
Note that when you make a significant change to a review, such as adding a new question, the options at the bottom of the edit page appear as follows:
When you click Save and Notify, the system will send the participants a notification by email that the review has been modified.
- Click Choose Participants or Choose Contact Groups to update the list of participants. The system will automatically send an invitation to the new participants after you save your changes.
If the participant you want to add is not available in the list of contacts, you can add them to the database by clicking the plus button to the right of the search field. This will open a New Contact form. After populating the required fields, click Save.
Note: In the choose page, if the contact is external, the name will be highlighted in the search results as shown:
Then highlighted like this after selection:
Likewise, a warning appears next to the Save buttons in the Edit page:
- You can add or remove documents from the review.
- You can quickly see how many people have responded to the review, and review their responses to-date.
- If the participants are slow to respond, click the Participation tab to display some reminder options.
In the Participation tab, you can:
- Resend the review request to all participants.
- Check the each reviewer's participation statuses and send individual reminders.
- Check the status of the systems' communications with the participants.
Remember that you should receive a notification every time a participant submits her answers. If you or other review participants are not receiving the email alerts as described, check your junk mail folder or contact Inova support.
Close the review
When you have received all the responses you need from the review participants, you're ready to close the review.
- Click Close Review. The system will refresh the screen and display a Review status of Closed. The participants will receive an email letting them know that the review is closed. They will no longer be able to access the response page, nor to enter or edit their responses.
- Click edit to select a decision and enter a reason for the decision. Click Save when done.
- If needed, you can export the full review content to Excel. The export will include all the participants' responses.
- If the participants submitted documents with their responses, those files will be detached from the review and put into a subfolder in the document manager of the container. Navigate to the overview screen of the container and check the Documents tab to confirm the attachments are in the right place:
- Click Edit to change the review details and change, add, or review questions and answer types.
★Reviews - ParticipateView Full Article
Once you click Start Review, the system sends a review request by email to all review participants. Depending upon whether the participant is an internal or external contact, the notification will contain slightly different content.
To an internal contact:
To an external contact--note the difference in the confidentiality statement:
In both cases, the email contains a link to the review response page.
Responding to a review
When the participant clicks the link, the review response page will be displayed in a new browser window.
The top section of the form includes information about the container (the object being reviewed) and (1) an email address allowing the participant to send an email to the review owner if needed.
If the review participant is also an application user, then he can click on linked objects (2) in the review response page and the system will display the overview screen of those objects. Review participants who are not users of the system, however, are not able to enter the application via these links.
In the middle of the response page are the documents the participant can download and view, as well as the questions the participant is expected to answer.
Warning messages at the top of this section (1) and under the Under CDA column (2) warn the user if any confidential documents are attached to the review.
Review participants (including those who are not users) are able to download any file you link to a review, even documents that within the system have access control applied. Only attach documents to reviews that you know can be shared with any review participant.
Review participants enter their responses in the Q&A section (3). All questions are required, unless the application has been configured to allow you to skip questions (4). This configuration setting is found under Reviews Administration.
The participant can also upload documents (5) in support of the responses they provide. This configuration is enabled by default, but can be disabled by the administrator.
In the Summary section, the participant can quickly check to see how her colleagues are responding (1) (unless the review is a blind review as configured by the review owner), then click Save once she's done entering all her responses (2).
Once a participant submits her responses to a review, both she and the review owner will receive an email notification. The notification confirms the reviewer's participation and contains her responses.
So even after the review is closed, the participant will have a record of what her responses were.
If the participant fails to respond in a timely fashion, the review owner can send her a reminder.
My Reviews tab
Application users logging in to the application can access reviews they are participating in in the My Reviews tab on the home page:
The My Reviews tab gives the user quick access to all her reviews, so she can avoid searching the system (or her inbox) for the review link.
★Status LogsView Full Article
Status logs allow users to enter quick notes, updates, reminders or next steps on a business object in a timeline format. Within a status log, the user can also create a follow-up activity for himself, and that activity will appear in the Activities tab.
The system also automatically updates the status log of an objects based on certain updates to its container. These updates include:
- Completing a milestone
- Completing an activity
- Completing a review
- Changing the status of an object
- Archiving an object
- Re-opening an archived object
View Status Logs
- Access status logs via the Status Logs tab.
- Click to create a new status log.
- View a timeline of the latest status logs and updates about the object.
- If you have follow-ups pending completion, complete them directly from within the same tab.
- The list is automatically filtered to only the most recent posts. Click Show All to display the full list of updates.
Here are the list of actions that automatically generate updates in the Status Log:
Create a Status Log
- Enter text in the comment field. This text will be displayed in the status log tab.
- If a follow-up activity is required, enter a title for it.
- Add the due date of the follow-up activity.
- Click Save to create and post the status log.
★Strategic ObjectivesView Full Article
A strategic objective is a request to find assets which are aligned with your company's overall business strategy. Strategic objectives help create alignment and efficiency between S&E / scouts and the rest of the business development team.
A user such as a BD manager can create a strategic objective, add context to it by attaching documents and links, then Watch it to receive an alert whenever a scout links an asset to it. He can also configure a list to show which deals are linked to which assets are linked to which strategic objectives, giving an end-to-end perspective on the success (or lack thereof) in the current deal flow.
★User ProfileView Full Article
The profile contains basic details about you, the user. Your profile displays general information such as your login, name, email, rights, etc. and allows you to select deputies.
View your profile
- Access your user profile via the menu link My Profile.
- Edit your profile to modify your name, email, nightly notifications and Time Zone.
- Change your password to access the application.
This option is only available when LDAP or WebSSO has not been activated. See section below for more details.
- View your rights on all modules of the application (maintained by your Inova administrator). Available options are:
- Restricted Reader: Read Only access, limited to the Overview tab of non-restricted objects in that module; no access to contained objects, e.g. reviews, documents, emails, and activities.
- Read Only: Read Only on all non-restricted objects in that module
- Read Write: Read-Write on all non-restricted objects in that module
- Executive: Read Only on all objects, including restricted objects
- Super User: Read / Write on all objects, including restricted objects
With Restricted Reader, Read-Only, and Read-Write rights, you can only see restricted objects if you have been added to the authorization list of that object. More details in Authorization.
- Access your deputies list.
Edit my profile
- Displayed user name. The format should be Firstname Lastname.
- Your email.
This must be a valid email address in order for you to receive notifications & reminders from the system.
- Enable or disable all nightly notifications, including Watch It alerts and reminders for activities and payments.
- Select the time zone where you work.
- Select the UI version. The default is v5.0, but if needed you can change it to v4.0.
Change your password
The option to change your password is only available if you are not using LDAP or SSO authentication.
- Enter your current password.
- Enter your new password twice to confirm it and click "Save".
Manage your deputies
It's possible to select another user as your deputy. Your deputy is able to share your workload in the system by modifying projects and other objects you own.
Note that when your deputy changes something on your behalf, it's still possible to tell which user actually made the change by reviewing the object's audit log. See the Audit Log section of this article for details.
- To add a deputy, click on "Choose a deputy".
- In the Choose Page, select your deputy from the dropdown list and click OK.
- Once you select a deputy, that user's home page will display the Work As dropdown under their username:
When the other user selects your name from the dropdown, the system will refresh the screen and display your home page on your deputy's screen. Your deputy will now be able to view and access the projects and other objects that you own, according to their user privileges as set up by the system administrator.
When your deputy, Working As you, creates a new object, your name will appear as the owner of that object.