★Automated notifications for contact creationView Full Article
Automated Contact Notifications
Automated Contact Notifications
Some European compliance regulations require notifying a person if their personal information ("personally identifiable information" or PII) is stored in an electronic system like Inova. To satisfy this requirement, the application includes a feature that will automatically send an email to a contact when it is created or modified.
These alerts can be configured by the type of contact.
They can also be set up for new contact creation only, or additionally for when changes are made to existing contacts.
★Configure default document folders, milestones, and activitiesView Full Article
Some objects in the system include milestones and/or activities for workflow and task tracking, as well as document management tools that allow attached files to be organized into folders. The following sections describe how to create default objects for these features.
Note: Any changes made to default document folders, milestones, and activities will only apply to new objects created after the changes are saved. Ongoing or archived objects will retain their original default folders, milestones, and activities. If there is a business need to apply a new default document folder structure or set of milestones to current, already-existing projects, this change must be done by an Inova technical specialist. Contact your Inova administrator for details.
Default Document Folders
Navigate to Administration>Default Document Folders. The system displays a list of all objects that can have default folders, grouped by module or type.
Click the object you want to create default folders for. The Tree Folder page is displayed as shown:
As described in the help text on the right-hand panel, you can create, rename, and delete folders in this page.
Be sure to click Save when done.
Default Milestones and Activities
To create a list of default milestones or activities, navigate to Administration>Default Milestones and Activities.
Select the object you want to display the list of current milestones or activities for that object.
Click the New button to add a new milestone or activity. Enter then name of the new milestone and click Save. You can also click the name of an existing milestone to edit it and use the arrow buttons to change the order of the milestones as needed.
Click Save when done.
Note: As with list values, once a milestone is used, you cannot delete it.
To prevent an old milestone from being applied to a project, check the Archived check box. This will archive the milestone so that it is still searchable, but prevent it from being used in future records.
Default Child Activities
In this section, you can create a list of default child activities, or activities that fall under a specific milestone.
Navigate to Administration>Default Milestones and Activities. The page will display all the existing milestones for which you can create child activities.
If you don't see the milestone you need, you'll have to create it first. Refer to the section above to create one.
Otherwise, enter the child activities in the editable field next to the milestone. Separate the child activities by pressing the enter key.
Click Save when done.
★Configure menusView Full Article
Main Menu Configuration
Main Menu Configuration.
Main Menu Configuration allows you to group and order the menu links according to your business needs and vocabulary. How you position the links can give them greater priority and visibility, or categorize them so that your users will be able to find things more easily.
- To rearrange the menu links, simply select, drag, and drop each link into place on the list. Highlighting in dark grey will show you where the menu item will be dropped.
- To create a new group, click "Add Group" on the top left corner. Give the new group a name and drag the related links into the group. To delete a group, press the red button with an X on the right side of the group.
- Rename a group by double-clicking on it, changing the name and pressing enter. Renaming can be canceled by pressing ESC.
- To hide a link from the menu, un-check the corresponding checkbox.
Note: This option should only be used if an entry in the menu appears to be missing (i.e. it no longer appears because it was accidentally deleted from the list).
will load the menu configuration that the application was shipped with.
Once you have made your changes, click Save.
Email Push Wizard Page Configuration
It's also possible to configure the menu of the landing page or wizard that the application displays when you use the Additional Actions option in Email Push. This landing page allows the user to select the object he wants to push an email to. The application administrator manages the content of this page.
Note: It's important that this landing page only presents the objects that the application allows you to push to, e.g. if you have not activated R&D collaboration projects, you should not allow users to push emails to them.
To access this page, navigate to Home>Administration>Email Push Wizard Page Configuration.
The exact same tools and options are available as when managing the main menu itself, as described above.
Be sure to click Save when done to apply the changes.
★Configure page layouts per profileView Full Article
A user can be linked to a specific profile based on role, e.g. an Alliance Manager or a Scout. Based on that role, you can use Page Settings configure the home page and other screens to display and group information in a way that's best suited for that role, or to hide low-priority tabs in order to minimize the volume of data displayed onscreen.
Profiles are created and managed in Administration, then pages designed per profile. Click here for details on how to create and assign users to a profile.
Adjust Page Settings per Profile
To manage the layout of a page,
1. Navigate to the page, then, click Page Settings.
2. In the Page Settings screen, click Customize Tabs. Note that only an Administrator can see this button.
The Customize Tabs screen will appear:
3. In this page:
- Select the profile you want to apply the configuration to.
- Select each tab's display options. A tab can be:
- Visible: The users with this profile will see this portlet. Check both boxes to set this option.
- Hidden: The users with this profile will not see this portlet by default, but can choose to display it if they want. Check only the Available box to set this option.
- Not Available: The users with this profile will not be able to see or display this portlet. For that page or object, it won't be available to them. To make a tab Not Available, uncheck both boxes.
- Make changes to tab grouping as needed by selecting, dragging, and dropping tabs from one group into another. Click New Group to create a new group, then drag the desired tabs into it.
- Reorder tabs within a group by drag-and-drop.
4. Click Save when done.
All users linked to a given profile will automatically see the configuration applied once you save the changes. Depending upon the above settings, the user can choose to hide or display whatever tabs are available to them. If a user has an issue with finding information on a page, it could be that they have hidden the tab without realizing it. If this is the case, check their page settings to make sure the available tabs are set to be displayed.
Note that as of version 6.1, a new workflow ribbon and workflow tab were introduced to the application in order to greatly increase usability on some modules:
These options are hidden by default. If you want to take advantage of these tools, contact your Inova customer success manager or Inova support for more information.
★Configure the Cortellis ConnectorView Full Article
Customers who are using the Cortellis connector to query asset information need to set up a few items in the Administration module of the application.
Configure Datasource Connection
Navigate to Administration > Configure Datasource and Updates.
The Configure Datasource Connection tab displays the settings that must be configured for the connector to access Cortellis.
What you as the administrator need to enter:
- API Name--This will be provided by your Clarivate representative.
- API Key--Also provided by your Clarivate representative.
- Repeat API Key--Repeat the API Key entry to verify that it is correct.
- Period to Display Update Detail (days)--This setting determines the number of days that the system will display a date in red font in fields that are updated via the Cortellis Update.
What Inova needs to enter (5):
- Use a Proxy Server--If the http query performed by the Inova application must go through a proxy server to reach the Host URL, this box should be checked. If this box is not ticked, or if either of the following two fields are empty, the application will attempt a direct connection to the datasource.
- Proxy Server--If the Use a Proxy Server box is checked, enter in the address of the proxy server to use here.
- Proxy Port--If the Use a Proxy Server box is checked, enter the port to use for the connection to the proxy server.
Schedule or Run Data Updates
Settings in this tab define the time period of how often the system will automatically re-query all previously-imported assets and update any available modifications to the Cortellis fields on the asset object. The default value is 30 days.
Note: These updates will be highlighted in the asset object with a red date field in the tab containing non-editable Cortellis data. The data in the editable fields under the Overview tab will NOT be changed.
To schedule the automatic update of all imported items:
- Check the Turn on Automatic Update checkbox.
- Enter the update criteria in the date and time fields.
- Click Save when done.
To run a single manual update, click the Update Now button.
End users can also update Cortellis records from within the asset itself, as described in this article.
★Create ad-hoc reports from a listView Full Article
Configurations of lists of records in can be customized, saved, and reused as Views. A view that an end user creates is listed under My Views and is visible only to that user. The Inova administrator, however, can create Template Views that all users can access.
To create a template view:
- Select the object type from the main menu.
- Click on the wrench button in the top-right corner of the list.
The configuration page will appear.
- Click Create New.
- Click Template.
- Enter a name for the template.
- Click Save.
Now, set up your configurations for the template:
- Select the columns you want to display.
- Change the column order by drag and drop.
At the bottom of the form, you can also add grouping, choose whether or not to include Archived items, and choose how many records you want displayed at a time:
- Click Save. The application will display the list with the new template applied.
All end users will immediately see the template in their Template Views, in the views dropdown.
Note: An end user cannot make changes to a template view. Users who are not aware of this may see the sorting and other options are disabled and perceive this as a bug. If this happens, instruct the user to select the template view, copy it to My Views, and then change it as needed.
★Email TemplatesView Full Article
To manage email templates, navigate to Administration>Email Templates.
The Deals and Alliances application uses email templates for the following:
- Notifications--sent to recipients based on delivery schedules set by users. Available on most major objects, most commonly used on obligations.
- "Assign To" Emails--when a user assigns an object to another user, the system automatically sends a notification of the assignment to the new owner and a second notification to the original owner notifying him of the change.
- Password Management Email--can be sent when the administrator assigns a user a new temporary password.
- Reminders--email messages linked to activities and milestones.
- Reviews--emails are sent to review participants to invite them to participate in a review, or to remind them that they have been invited but haven't responded yet, and to let the review owner know when a participant has submitted a response.
- Email Manager Templates--these apply to emails sent from the Contact or Document Manager. The content of these template vary from client to client, but they can cover a number of use cases, including internal alerts, renewal reminders, acknowledgement of receipt of information (e.g. "thank you for your interest") and other common email communications that require a standardized form for easy repeated use.
Update a template by clicking on its name in the list.
The "Edit" screen for the template will appear as shown below.
Most template edit screens also include tips on how to make the changes, as shown in the Explain tab below the editable fields.
Remember to click Save after making your changes.
★Import data with Excel filesView Full Article
With the Import Tool, you can import data into the application using an Excel file (for example, a list of contacts or companies). The Import Tool helps reduce manual data entry and in some cases can be used instead of a custom data migration.
Note: Any user can be given the right to use the import tool via the settings in her user profile, as long as the application's license key includes those user seats. If it does not, contact your Inova administrator.
Also, while its use is not limited to administrator rights, in most cases the administrator controls access to and manages the use of the import tool, to maintain data quality. In some cases, users may inadvertently introduce duplicate list values, for example, by importing records where a list value is spelled slightly differently from what already exists in the application.
Open tool and create import template
Open the import tool by clicking the Import link in the main menu.
- Select an Object: With this option, the user selects the type of object that will be imported into the application.
- Select Import File: Click here to upload the file containing the data to be uploaded. To generate a blank template file for the data you want to import, leave this blank.
- Start Row: This is the first row in the spreadsheet whose data will be imported and used to create a new record in the application.
- When you click Process without selecting a file to upload, the Sample Import File link appears. Click this link to download the template to your machine.
- Duplicate Objects Action: Choose how the import tool will manage duplicates. A duplicate will be identified by the object name. If a duplicate is found, the tool can either:
- Ignore the object, meaning that row of data in the spreadsheet will not be imported
- Update the existing object, meaning that the data being imported will overwrite the existing record in the system
Prepare data for import
After step 4 above, copy and paste data from your current spreadsheet or other data source into the appropriate columns in the template.
Each column represents a field on that object. In the example below, the columns represent fields on the Asset object:
Required fields are marked with an asterisk. Row 3 contains a description of the data format that that column must follow (text, list value, etc).
Note that the import tool respects all data entry rules built into the application's form configuration. For example, if an asset is configured such that a company is a required field, then all imported assets must have some value in the Company column.
In the case of a configuration where the required field must be populated with a linked object such as a company, the companies in the company column have to already exist as company objects in the database. Depending upon these rules, you may be required to import data in a certain order, e.g. the companies list first, then the list of assets.
Once you have prepared your import file, navigate back to the import tool, upload the file (step #2 above) and click Process to import the data.
If the data entry rules are not respected or the data in your spreadsheet is not imported properly, the import tool will display an error message and specify the columns where there are issues.
You will need to update the import file and re-upload it. If you are having trouble getting the data prepared or experience these error messages repeatedly, contact your Inova Customer Success Manager.
- Select an Object: With this option, the user selects the type of object that will be imported into the application.
★Manage list values, labels, and help textView Full Article
The application administrator can add, edit, delete, and archive most list values in the application and can edit labels of fields as well. The administrator can also create and update help text, which are displayed in the application when the user mouses over a screentip icon.
List values, labels, and screen tips are usually not changed frequently in the application, as the changes impact users immediately and can have some impact on related dashboard reports. In most cases, rather than having the administrator manually enter one-off changes, it is highly recommended that users participate in a workshop or other configuration exercise with an Inova technical expert, to ensure that dependencies such as dashboards are not impacted adversely by configuration decisions.
The Inova expert will incorporate the changes into the application's form configuration file, which is used to build all the forms, fields, and data entry rules in the system. This also helps ensure that any label changes that may have been made by the administrator are not lost when the configuration file is updated and reloaded back into the application.
Contact your Inova representative for details.
Manage list values
the administrator can view, add, edit and delete list values. These values populate the dropdown lists and checkbox group lists found throughout the application.
To access this view, navigate toManage List Values. The list of the different objects using list values will be shown, grouped by module or object type.
Select the object you want, then select the field in that object.
Now, you can perform then 5 different actions:
- Click on New to add a new value.
- Click on the label/name of a list value to refresh the screen and edit it.
- Use the arrow Up and Down to change the order of the list values.
- Click on the delete button X to delete the default folder.
- Archive the value: Once a list value is used in an object, it cannot be deleted. But the administrator can prevent users from selecting a list value in future by Archiving the value. Archived list values can still be included in searching and filtering lists, but they cannot be selected as an option when creating or editing the container object.
Remember, all changes to list values are effective immediately. In most cases, list values are not changed frequently unless data cleanup is required. There must be a strong business reason to rename or archive a list value, as these changes impact the users themselves and can have an effect on the content of dashboard reports.
Note: In some cases, the form configuration file of the application creates some list values that cannot be changed or removed, as they are defined as part of a data entry rule configured in a form. These list values appear in black font, as shown below:
If these list values need to be updated or archived, contact Inova support.
All field and object labels in Inova can be edited via the Manage Labels tool in the Administration module. Labels can also be managed as part of form configuration.
Within an object's overview screen, a field label appears to the left of the field content. Labels also appear in places such as the top of overview screens, in the toolbars of tabs, and in the left-hand menu of the user interface.
Short and long labels are used in different locations in the system. Short labels are mainly used in lists as column names, while long labels are mainly used for fields in Add forms, Edit forms, and Overview screens.
To manage labels, navigate toManage Labels.
The first level of the label configuration is the object level. The list that's displayed, as shown in the screenshot below, contains the labels associated with the object type or class, e.g. Acquisition, InLicensing Project, etc.
To change these labels, click Edit.
Be sure to change the values in all four columns for consistency, and click Save when done.
Label changes are global; e.g. if you change the label "Company" to "Organization" following the steps below, then every instance where "Company" appears in the application--forms, menu links, column heads, and all other places the label appears--the application would display "Organization" instead. If your system setup includes the Thomson integration, it is recommended that you change the import field label names with care. If the field label names do not match the data being imported, it could cause confusion among your users.
The second level of label configuration appears when you click on the name or class of a object. The application will drill down and list the labels for each field belonging to the object.
Most objects have a lot of fields and therefore a lot of labels you can change, so you may need to filter the list by the Label column to find the field you're looking for, as shown below.
Once you've located the label you need to change, click Edit to edit the labels. Remember to update Label and Lister Label for consistency.
Click Save to apply your changes.
It's in this second level that you can also add or edit screen tips in the application.
While the screen is still in Edit mode, add the screentip in the Help field.
Note there is a limit of 1333 characters per screentip.
Click Save when done. The screentip will appear as a popup when you mouse over the i icons, as shown below:
★Manage opportunity portal settingsView Full Article
Under Administration > Crowdsourcing Administration, you'll find settings related to the opportunity portal.
This article covers the related options and settings for the portal available within the D&A application. Not all clients who have an opportunity portal use these options; some add the features, such as submitter notifications, to the portal itself. If you are interested in adding an opportunity portal to manage submissions, contact your Inova administrator or send a request to support for more information.
Under Configuration, select the user who will be the default owner or assignee of all opportunities submitted via the portal.
When opportunities are submitted via the opportunity portal, they come into the D&A application as Submissions. Therefore, the assignee should be a user who has Read-Write or Superuser rights to the Base module, which includes the Submission object.
You can also enable and disable the notifications sent automatically to the submitter and/or to the assignee.
- "Send notifications" must be selected for the submitter to receive the notification.
- "Receive notifications" must be selected for the assigne to receive the notification.
The submission object or portal opportunity includes a field called Number of Days Open that indicates the number of days that the submission has been in the system in an active status. If Days Counter Stop is selected, then once the submission is either declined or converted into an opportunity, the counter will stop. If you don't want the counter to stop, uncheck this option.
Select "Days Counter Reset" to reset the Number of Days Open field to zero.
In Crowdsourcing Email Template, you can configure the related email templates with your company branding and communication strategy.
Click on a template to edit its content:
Click Save when done.
★Manage user rights, groups and profilesView Full Article
The "Manage Users" section allows the administrator to create, edit, and disable users, to manage user rights, and assign groups and profiles.
To create a new user, navigate to Administration > Manage Users, Groups and Profiles, then click the Users tab. Then, click New User to display the new user form as shown below.
Populate the required fields and click Save. You can change user rights at any time. Some guidelines:
- The "Login" field (ie user ID) cannot be changed once the user is created. The email address of the user must be used here.
- Enter a default password. Be sure to have the users change this to a valid, strong password right away. The application supports client-specific minimum password requirements.
- Click on the field to display the list of already existing internal contacts then select the one you want to transform into an Application User.
If the person for whom you want to create a new account is not in this list, click on the plus button to create a new contact. New fields will then appear to let you fill in her/his last name, first name, email address and company. This fields can be changed later if needed.
The email address must be valid or the application will not be able to send the user notifications, review requests, or other communications. The system does not validate email addresses via this form, though it will display error messages or other text when communications fail due to an invalid email address, e.g. when a user sends a request to a review participant whose email address is not valid.
- Select the rights you want to assign to this user (more information later in this article).
If your implementation includes WebSSO, the user's login and password are the same as what they enter to log into Windows, so #2 above does not apply (the fields will not be editable).
When a user leaves the company or otherwise no longer needs to use the application, the administrator must manually disable her/his account.
To disable a user, click on his/her user name, then click on "Edit".
Change the "Disabled" field to "Yes" and click "Save".
When a user leaves the company, the administrator can easily transfer ownership of all her/his projects to another user via the Replace Users feature.
These are the current user groups and levels of access control within those groups that are included in the Inova application suite.
- Super User: Broadest level of access within the system - can create objects as well as view, edit & delete all objects in the module even when not specifically listed as a member of the authorization list on restricted objects.
- Executive: The Executive user has Read-Only access to all business objects, including those marked confidential. As with regular Read-Only users, this user cannot create or edit objects, and his or her UI will have the same limitations as those described above.
- ReadWrite: This user can create business objects in the system and can read and edit all non-confidential business objects.
- ReadOnly: A Read-Only user can read all non-confidential business objects but cannot edit them. The only information a Read-Only user can add to the system is his or her Review responses. The UI for Read-Only users will not include some buttons and functions on both Overview screens and lists, including the following: Delete, New or Create New, Edit, Report or Run Report, Upload Document, Check Out and Lock, Edit in MS Office, Archive, and Assign To. Read-Only users can view objects, customize lists, use filter and sort tools, create saved views, and export lists. They can use the Email All function from the Contacts list or from a Contacts portlet, but they cannot send emails into the system using Email Push.
- Guest: As a Guest on the "Due diligence" module, you have a Read Only access, limited to the Overview tab, of the due diligence rooms you are invited to. You also have a full access to the Document Manager. You have no access to the linked business objects.
As a Guest on all other modules, you have Read Only access, limited to the Overview tab of non-restricted objects in that module. You have no access to contained objects (e.g. reviews, documents, emails, and activities).
Aside from the standard rights listed above, there are special groups that users can be added to, depending upon the application's license key and how the business wants the system to be managed.
- Administrator: The application administrator can access everything in the administration module only. Note: The Administrator is not a super user and does not by default have access to any other section or feature of the application. A user who has only this privilege may not create, edit, or view any business object, nor can he see objects or documents that are restricted.
- Allow To Share Contact Groups: The group that a user usually creates are always private. If the administrator allows this control, the user will be able to create shared contact groups. More details in this article.
- Enable Search in Cortellis: To select only when your company has a Cortellis license to be able to automaticaly import asset from Cortellis, leverage the advance search interface in the menu, etc.
- Enable Import: To use the Import tool to bring data into the system via Excel lists of contacts, companies, asssets, etc. See this article for more details.
- Opportunities Inbox: To have access from another application.
The Manage User Groups section of the Administration module lists groups of users by module and access level. This portlet contains and allows the administrator to update the same information as Manage Users, but by user group rather than user name (to save time).
User groups are system-wide, not object or user specific. The users groups that are included in your installation of the application correlate to the types of licenses you purchased with the application.
When you click on a user group name, the overview page will be displayed, as shown below.
Click the Edit button to add or remove users from the group, then Save your changes.
Profiles allow to you adapt the layout of certain pages in the application to fit the priorities of different business groups in your company. They also allow you, at a high level, to understand and manage the various departments or groups of users using the system at any given point in time.
As an example, a BD manager may need their home page to feature the list of their ongoing, active licensing opportunities at the top of the page and displayed any related reviews down below. An alliance manager, on the other hand, would need the home page to focus on the list of ongoing agreements. Likewise, when viewing a specific company, the BD manager will want to see the linked opportunities and assets at the top of the page, whereas an Alliance manager will want the alliances and agreements tabs up near the top and opportunities below that.
Furthermore, some larger companies who have different teams managing opportunities by deal type can use profiles to better track those users and deal types in the application. For example, if In-Licensing and Out-Licensing deals are managed by different people, they can be assigned profiles that show that distinction. As the number of Inova users at your company grows, profiles help you keep track of how those licenses are being distributed.
To create a profile, click the Profiles tab.
1. Click New Profile and name the profile.
2. In the Profile Overview, under Users, click Choose Profile Members to add users to the profile.
The page layout for each profile is managed per page or object. See this article to learn how to use Page Settings to change the layout of tabs on any page.
★Merge duplicate companies and contactsView Full Article
In D&A, it is possible to merge company or contact records using the Merge Tool. The Merge Tool gives the administrator the ability to perform field-by-field data maintenance, remove duplicate companies and contacts, and maintain data quality.
The Merge Tool lets the administrator find duplicates via automated or manual searches. Potential duplicates are selected from a list of search results. Duplicates are shown side-by-side, allowing the user to select specific fields from each to be added to the merged record, and also manually add information to blank fields. The user then previews the master record and if it is correct, he can complete the merge. All object linked to the duplicates will be automatically linked to the master record.
To use the merge tool, go to Administration>Merge Tool.
- Choose whether to search for duplicate companies or contacts.
- If deduplicating companies, you can search using either the name only, OR name or synonyms.
If deduplicating contacts, you can search using the person's name or email address.
When performing name field searches, you can search for an exact match (the system default) or use regular expressions, as shown in the examples below.
- . Matches any single character. Example: a.c matches "abc", "acc", etc.
- * Matches the preceding character zero or more times. Example: ab*c matches "ac", "abc", "abbbc", etc.
- .* Matches any text before that character-a wildcard search. Example: a.*c matches "ac", "acme inc", "actldadfc", "abbbbbbbbc", etc.
- ^ Marks the start of the search string.
- $ Marks the end of the search string.
-  Marks a set of possible character matches. Example: [ABC]aa matches "Aaa", "Baa", "Caa"
- \ Allows to escape special characters used by regular expression language. Example: gsk\.com matches "gsk.com"
- You can also combine expressions. For example: ^Bio.*Inc$ matches "Biomira Inc", "Biotex Labs Inc", etc.
- After entering the criteria, click Search. The results will be displayed as shown below:
- The results may include multiple records, depending upon your search criteria. Select the one you're looking for.
- Click Next.
- In the Select tab, choose the specific records you want to merge.
- Then, click Start Deduplication.
In this screen, the system displays a table listing all the fields for that object type, as well as a column for each duplicate record you selected in the previous tab. Review the content of each column carefully.
- If the field is blank in all of the duplicate records, enter a new value if you have the information. If the field is marked with a red border, that means it is required. The red will change to green once you've selected or entered content.
- If the field is populated in one or more of the duplicate records, select the correct value for that field by clicking the double-arrow button.
- When you've made or entered all your field selections, click Go to Preview.
Note: The above example shows only two records being merged. If you are merging more than three records, a horizontal scrollbar will appear at the bottom to allow you to quickly scan through the records and select the right values.
The Master Record Preview tab will be displayed, showing what the final record will look like after the merge:
Review the Master record and the list of links. If you need to make additional changes, click Go Back, make your changes, and click Preview again. Click the Linked Objects link to see a list of all the objects in the system that will be affected by the change.
Once the Master record is ready, click Merge. Once the merge is complete and the associated objects are successfully re-linked, the system will display a confirmation page, as shown below.
★Replace a user to transfer ownershipView Full Article
With "User Replace", the application Administrator can replace one user with another for all objects of a defined type. This feature is used when an Inova user is leaving the company and ownership of all his projects and agreements needs to be transferred to his replacement.
To use this tool:
- In the Administration menu, click Replace Users, then click the name of the object where users need to be replaced.
- Select the user being replaced from the User to Replace dropdown list.
- Select the replacement user from the New User dropdown list.
- Select the checkboxes for all the objects where this replacement should take effect.
- Click the Replace button.
The Result section will list the number of objects affected by the replace. The system will send a notification email about the change to you and to the user you selected as the new owner of the objects.
★Reset a user's list viewsView Full Article
In some cases, a user may have performance-related or other issues displaying a list after applying some configurations to it. This could be due to the number of columns or rows being displayed, or the complexity of applied filtering. In such cases, upon the recommendation of Inova support, the user's views can be reset to the default settings by the application administrator.
Note: This feature is to be used only if recommended by an Inova expert. ALL of the user's saved views (My Views) on all object types will be deleted, all lists will be cleared of any sorting and filtering the user had previously applied, and any templates that the user copied from the template views list into my views will be deleted.
To reset a user's list views,
- In Administration, under Tools, select Reset List Views, then select the user.
- Click Submit.
Once the confirmation screen is displayed, have the user validate the change by accessing lists in the application.
★Reviews administrationView Full Article
In Reviews Administration, the administrator can manage review templates, review responses, response types, and color coding. Email templates used in reviews are managed in a separate section, under Administration>Email Templates.
note: option to allow reviewers to upload supplementary documents as part of their responses to the questions. (reviews administration)
Access these section to manage:
- The list of available Response Types, or the types of responses users can choose from when adding questions to a new review, e.g. Yes/No/Maybe, 1-5, etc.
- The list of available Responses, or the different options a response can have.
- Responses, or the values/options that apply to each review response type, as shown below.
- Color coding for responses
- Review templates
Managing responses and response types go hand-in-hand, in a three-step process:
- The administrator must first use the Response configuration to create a list of values
- Then, use the response type configuration to create specific response types
- And finally, use the Response Types management to match available values to each response type.
1. Start by navigating to AdministrationReview Administration Manage Response Type>Response. The system will display the list of available responses, as shown below.
2. A certain number of values are available by default. To change an existing value, click it, edit the text, then click Save.
3. To create a new value, click New Response, enter the value, then click Save when done.
Note: The changes you make to these values are applied automatically and will impact ongoing reviews. Do not make these changes without first validating them with your users.
Manage Response Types
1. Now, navigate to AdministrationReview Administration Manage Response Type>Type.
2. A number of types are available in the application by default. These types map to the default responses available in the application. If you created new responses as per the previous section, click New Type to create a new Type for those responses, name the Type, then click Save.
Note that this is also where the admin configures the setting that allows review participants to skip questions.
Map Responses to Response Types
1. Navigate back to AdministrationReview Administration Manage Response Type.
2. In the Manage Response Types Page, several mappings are available in the system by default. If you have created a new type, it will be listed on this page, and the new responses will be in the Available column for that type. Select the Responses for your new Type, then click the arrow button to move them to the Selected column.
The system will save your changes automatically with each selection.
The Manage Colors tool allows you to rename and edit the colors that correspond to review responses. Colors are selected based on their HTML hexadecimal codes.
A number of colors are already coded in this list by default. If you added new available values as responses as per the previous section in this article, you can use some existing colors for those responses or you can edit them as needed.
To change a color, change the Hex Code and click Save. The change will immediately be applied and displayed in the Visual Color column.
Color names can be changed to any alpha-numeric value, but it is recommended that the naming convention be consistent, e.g. using the same prefix for all colors within the same group.
Response Color Codes
In this page, each response is mapped to a color. To change the color that maps to a response, select the new color from the Associated Color dropdown list.
If you created new responses as described previously in this article, they will be assigned default colors until you choose new ones. Once you select a new Associated Color, click Save to apply the change.
1. Navigate back to AdministrationReview Administration Manage Response Type.
2. Select the object type for the template.
3. Click New Template. The New Template form will appear:
4. Enter the required fields in the form. At least one question and answer must be answered.
5. You can enter default participants for the template. When creating reviews from the template, the user can update the list of participants as well as the rest of the template content.
6. Click Save when done.
Standard Review Templates
A list of standard default templates with preconfigured questions and answers is available upon request. The use cases covered include:
- CDA Contamination Check
- Request for Input on a Document
- Request for Approval on a Document
- Preliminary Non-Confidential Evaluation
- Business Case Validation
- Conflict of Interest
- Destruction of Confidential Information
- Alliance Health Check
If you want these templates uploaded to your Inova platform, contact your Customer Success Manager.
★Secondary system administration functionsView Full Article
The features in this section are used mainly by Inova Customer Success Managers or other members of the support team in initial troubleshooting, to solve an issue, or improve configuration.
Application Audit Log
The audit log feature, available on most objects such as assets, projects, and agreements, stores a list of all additions, modifications, and deletions made to an object. It is divided in two sections: Changes and Snapshots. The Changes section displays the changes that have been made. The Snapshots section allows you to take a snapshot of an object at a certain time.
Depending upon how active your application users are, the content of the Audit Log can quite extensive, and since nothing is ever deleted from it, the amount of information it contains can seem overwhelming. You can filter this content by the following:
- Predefined date range (Last 31 days,Last 6 months, This year, All)
- Manual date range
- User who made the changes
- Type of object
There is also an audit log for the entire application, available in the administration module.The administrator can use this log for different types of research in the system, e.g. in determining whether a business object was created by a user or the user's deputy; seeing changes on a object and changes on a field of an object.For some changes, like the creation of an activity, a "see snapshot" link will appear. Click the link to display a modal window with more details about the modification.
The Database Model displays the schemata for all objects in the application and lists field-level details for each object such as field name, whether or not it's required, and its type. It can be used to determine if there are available fields on each object that could be added to the configuration.
To navigate quickly to the list of fields of any object, select the object name from the dropdown list at the top of the portlet. The Linked Class column contains the names of objects that are linked to the object attributes you are reviewing. Click any link to navigate to the attributes of that object.
Aside from using the Outlook Add-in, users can bring email content into the application via Email Fetch. To use Email Fetch, an email account must be configured for the Inova application. You can see the email address for this account under Email Processor, as shown below.
When a user sends an email to this address, it sits on the email server until the application retrieves or "fetches" it. As needed, however, the administrator can manually update or "fetch" emails from the mail server by navigating to Email Processor and clicking Fetch Emails.
The value Messages Successfully Fetched changes as emails are "fetched" into the application. When the fetch is complete, the emails appear in the My Emails queue, as shown below:
Note: The content of My Emails is filtered by default. Each user will only see in My Emails the emails that he forwarded to the application. If a user isn't seeing emails in the queue that she expected to see even after you click Fetch Emails, check the email account on her user profile against the one from where she forwarded the emails. You can change the email address temporarily so she can view the emails and distribute them, then change it back when done.
If you do not have Email Fetch configured, the screen will display this message:
Contact your Inova administrator if you need to set up an account for Email Fetch.
This section of the Administration Module contains a list of emails that failed initial delivery and that the system is attempting to resend.
The application queues the emails here and attempts to resend them every six hours over the course of ten days. If the application is unable to send the emails successfully, they are deleted from the database.
While the emails are in this list, the application administrator can review the STMP Process Return Code to help determine the reason for failure, for example, an incorrect email address.
The Inova application indexes all text contained in text fields, emails, email attachments and uploaded documents. This allows all text within the application to be located by the Search tool.
Documents that are indexed include Word, Excel, PowerPoint, PDF, rtf, and txt. MS Office formats are only indexed for Office 97 and subsequent versions; documents from previous versions of Office are not indexed.
The search index is automatically updated based on a schedule that is part of the system configuration. From time to time, however, a user may create an object and then try to search for it right away, before it has been indexed. When the object isn't included in the search results, the user may interpret this as a bug, thinking the data they entered was not saved. To address this issue, the administrator can recommend that the user locate the object by filtering the related list. If this doesn't work or if the object doesn't appear in the search results over time, the administrator can manually launch a complete re-index of the database.
To re-index system data, click the Fulltext Search in the Administration module. The Search Administration page will appear as shown below.
There are two options for re-indexing the Search index:
- Optimize the index: Compact the fulltext index files to save disk space. Click Optimize to execute this process.
- Rebuild the index: Fully re-generate the entire fulltext index on disk. If users are reporting Search issues as described above, please try this process first. Depending upon how much data is in the system, it will take a few minutes or even a few hours for this process to run.
Once the re-indexing is complete, the user should try re-running the search. If he still cannot find the object, contact Inova support.
The License Details screen gives details of the client's license for their Inova application. It lists the expiration data and the number of allowed users per group.
It can be useful to check this page before making changes to Users and Groups.
Forms in Inova Partner can be configured in a number of ways. Configuring forms allows you to embed your business language and processes, prioritize critical fields for data entry, enforce a process among application users, and keep information in the system clean, viewable, and consistent.
Under Administration>Form Configuration, you can upload a new form configuration file or download the current form configuration.
Changes to the form configuration file are made by an Inova customer success manager or technical specialist.
When an error occurs during your use of the application, the system records the error in the log files. By navigating to Administration>Email logs to Inova Software, you can use the form below to send to logs to Inova to help troubleshoot and resolve the problem.
Note: It is very important that you provide as many details as possible as to how reproduce the issue, including the steps to follow and the type and version of web browser.