Outlook Add-In

  • Push an email to an existing object (Quick select)

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

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

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

    Quick select

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

    Recent Objects

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

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

    Potential Alerts

    • The add-in will not let you push the same email to the same object twice. If this happens, it will display the following message:
    • The size limit for email attachments is 10MB. If you exceed the limit, the add-in will display the following message. 
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  • Create a new object while pushing an email (Advanced push)

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

    Advanced push allows you to push one or more emails into an object in Deals and Alliances. But unlike the quick-select, advanced push also lets you :

    • Create a new object on the fly,
    • Choose which attachments you want to push and which ones you don't need,
    • Choose a subfolder to push attachments into,
    • Delete the original email.

    Using advanced push

    1. After selecting your email(s), select the type of object you want to push to.
    2. Click on "Advanced push". A new tab will be then opened :

    Note that after clicking on "Advanced push", if the add-in detects that contacts linked to the email don't yet exist in the application, it will automatically display the Contact Push pop-up (if activated in the settings).
    1. Start typing in the name of the object (in the above example, an opportunity). The auto-complete feature on the name field will suggest matches as you type.

      • If you select an already existing object, the page will reload and display the data already populated for that object and you can edit these fields.
      • If you want to create a band-new object, just type in the full name and be sure to populate the rest of the required fields in the form.
    2. The Emails section displays the list of emails you are pushing. You can rename the email if needed. 
    3. Select the attachements you also want to push into the system.
    4. Chose the document subfolder you want each document to be pushed to.
    5. Define if document is covered by CDA/NDA. To learn what this means, please refer to the document management article.
    6. If you only need the attachments and do not need to push in the email itself, check this option. 
    7. Click Save.
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  • Contact push

    When pushing an email through advanced push or quick select, if the add-in detects that one or more of the contacts linked to the email does not exist in the application, it will offer the option to create those contacts in Inova.

    Contact Push pop-up

    After successfully pushing an email into the system, the add-in will display the Contact Push pop-up. 

    1. The popup will include any contact from the To, From, or CC fields whose email address doesn't have a match in the Inova database. The add-in will also pre-populate fields such as First Name and Last Name if it finds that information in the email itself or from the contact's matching record in your Outlook contact list if it exists there. 
    2. If you do not want to push in one of the contacts from the list, select it and click the Delete button. 
    3. Update the rest of the fields as needed. Only the email and name fields are required.

      Note: From the Company dropdown, you can select the company to be linked to the contact being created. As you're typing the company name, the application will search to see if the company already exists. If the application doesn't find a match, the message "No match found. Press enter to create new." will be displayed. Enter the rest of the company name and press Enter to create the new company. 

    4. If needed, review the content of the email that was pushed. It may contain additional details about the contact that you can copy and paste into the fields at left. 
    5. When you are ready to push in the contacts, click create. Note that the contact will also be automatically linked to the object that you pushed the original email to.  
    6. If you don't want to create any new contacts, click "Cancel Creation".
      This action will not cancel the push of the email.
    Note that contact push is also triggered when you use the Additional action to push in your email.
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  • Using the Additional Actions option

    If you need to push an email to an object that is not directly available in the Add-in ribbon such as a meeting, alliance, or governance body, you will need to use the Additional Actions button. This option offers the same options as advanced push.

    Using Additional Actions

    1. Select the email, then click the "Additional Actions" button
    2. The system will display a popup that lists all the types of objects you can push emails to.
    3. After selecting the desired object type, click on Next to continue.  The system will display the object's input form. 
    4. Now you can follow the same steps to complete the push as you would with Advanced Push. For more information, please refer to the advanced push article.

    The list of objects that appears in step 2 is maintained in Administration. Contact your Inova administrator if the object type you are looking for does not appear in the list. 

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  • Linking folders in Outlook to Inova

    Instead of pushing emails manually to the application, you can have emails automatically forwarded from a designated Outlook folder to an object in the Inova application.

    When you link a folder to an object in Inova, the folder contents will be pushed automatically to the linked object. Going forward, all emails or files dragged into the folder get pushed to the object. 

    Note: It is impossible for the add-in to push calendar objects like invitations or meeting acceptances into Inova. If such objects are dropped in a linked folder, they will be ignored.

    Link a folder

     

    1. Select the folder and right-click.
    2. Select "Link to ..." from the menu.
    3. Select the type of object you want to link to. A pop up will appear.

    The type of objects you can link to a folder can be configured in the add-in settings

     

    1. Click in the search field and select the object from the dropdown. You can also begin typing in the name of the object to filter the list down and select the one you want from the results. 
    2. Click the Link to folder button. When the link is in place, the icon will change as shown:

    If an email you drag into a linked folder has and attachments, those attachments will be automatically filed in the object's document manager. 

    Note: More recent versions of Outlook do not display folders in the inbox by default. In such cases, the blue Inova icon will not appear automatically. You can choose to display folders by selecting the Folders option via your Outlook preferences or settings, or by pressing CTRL-6. You can also use a naming convention on linked folders that will help you remember the link has been set. 

    Once you link a folder to Inova, you can also use Outlook distribution rules to push emails automatically from your Inbox into a linked folder, and from there the link to Inova will cause those emails to be pushed automatically into the application. 

    Unlink a folder

    Once a folder is linked, all emails you drag and drop into it will be pushed into the linked object in the application. Removing the link will not delete or change any emails already pushed to the application.

    1. Select and right-click the folder. 
    2. Click Unlink Folder. If the folder icons are displayed in your Outlook, the blue Inova icon will change back to the standard folder. 
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