Lead Space

  • Overall introduction to Lead Space

    Purpose of the application

    Lead Space provides business solutions by:

    1. Leveraging company-wide expertise for better, faster business decisions,
    2. Boosting efficiency with S&E workflows, features, and data integrations,
    3. Improving visibility by tracking & managing all leads in one place,
    4. Promoting collaboration for team alignment & knowledge sharing,
    5. Communicating company and TA goals to guide day-to-day activities in a clear and efficient manner,
    6. Connecting to the Inova Partnering Platform, Opportunity Portal, One-on-One Platform™ & Cortellis

    Mobile-first design

    Lead Space has been designed to be mobile optimized, meaning that the application will reformat itself for smartphones and tablets (simplified navigation, larger buttons, reformatted content, etc.).

    The interface is simple and straightforward, allowing users to quickly and easily handle briefs and leads in an intuitive manner.

    Mobile version

    Briefs List Leads List
    Briefs_List_Mobile.png Leads_List_Mobile.png

    Desktop version

    Briefs List Leads List
    Briefs_List_Desktop.png Leads_List_Desktop.png

    What is a Brief

    A brief represents the company roadmap. A scouting brief is a mission statement for Scouts that reflects the strategy.

    In a brief, users can describe what they are looking for and what is excluded.

    What is a Lead

    A lead represents any contact that an organization has with a potential partner.

    Leads could come from a wide range of sources:

    • Conferences (in-person or virtual),
    • Internal contributors,
    • Scouting,
    • Partnering intelligence,
    • External channels.

    Lead details should not contain any confidential data as they are intended to be shared across everyone within the company registered on the application.

     

    View Full Article
  • How to navigate briefs

    This section explains how briefs are categorized and how users can navigate through the briefs page.

    The main page of Lead Space lists all the briefs the company is currently working on, divided into 3 categories:

    • Recents
    • My briefs
    • Other briefs

    LS_Main_Page.png

    Quick access to briefs

    There are two ways to return to the list of briefs:

    Main view

    By clicking on the Inova logo, users can quickly return to the main page.

    Main_View_Inova_Logo.png

    Side panel

    The left-hand side panel also shows a list of both Recent briefs and My briefs. If users wish to minimize the panel, click on the collapse arrow:

    Main_View_Side_Panel.png

    To view the side panel in detail, simply click on the arrow again to expand.

    Overview of the briefs page

    Briefs_Page_Overview.png

    1. Inova logo: Return to the main page.
    2. Plus button: Create a new brief.
    3. Briefs are divided into three categories to allow users to easily identify the most pertinent.
      • Recents: Briefs that have been recently opened or viewed.
      • My briefs: Briefs that are currently being working on, where the user is either an owner or a member.
      • Other briefs: Briefs that your company is currently working on but of which the user is neither the owner nor a member.
    4. Brief's card: Displays the title of the brief and its associated icon (i.e. first letter of the brief + selected color). Click on it to access the list of all leads associated with this brief.

     

    View Full Article
  • Brief creation

    This section explains how to create a new brief.

    Once logged in, click on the plus icon towards the top right.

    Create_Brief_Plus_Button.png

    The following pop-up window will appear:

    Create_Brief_Popup.png

    1. Enter the title of the brief.
    2. Assign a color that has been pre-defined by your team, to help identify the brief and related leads.
    3. Select the type of lead(s) to be associated with this certain brief:
    Type
    Definition Classification Fields (lead level) *
    Pharma asset Leads that are active pharmaceutical ingredients (e.g. small molecules or biologics). These leads are assets that may one day become a core of a product with a marketing authorization Asset Name
    Development phase
    Asset type
    Mechanism of action
    Clinical indications
    Technologies
    Asset description
    Technology solution Leads that will serve several other R&D projects (e.g. technology platforms) or leads that are technologies that will accompany a pharma asset (medical devices or companion applications) Product name
    Type
    Stage
    Indication
    Application
    Description
    * Note: The type of lead selected on the brief level will determine which classification fields are displayed for all leads related to the specific brief.
    It is important to note that once a lead type has been selected, it can no longer be edited. Should a user wish to update the lead type, the brief (including the associated leads) must be deleted and created again.
    View Full Article
  • Defining, organizing & managing briefs

    This section explains the different components of a brief as well as how to organize and manage the content.

    Overview

    Once a brief has been created, users can start entering the details by filling in the brief definition.

    Brief_Description_Overview.png

    1. This is the owner of the brief, i.e. the person who created it. The owner or brief member(s) has the option to assign the brief to another user, by clicking on the owner's name and then selecting someone from the list.
    2. Users can add as many members as they wish as long as the members are Lead Space users with the “Manager” role. Only the member(s) assigned to a particular brief has the ability to edit brief descriptions and create opportunities from accepted leads within this brief.
    3. A description of the brief can be added by clicking in the brief description box. Users have the option to use the provided template.
      A rich text editor enables users to describe their needs while easily highlighting the most important items using embedded options such as:
      • Format (bold, italic, underline)
      • Lists (bullet or numbered lists)
      • Tabs

    Manage members

    Add members

    Brief_Add_Members.png

    Click on the drop-down arrow under Members to search for the user’s name(s).

    Remove Members

    Brief_Remove_Members.png

    Click on the drop-down arrow under Members and uncheck the box next to the user’s name(s).

    Additional actions

    Rename a brief

    Only the brief owner or brief member(s) can rename a brief.

    Rename_Brief_1.png

    1. Click on the brief name.

    Rename_Brief_2.png

    1. Make preferred changes.
    2. Validate changes by clicking on the save button.

    Delete a brief

    Deleting a brief can only be done by the brief owner and as long as there are no leads associated with it.

    Delete_Brief.png

    Delete the brief by clicking on the three dots toward the upper right corner.

    Add a new lead to an existing brief

    New leads can be created by the brief owner or the brief member(s).

    Add_A_New_Lead_To_An_Existing_Brief.png

    Once a brief has been selected, create a new lead by clicking on the Create lead button.

    View Full Article
  • Lead list

    Overview

    When clicking on a brief, you are taken to the list of leads which are currently in screening stage.

    Lead_List_Overview.png

    1. You can navigate using the tabs above the list to view leads which are either in Screening, Review, On-hold, Accepted or Declined (please see Lead Workflow article for more details).
    2. It represents the number of leads in each stage.
    3. You can sort the results by clicking on the column header. Only one sort can be applied at a time.
    4. You can open a Lead to access all its details by clicking on the company name / lead title.
    5. A maximum of 20 leads are displayed per page. Beyond that, you will have access to the pagination to navigate among all the leads.

    In each view, relevant information is displayed depending on the stage of the lead.

    Additional action

    Move a lead to another brief

    In each view, you can move a lead to another brief by clicking on the three vertical dots button.

    Three_vertical_dots_button.png

    Move the lead through the workflow

    In the screening stage, you can quickly send a lead to review or decline it using the arrow and stop buttons.

    Screening_buttons.png

    In all other stages, you can easily move a lead through the workflow using the status button.

    Status_button.png

     

     

     

     

     

    View Full Article
  • Lead creation

    This section explains how to create a new lead from an existing brief.


    If the brief does not yet exist, you will first need to create a new brief. Instructions can be found here.
    Once logged in, click on the Create lead button towards the top right.

    Home_Create_Lead.png

    The following pop-up window will appear:

    Create_Lead_Step1.png

    Click on Filter briefs and start typing the first few letters of the name of the brief that the lead should be associated with.

    When a lead is created within the context of a brief, this first step is automatically skipped - the brief will be pre-selected.

    Once the appropriate brief has been selected, users will be prompted with the following pop-up:

    Create_Lead_Step2.png

    Type the first few letters of the relevant organization or company name. Matching companies will be proposed both from the current database and Inova Data. If the name does not exist within these databases, users can create a new entry at this time.


    Enter the subject (pharma asset or technology solution name).

    Create_Lead_Step3.png

    Matching results will be proposed from the database and Inova Data. If the subject does not yet exist, users can create a new entry.

    Create_Lead_Step3bis.png

    Verify all the information within the following pop-up window:

    Create_Lead_Step4.png

    Once all the information is correct, click on Create.


    If there is a match of contact organization, pharma asset, or technology solution from Inova Data, the company profile and lead classification fields will be automatically filled out by Inova Data to simplify data entry.

    View Full Article
  • Lead details

    When clicking on a lead from the list view, or from the quick search, you enter the Lead details view.

    Each field could be updated - if you are the owner or a team member of the associated brief - by clicking on the current value of that field

    Overview

    Here is what you can see:

    Lead_Overview.png

    1. Use the breadcrumb to know at a glance where you are and quickly navigate through the application.
    2. Title of your lead and the company concerned. Click on the text to modify them.
    3. Current status of the lead. Click on it to modify it and move your lead through the workflow.
    4. Sections allowing you to structure the information relating to your lead: classification, notes, publications et attachments. We will come back to this in more detail below.
    5. The owner of the lead - by default the person who created it. Click on it to assign the lead to someone else.
    6. The source represents how the lead has been created: currently, we can only create them manually - but there will be more sources soon.
    7. Comments - where you can collaborate with your colleagues (brief members).
    8. The three dots allow you to move the lead to a different brief or to delete the lead.

    Details of the Lead tabs

    Classification

    Classification gives more detailed information about the lead.

    Asset classification

    • Development phase
    • Asset type
    • Mechanism of action
    • Clinical indications
    • Technologies
    • Asset description

    Company details

    • Company type
    • URL
    • Country
    • Company description

    Notes

    Here you can write any notes you have taken about the lead. Anybody can see the notes.

    Benefit from the rich text editor to structure them with titles and bullet points.

    Lead_Notes.png

    Rich Text: Pictures are currently not implemented

    Publications

    Publications are references, articles and books and so on, which you can link to the lead with a URL, a PMID, a DOI number or other web reference.

    Lead_Publications.png

    Attachments

    You can attach documents or Outlook emails by dragging and dropping or selecting them from your files. You can attach any type of document.

    Lead_Attachments.png

    The size limit per document is 10 MB.
    You can drag and drop an email directly from your Outlook.

     

     

     

    View Full Article
  • Lead workflow


    The Lead Space application allows you to speed up decision making by following a standard workflow through which your leads can be tracked and evaluated by S&E scouts.

    Workflow stages overview

    Workflow stages indicate the status of a lead.

    Screening

    All new leads are automatically put in Screening. When a lead is in screening, you can rapidly start working on them by putting them in Review or decline them.

    Screening.png

    Review

    This stage is where you start to work on your lead - do research and decide if it is interesting for your company.
    Click on the yellow Review button to accept, decline, or put the lead on hold.

    Review.png

    When you put the lead on hold, you can set up a reminder date to know when to come back to it.

    OnHold_Reminder.png

    On-Hold

    Here are all the leads for which you are waiting for more information.

    OnHold.png

    Accepted

    When the lead is accepted, it can be moved to Inova (coming soon). It can also be put back into review if necessary.

    Accepted.png

    Declined

    Decline your lead when you decide it is not interesting for your company. This is not a permanent action, you can always restart reviewing declined leads.

    Declined.png

    View Full Article
  • Search

    The search bar is easily accessible at the top of every page and allows you to quickly access a given lead.

    Search.png

    Just start typing at least 3 characters and it will propose up to 10 leads.

    The search is done on the lead name and associated company name.

    Fuzzy matching is available to help you find leads even if there is a typo.

    View Full Article
  • Guidelines to upload documents on Lead Space

    For security reasons and to ensure the best performance, a set of rules and limitations are put in place to control the files that can be stored on Lead Space.

    Supported File Formats

    Lead Space supports the following file types:

    Category
    Extension Description
    Document

    .doc, .docx

    .pdf

    Microsoft Word document

    Portable Document Format (Adobe Acrobat)

    Emails

    .eml

    .msg

    Electronic messages saved in a plain text file

    Microsoft Outlook Mail Message file

    Image

    .jpg, .jpeg

    .png

    JPEG image

    PNG image

    Presentation

    .ppt, .pptx

    Microsoft PowerPoint presentation

    Spreadsheet

    .xls, .xlsx

    Microsoft Excel workbook

    Files with an extension other than those listed above, with multiple file extensions, or no file extension at all are not supported.

    Macro enabled files (such as .docm, .pptm, .xlsm, etc.) are not supported.

    File size limitations

    Maximim size limit for an individual file 25 MB (25,000 KB)
    Minimum size limit for an individual file 1 KB

    For best performance, it is recommended to keep the file size under 10MB (10,000 KB) whenever possible.

    The file size of the document can be determined by locating it on the computer, using the right-click option with a mouse (Shift + F10 on Windows OS, or Ctrl + 5 on Mac OS), followed by selecting "Properties".

    Please note that time-out issues may be experienced with files above the maximum allowed size, depending on the internet connection.

    File name rules

    The maximum length for a filename is defined as 255 characters.

    File names can include most characters, including letters, numbers, spaces, punctuation marks, and/or symbols, except for the following:

    < left angle bracket or less-than sign > right angle bracket or more-than sign
    \ back slash / forward slash
    : colon ; semicolon
    , comma ? question mark
    " double quote * asterisk
    & ampersand | vertical bar or pipe

     

    View Full Article