InnovaDocs™ help articles: the complete in-app help

Managing Suppliers and Customers

The Partners module (/app/partners) allows you to manage suppliers and customers.

Suppliers

Manage suppliers in the /app/partners?view=suppliers view:

Adding a Supplier

1. Navigate to the Partners module
2. Select the Suppliers view
3. Click the New Supplier button
4. Fill in the supplier details:

• Company Name (required)
• Contact name, email, phone
• Address details

1. Save

Customers

Manage customers in the /app/partners?view=customers view:

Adding a Customer

1. Select the Customers view
2. Click the New Customer button
3. Fill in the customer details
4. Save

Assigning Products to Customers

You can assign which products customers can access:

1. Open the customer details
2. Click Assign Products
3. Select the products
4. Customer users automatically gain access on the customer portal

Filtering

Partners can be filtered by name, contact, and status.

Customer Portal – Providing Access to Customers

The InnovaDocs Customer Portal allows your customers to directly access product documentation relevant to them.

How Do Customers Get Access?

1. Create the customer company in the Partners module
2. Assign the products you want to share
3. Create a user account for the customer contact
4. The customer receives an email invitation to the Customer Portal

What Do Customers See on the Portal?

• Product list – Only products assigned to them
• Documents – Current safety data sheets and other documents
• Download – PDF download option
• SDS Request – Option to request SDS updates

Managing Customer Users

• Multiple users can belong to one customer company
• Users can be activated/deactivated
• Downloads and activities are logged

> Important: Customers can only see documents with "current" status, not previous versions.

Requesting InnovaTox Services

InnovaTox offers expert services in chemical regulatory compliance. You can request services in the InnovaTox Services module (/app/innovatox-services).

Available Services

• SDS Creation – Safety data sheet creation from scratch
• SDS Review – Expert review of existing data sheets
• CLP Classification – Product hazard classification
• REACH Consulting – REACH registration consulting
• UFI/PCN Notification – Poison center notification

Requesting a Service

1. Navigate to the InnovaTox Services module
2. Select the desired service
3. Click the Express Interest button
4. The system automatically creates a task
5. The InnovaTox team will contact you

Granting Data Access

When requesting a service, you can decide:

• Which products to share with InnovaTox experts
• Which documents to share
• Access can be revoked at any time

Bulk Customer Import (CSV/Excel)

The bulk customer import feature allows you to create multiple customers at once from a CSV or Excel (XLSX/XLS) file. The process consists of 4 simple steps.

> Note: Bulk import is currently available only for customers. Bulk import of suppliers is not yet supported.

Step 1: Download Template and Upload File

• Click the "Download Template" button to get the pre-formatted Excel template.
• Fill in the template with your customer data.
• Drag the file to the upload area, or click to select a file.
• Supported formats: XLSX, XLS, CSV.

Template Columns:

Column · Description · Required?

Company Name · Customer company name · ✅ Yes

Customer Code · Unique identifier code · No

Email · Contact email address · No

Contact Name · Contact person name · No

Phone · Contact phone number · No

Country · Country · No

City · City · No

Address · Street address · No

Postal Code · Postal code · No

Tax Number · Tax identification number · No

Notes · Additional notes · No

Step 2: Column Mapping

• The system will automatically attempt to match your file columns to system fields.
• You can manually adjust mappings using the dropdown menus if needed.
• The Company Name field mapping is required to proceed.

Step 3: Preview and Validation

• Review the data to be imported in table format.
• The system highlights invalid or incomplete rows with a red indicator.
• Duplicate handling can be configured:
• Skip: Existing customers will be skipped.
• Update: Existing customer data will be overwritten with new data.
• Duplicates are identified based on customer code or tax number.

Step 4: Import

• Click the "Start Import" button.
• A progress indicator shows the current status.
• After import completion, a summary is displayed:
• ✅ Successfully imported
• ⚠️ Skipped (duplicate)
• ❌ Failed rows
• You can review the results and start a new import if needed.

Frequently Asked Questions

Q: How many customers can I import at once?

A: There is no strict limit, but for optimal performance, it is recommended to import no more than 500–1000 rows at a time.

Q: What happens if there is invalid data in the file?

A: In Step 3, the system will flag invalid rows, which you can correct or exclude from the import.

Q: Can I also bulk import suppliers?

A: Bulk import is currently available only for customers. Supplier import is a planned feature.

Document Types in InnovaDocs

InnovaDocs supports various document types for managing complete chemical product documentation.

Supported Types

Type · Description

MSDS · Material Safety Data Sheet – Older format

SDS · Safety Data Sheet – GHS/CLP compliant

Label Design · Product label design

Permit · Regulatory permits, registrations

Other · Any other relevant document

MSDS vs. SDS

• MSDS – The older regulatory format, gradually replaced by SDS
• SDS – The GHS/CLP regulation 16-section safety data sheet, the standard in the EU and globally

Choosing Document Type

When uploading, select the appropriate type. This helps:

• The system perform correct AI analysis
• The compliance score calculate accurately
• Filtering and searching work effectively

> Tip: If unsure, use the SDS type for modern safety data sheets.

Document Download and Export

InnovaDocs allows you to download and share uploaded documents.

Downloading a PDF

1. Open the product detail view
2. Find the desired document
3. Click the Download icon
4. The PDF file will be saved to your browser's download folder

Downloading Multiple Documents

Multiple documents can be downloaded at once:

1. Select the desired documents
2. Click the Download button
3. The system packages the documents into a ZIP file

Sharing with Customers

Documents can be shared through the Customer Portal:

1. Assign the product to the customer company
2. The customer automatically gains access to the product's current documents
3. Downloads are logged

> Important: Only documents with current status are visible on the customer portal.

Interpreting AI Analysis Results

The InnovaDocs AI automatically analyzes uploaded safety data sheets and provides various quality indicators.

Audit Score

The Audit Score (0-100) indicates document completeness and quality:

• 90-100 – Excellent: document is complete, up-to-date
• 70-89 – Good: minor deficiencies may exist
• 50-69 – Medium: multiple sections incomplete or outdated
• 0-49 – Poor: significant deficiencies

Outdated Flag

The system flags a document as outdated when:

• The revision date is older than regulations require
• New regulatory changes affect the document

CLP Compliance

The AI evaluates CLP classification completeness:

• Presence of GHS pictograms
• Completeness of H-statements and P-statements
• Presence of signal word (Danger/Warning)

Composition Analysis

The AI extracts and verifies:

• CAS numbers cross-referenced with the EU harmonized list
• Concentration ranges
• SVHC (Substances of Very High Concern) status

> Important: AI analysis is informational and does not replace expert evaluation.

Registration and First Login

To use InnovaDocs, you first need to create an account.

Creating an Account

1. Open the InnovaDocs website
2. Click the Sign Up button
3. Fill in the following fields:

• Last Name and First Name
• Company Name
• Email address (this will be your login name)
• Password (at least 8 characters)

1. Accept the terms of service
2. Click the Sign Up button

Email Confirmation

After registration, you will receive a confirmation email at the provided address. Click the link in the email to activate your account.

> Tip: If you cannot find the email, check your spam/junk folder.

First Login

1. After email confirmation, open the login page
2. Enter your email address and password
3. Click the Log In button

Upon first login, a welcome screen will greet you with a brief overview of the system's main features. You also have the option to start the interactive tutorial.

Forgot Password

If you forgot your password:

1. On the login page, click the Forgot Password link
2. Enter your email address
3. Click the Reset Password button
4. Click the reset link in the received email
5. Enter a new password

InnovaDocs Structure – Quick Overview

InnovaDocs is a modern web application that helps manage documentation for chemical products.

Main Navigation (Sidebar)

The sidebar on the left contains the following menu items:

• Dashboard (/app) – Summary dashboard: statistics, compliance score, critical actions
• Database (/app/database) – Product and raw material management, document upload and AI analysis
• Partners (/app/partners) – Supplier and customer management
• Legal Changes (/app/legal-changes) – CLP/REACH regulatory change monitoring
• Tasks (/app/tasks) – Task management, deadlines, priorities
• InnovaTox Services (/app/innovatox-services) – Request expert services
• Settings (/app/settings) – User settings, language
• Help Center (/app/help-center) – Help articles, FAQ, AI assistant

Dashboard

The dashboard provides a quick overview:

• Compliance Score – Average compliance level across all products
• Critical Actions – Overdue tasks, outdated documents
• Recent Activities – Latest uploads, modifications
• Statistics – Number of products, documents, partners

Global Search

The search field at the top of the sidebar allows you to quickly search across products, documents, and partners.

Creating New Items

The New button in the top right corner allows you to quickly create a new product or upload a document.

Adding Your First Product

The first step in using InnovaDocs is creating a product and uploading its safety data sheet.

Creating a Product

1. Click the New button in the top right corner
2. Select New Product
3. Fill in the product details:

• Product Name (required)
• Manufacturer (optional)
• Category (optional)
• Whether the product is hazardous

1. Click Save

Uploading a Safety Data Sheet

After creating the product, upload the safety data sheet:

1. Open the product detail view
2. Click the Upload Document button
3. Select the PDF file (safety data sheet)
4. The system automatically performs AI analysis:

• Recognizes product name, manufacturer
• Extracts CAS numbers, H-statements
• Analyzes CLP classification
• Evaluates document completeness

> Tip: For best results, upload a high-quality, text-based PDF (not a scanned image).

Setting Target Markets

If you sell your product in multiple countries, set the target markets:

1. In the product edit view, find the Target Markets section
2. Select the countries
3. The system uses these to evaluate language coverage in the compliance score

Using the Interactive Tutorial

InnovaDocs includes a built-in interactive tutorial that walks you through the system's main features step by step.

Starting the Tutorial

You can start the tutorial in two ways:

1. On first login – Click the Start Tutorial button on the welcome screen
2. Anytime later – In the Help Center (/app/help-center), click the Interactive Tutorial button

Tutorial Features

The tutorial interactively demonstrates:

• Navigation – How to move between menu items
• Creating a Product – Steps to add a new product
• Uploading Documents – Uploading and AI-analyzing safety data sheets
• Managing Partners – Adding suppliers and customers
• Tasks – Managing tasks

Customization

You can pause the tutorial at any time and continue later. The system remembers where you left off.

> Tip: When new features are introduced, the tutorial is automatically updated with the new functionality.

Monitoring Legal Changes

The InnovaDocs Legal Changes module (/app/legal-changes) helps you stay up-to-date with CLP and REACH regulatory changes.

Module Overview

The module displays recent regulatory changes that may affect your products:

• CLP regulation amendments – New or modified classifications, labeling requirements
• REACH updates – Changes to substance lists, SVHC candidates
• ATP supplements – Adaptation to Technical Progress (ATP) supplements

Filtering

Changes can be filtered by:

• Date – Last 30 days, 90 days, etc.
• Type – CLP, REACH, etc.
• Relevance – Which changes may affect your products

Setting Up Notifications

In the Settings menu, you can configure what types of changes you want to be notified about.

> Tip: Regularly check legal changes to keep your safety data sheets up-to-date.

How Do Legal Changes Affect My Products?

InnovaDocs helps identify which products may be affected by regulatory changes.

Identifying Affected Products

When a regulatory change appears in the system:

1. Open the change details
2. The system automatically shows affected products from your portfolio
3. Matching can be based on:

• Shared CAS numbers between the change and the product
• Shared H-statements or hazard classes
• Shared substance names

Creating Tasks

For affected products, you can create tasks:

1. Select the affected products
2. Create a task (e.g., "Safety data sheet update required")
3. Set a deadline before the regulation takes effect

Automatic Alerts

The system automatically:

• Flags outdated documents
• Sends notifications about affected products
• Reduces compliance score for non-updated products

> Important: The link between products and legal changes is an AI-based suggestion – always verify with an expert.

Managing Products in the Products Module

The Database module (/app/database) is the central interface for managing products and documents.

Creating a Product

1. Click the New button
2. Select New Product
3. Enter the product details
4. Click Save

Editing a Product

1. Click the product name in the list
2. Modify the desired fields
3. Click Save

Archiving a Product

If you no longer sell a product, you can archive it:

1. Open the product details
2. Click the Archive button
3. Archived products can be viewed with a separate filter

Filtering and Searching

The product list can be filtered by:

• Search – By product name or manufacturer
• Group – By product group
• Tags – By one or more tags
• Status – Active or archived
• Hazardous – Hazardous or non-hazardous

Bulk Operations

By selecting multiple products, you can:

• Move to a group
• Add tags
• Archive

Uploading and AI Analysis of Safety Data Sheets (MSDS/SDS)

InnovaDocs allows you to upload safety data sheets and perform automatic AI analysis.

Upload Steps

1. Open the product detail view
2. Click the Upload Document button
3. Select the PDF file
4. Choose the document type (MSDS/SDS)
5. The system automatically starts the AI analysis

What Does the AI Recognize Automatically?

The AI analysis extracts the following data:

• Product Identification – Product name, manufacturer, product code
• Composition – CAS numbers, ingredients, concentrations
• Hazards – H-statements, P-statements, GHS pictograms
• CLP Classification – Hazard classes and categories
• Transport Information – UN number, tunnel code
• Document Metadata – Revision date, language, validity

Compliance Audit

The AI automatically evaluates document completeness:

• Audit Score (0-100) – Document quality indicator
• Missing Sections – Which mandatory sections are missing or incomplete
• Outdated Flag – If the document is older than regulations require

> Important: AI analysis is informational. Always consult an expert for professional decisions.

Managing Document Versions

InnovaDocs automatically tracks document versions.

Version Overview

Each product can have multiple document versions:

• Current – The currently valid version
• Previous Version – Older, no longer current versions
• Translation – Other language versions

Uploading a New Version

1. Open the product documents
2. Upload the new PDF
3. The system automatically sets the new document as current
4. The previous version automatically moves to "previous version" status

Viewing Previous Versions

1. In the product detail view, scroll to documents
2. Click the Previous Versions filter
3. Any previous version can be viewed and downloaded

> Important: Previous versions cannot be deleted – this ensures traceability.

Product Groups, Folders, and Tags

InnovaDocs offers two main tools for organizing products: groups and tags.

Product Groups

Groups function as folders – a product can belong to only one group at a time.

Creating a Group

1. In the Database module, click Manage Groups
2. Click New Group
3. Name the group
4. Click Save

Assigning a Product to a Group

1. Select the product
2. In the product edit view, select the group
3. Save the change

Tags

Tags allow more flexible organization – multiple tags can be assigned to a product.

Creating a Tag

1. In the Database module, click Manage Tags
2. Enter a name and choose a color
3. Save

Assigning Tags

• Individually: in the product edit view
• In bulk: select multiple products, then choose Add Tag

Filtering by Groups and Tags

The product list can be filtered by groups and tags, making it easier to search through large product catalogs.

Using Global Search

The InnovaDocs global search allows you to search across products, documents, and partners from a single search field.

Starting a Search

You can access the search in two ways:

1. Sidebar top – The search field at the top of the left menu
2. Search page – Navigate to /app/search

Search Capabilities

The search looks through:

• Products – Product name, manufacturer, product code
• Documents – File name, document type
• Partners – Company name, contact person
• CAS Numbers – By ingredient CAS numbers

Search Tips

• Use specific terms for more targeted results
• Search is case-insensitive
• You can include hyphens when searching CAS numbers

Filtering Results

Search results can be filtered by type (products, documents, partners).

Compliance Scoring System

InnovaDocs uses a three-level compliance scoring system that helps you understand the state of your documentation.

Document Score (Audit Score)

Each safety data sheet has an Audit Score (0-100):

• AI analysis evaluates document completeness
• Considers the completeness of all 16 sections
• Flags missing or incomplete sections
• Outdated documents receive lower scores

Product Score (Compliance Score)

Each product has a compliance score (0-100%), determined by three factors:

1. SDS Quality (max 75 points) – Based on the current safety data sheet audit score
2. PCN Status (max 15 points) – For hazardous products, the poison center notification status
3. Language Coverage (max 25 points) – Availability of language versions matching target markets

Company-Level Compliance Score

The aggregate compliance score shown on the Dashboard represents the average compliance level of all active products. It is influenced by:

• Individual product scores
• Proportion of outdated documents
• Proportion of overdue tasks

The Goal: 100%

The ultimate goal of using InnovaDocs is to achieve 100% compliance:

• Every product should have an up-to-date safety data sheet
• Every target market should have the appropriate language version
• Hazardous products should have active PCN notifications
• No overdue tasks

> Tip: Regularly check the Dashboard and start improving products with the lowest scores.

User Settings and Language

InnovaDocs offers many customization options in Settings (/app/settings) and Profile (/app/profile).

Changing Language

InnovaDocs is available in 17 languages. To change the language:

1. Click the language selector at the bottom of the left sidebar
2. Select the desired language
3. The application immediately switches to the selected language

Supported languages: Hungarian, English, German, French, Romanian, Slovak, Polish, Italian, Spanish, Czech, Slovenian, Dutch, Portuguese, Bulgarian, Chinese, Turkish, Korean.

Editing Profile

1. Navigate to the Profile page (/app/profile)
2. You can modify:

• Last Name and First Name
• Company Name
• Profile picture (avatar)

1. Click Save

Changing Password

1. On the Profile page, find the Change Password section
2. Enter your current password
3. Enter the new password twice
4. Click Save

Notification Preferences

In Settings, you can configure what notifications you want to receive.

Managing Users and Permissions

InnovaDocs supports multi-user operation with role-based access control.

User Types

Three main user types exist:

• Main user – Full access to own products and documents
• InnovaTox admin – Administrative access for service management
• Customer user – Limited access through the Customer Portal

Inviting a New User

1. Navigate to Settings (/app/settings)
2. Find the Users section
3. Click the Invite button
4. Enter the invitee's email address
5. Select the role
6. Click Send

Roles

• Company admin – Full permissions, can manage other users
• User – Normal access

> Important: A user can have multiple roles simultaneously.

Task Management in the Tasks Module

The Tasks module (/app/tasks) helps you track tasks related to chemical documentation.

Creating a Task

1. Navigate to the Tasks module
2. Click the New Task button
3. Fill in the task details:

• Title (required)
• Description (optional)
• Priority – Critical, High, Medium, Low
• Deadline (optional)
• Affected Products (optional)

1. Click Save

Task Statuses

Tasks can be in the following states:

• Pending – New, not yet started
• In Progress – Currently being worked on
• Completed – Finished task

Filtering and Sorting

The task list can be filtered by:

• Status
• Priority
• Deadline
• Affected Product

Editing a Task

Click the task title to edit. You can modify the status, priority, deadline, and description.

Automatic Tasks and Notifications

InnovaDocs automatically creates tasks and sends notifications in certain situations.

When Does the System Generate Automatic Tasks?

• Outdated document – When a safety data sheet is flagged as outdated
• Legal change – When a new regulatory change affects your products
• Customer request – When a customer requests an SDS through the customer portal
• InnovaTox service – When an expert service request is activated

Types of Notifications

The system can send the following notifications:

• In-app notification – Notification icon in the top menu bar
• Email notification – Configurable in settings

Configuring Notifications

1. Navigate to Settings (/app/settings)
2. Find the Notifications section
3. Select what types of notifications you want to receive
4. Save settings

> Tip: You always receive notifications for critical priority tasks – this cannot be disabled.