Skip to main content

First Steps: Program Administrator

Larissa Bersot
Updated

In this article, we provide the main information necessary for daily use of the platform. From the index below, you can navigate directly to the specific topic of your question. To do so, just click on the option that best fits your need.

Accessing the platform

We have an article covering all access scenarios: How to log in to the platform.

How to register a user?

Currently, there are several ways to register and update users in the Innovate platform. It is possible to:

  1. Mass update, using an import spreadsheet;
  2. Manually, directly on the User editing page;
  3. Through automatic integration (AD).

Via import spreadsheet

The first step to mass register or update employees is to fill out the Import Template Spreadsheet, available in the Gear Menu 👉 Users 👉 Import Users.

In it, only the fields Name, Username, Department, and Active are mandatory, the others are optional and serve to complement the employees' registration.

Regarding the spreadsheet, it is important to know that:

  1. The Username field is the user's identification key, which the system uses to check if there is already another user with the same username registered on the platform. The most commonly used data in this field are email or employee ID.
  2. The Department field refers to the area of the company the employee belongs to, and as it can be used in the approval flow, it is very important that each Department's managers are also well mapped.
  3. The Password field is not mandatory because if the spreadsheet is imported with this field blank, a random password will be automatically created for the employee. If you choose to fill in this field, the password must meet the following requirements:
    1. Have 6 or more characters;
    2. Contain at least one uppercase letter;
    3. Contain at least one lowercase letter;
    4. Contain at least one number;
  4. The Active column indicates whether the employee should be updated or inactivated; for this, enter 1 to Update/Register and 0 to inactivate.

After filling out the spreadsheet, simply upload it by clicking on Import Spreadsheet right after. At this point, the system will read and identify possible errors: duplicate username, incorrectly formatted email, password below the minimum character limit, etc.

If no errors are found, a new screen will appear indicating the new departments and employees that will be added, updated, or inactivated. It is important to note that when identifying new departments, the system automatically assigns the default department manager as the manager of these new departments being created.

You will also be able to update collaborators' access permissions. Finally, just click Import without sending Email or Import and send Email to notify or not the collaborators by email about the login and password created within the platform.

 

Via AD integration

The automatic user integration allows employees to access AEVO Innovate using the same credentials they use to access internal company applications and systems such as SharePoint, Intranet, etc. With this, instead of creating a new login and password for the employee, the same day-to-day credentials are used, thus enabling easier, safer, and more transparent access to the platform.

Through this integration, user management on the platform also becomes easier, since any update in the employee's registration within the company, except for termination* (see note below), is automatically reflected on the platform with each new user login.

In AD integration, there is the advantage that the manager does not need to previously register or manually update users.

When there is automatic user integration in an environment, at each new login, the user's information is automatically updated according to the data in the client's AD. This means that any change in the employee's registration must first be made in the client's environment and then mirrored on the platform.

 

*Note: If an employee is terminated from the company and automatically also terminated in AD, this inactivation is not mirrored in the user's registration on the platform, that is, the user's inactivation must occur manually by the manager within the platform.

 

Manual change

This is a quick and practical way to make changes or create a few users. Just follow the Gear Menu 👉 Users, here you have access to the list of all users registered on the platform.

At the top bar, in the right corner, you have access to two icons. With the 🔍, you will have access to filters to find users:

And the ➕ icon that directs you to the page for creating a new user:

On this page, just enter the necessary information in the indicated fields and add the desired permissions.

It is also possible to increase user security by activating the two-factor authentication option.

 

Multi-factor authentication (MFA) is an authentication method that requires two or more independent forms of verification to confirm a user's identity. This method is adopted to enhance system security, protecting against unauthorized access even if a user's credentials are compromised.

 

To learn more, check out our article:
🔐 Safer login with 2-factor authentication (MFA) in AEVO

 

At the end of the page, you will find the options:

  1. Register without sending email: by clicking this option, the user will be registered without receiving the registration email; 
  2. Register and send email: by using this option, the user will receive a registration confirmation email.

To make changes to already registered users, just search for them on the listing page and click on the Pencil✏️ icon, which will direct you to the user editing page, where you can change the desired information and, at the end, you must click Save to complete the editing action.

If your intention is to inactivate a user, you should click on the ✖ icon, so if there is any Pendency for this user on the platform, a pop-up will be displayed, and you must indicate an active user to inherit the user's Pendencies:

To complete the action, just click the "Choose responsible" button, thus completing the inactivation process.

 

How to configure a campaign?

To be directed to the editing and creation page for new campaigns, just go to the Gear Menu 👉 Campaigns.

After selecting the option, you will have access to the listing of all currently active campaigns, and you can even filter those that have already been completed using the “Magnifying Glass” 🔍 icon.

Through the “Actions” column, you can also:

 

  • Inactivate the campaign by clicking on the ✖️ icon
  • Go to the editing page by clicking on the ✏️ icon
  • Send an informational email about the campaign using the ✉️ icon
  • View the idea Kanban at each step of the approval flow
Note: If the campaign has not yet received ideas, by clicking X you will permanently delete it, with no possibility of recovery later.

 

Campaign Tab: Basic Information

  • Campaign Identifier: internal reference information. It does not appear to employees.
  • Flag “I do not participate in the Idea Program”: by default, it comes disabled. By enabling it, the campaign will not be included in the metrics of the Indicator Hub and Power BI. In the APIs and in data export, they can be filtered separately.
  • Campaign Type: segmentations related to the challenge theme that can be pre-configured in the Gear Menu 👉 Campaign Types.
  • Campaign Scope: this field appears only if you have the Generative AI feature for idea submission. In this case, you should inform our AI through this field, the purpose of the campaign and what is expected from the ideas sent to it. This way, it will help employees complement their ideas.
  • Campaign Title and Short Description: form the campaign slogan and appear prominently on the homepage.
  • Enrollment Button: visible CTA (call to action) button on the homepage, which transfers the employee to the idea submission form.
  • Flag "Include campaign in highlight carousel": when enabled, determines that the campaign will be visible in the homepage challenges carousel.
Note: if left disabled, the campaign remains active but can only be accessed via the “Campaigns” button above the campaign banner.
  • Banner Display Time: determines how long the campaign image will remain highlighted in the challenges carousel before being replaced by another campaign.
  • Campaign Start and End Date: allows you to schedule a date for the campaign to open and close automatically, without needing manual action.
Note: if a future start date is defined, the campaign will be created as Inactive but will automatically open when the day arrives. Additionally, after the campaign closes, new ideas cannot be submitted; however, the evaluation of already submitted ideas will proceed normally.
  • Attachments: allows you to insert files with more details about the campaign that will be available for download on the challenge description page.

Campaign Tab: Cover and Campaign Description

After filling out the fields above and clicking “Save Campaign”, topics 2 - Cover and 3 - Campaign Page will expand.

In topic 2 - Cover, you define the image that will be displayed on the campaign page, on the card, and on the banner. To change it, just click on the default image and choose another one from your computer. We suggest a size of 832x370 for better platform compatibility.

Finally, after selecting the new image, just click “Change Photo” to complete the update.

In topic 3 - Campaign Page, it is possible to create a detailed description of the challenge, using videos and images to help employees better understand the open challenge.

 

Tip: For more information, check the tutorial “How to insert images and videos in the challenge description?”

 

Restrictions Tab



In this tab, it is possible to make advanced configurations related to your campaign, where you can:

  1. Set a minimum and/or maximum limit of authors per idea, in the field “Author Restriction?”;
  2. Restrict the viewing of opinions requested in your campaign;
  3. Define whether the opinion receives a rating. If the flag is selected, it is possible to define how this rating will be done (numeric scale or star rating);
  4. Define who can view the Classification tab on the idea page;
  5. Define who will be able to view the classification criteria in the idea approval steps;
  6. Make the ideas submitted in this campaign hidden from everyone except authors and administrators while they are in the states 'In Draft', 'Approved', 'Rejected', and 'In Implementation'. It is possible to select the desired state in which the idea should be hidden, being able to select all four states at once or choose individually as preferred.

 Restrictions Tab: Restrict Participants

In the same tab, it is possible to restrict the target audience of your campaign through the flag “Restrict Participants?”. This restriction is made by blocking or specifying the group or department of employees who will have access to the campaign. In this case, both the campaign and its respective ideas will only be displayed to the selected employees.

TIP: Access our tutorial “Themes, Groups, and Departments: understand the differences between them and how to create them!” for more information about groups and departments!

 

Form Tab: Idea Form

 

The next tab to configure is the “Form” tab, where you will parameterize the questions that must be answered by employees when accessing the idea submission form.

You can choose to use the default form configured in the Gear Menu 👉 General Forms or create a new customized form that will only apply to this campaign.

Choosing the second option and enabling the field “Customize Campaign Form?”, three topics will automatically appear on your screen:

  • Default form fields: topic where the default and mandatory fields in your form are listed. Among these, the only ones that can be deactivated and not used are the Theme, Subtheme, and Idea Benefits fields.
  • Additional Fields: topic where newly created fields for the form are listed. Later, we will see the process of creating a new field and the consequences for the approval flow.
  • Form Fields Preview: in this topic, as well as the “View Form” button just below, it allows you to preview the fields being created.

Creating an additional field

To add a new field to your form, just click on “New Field”, located below topic 3. On the next screen, you should provide:

  • Unique Identifier: field registration information, does not appear in the idea form.
Note: It is not possible to repeat the same Unique Identifier in more than one field, even if it is in different campaigns!

  • Field Type: determines the format of the field being created. It can be Text, Integer Number, Decimal Number, Date, Period Date, Checkbox, Single Selection List, Multiple Selection List, and User Selection.

  • Unique Identifier: enables the requirement to fill out the field, meaning without it being filled out, the idea cannot be submitted.

  • Field Width: determines the size the field will occupy in your form

  • Displayed Title on Screen: is the name of the field that will appear to the employee in the idea form.

  • Auxiliary Text: complementary text to help the employee fill out the field more completely.

  • Field Scope: this field appears only if you have the Generative AI feature for idea submission. In this case, you must inform our AI what kind of answer is expected for this field. This way, it will help employees to fill it out.

  • Display more information in a tooltip: allows a support text to appear for the employee when filling out this field.

After filling in this information, just click Save Field.

 

Classification Tab: Classification Criteria

In the Classification tab, you will find 3 types of flags that can be activated: “Use classification criteria?”, “Show options for return and investment?”, and “Custom financial reward in the campaign?”. Let's see how each works in detail below.

 

Classification Criteria

If you choose to use them in the idea approval process, you must restrict the ones to be used in the campaign and also determine the requirement for filling them out, that is, whether each of them must be necessarily completed in any approval step.

 

When including classification criteria in the campaign, a pop-up will open listing the flow steps. You can configure the criterion to be available in one or more steps and define the mandatory completion. It is also possible to define whether the criterion will appear for the idea authors by checking the option "Author Form".

The identification of the steps in which the criterion will be evaluated is located to the right of its name. By clicking the pencil-shaped editing icon, you can change the evaluation steps and the mandatory completion. By clicking the "X" icon, the criterion is removed from the campaign. Thus, it will not be answered in new ideas submitted to the campaign. The response history will remain in the old ideas.


By default, only superusers and idea approvers will be able to view the classification tab. However, in the “Restrictions” tab of the campaign configuration, it is possible to define that other users also view the classification tab.

Note: To check how it is possible to create new classification criteria, just access our tutorial “How to create classification criteria?”.

 

Classification Tab: Return and Investment

This field is, by default, disabled. However, when enabled, the manager can define whether the completion of this information by the idea evaluator at the time of approval will be optional or mandatory.

 

Classification Tab: Variable Financial Reward

 


It is possible to financially reward employees when their submitted ideas are approved, implemented, or have the Earning Trackings finalized in the Central de Ganhos. The reward amounts can vary according to the reward rules you create:

That is, when the comparison parameter you choose is greater than or equal to a certain value, you determine the amount that will be paid to the employee.

Additional details about some configuration fields:

  • PAYMENT RESPONSIBLE: here you will define which employee will be responsible for managing that payment when necessary in the Three Lines Menu 👉 Manage Payments.

  • DIVIDE REWARD AMONG AUTHORS: if you want to divide the amount equally among all idea authors, just check this flag. Example: the idea generated a reward of $100.00 and has 2 authors. If the flag is checked, each will receive R$50.00. Otherwise, each will receive $100.00.

  • REWARD CAP: Determines a maximum amount that can be paid per idea, even if the earnings achieved by it are higher than this maximum value.

 

Approval Tab: Approval Flow

There are basically two ways to configure an Approval Flow:

  1. Default Approval Flow: Through the path Gear Menu 👉 General Setup 👉 “Default approval flow” tab, it is possible to create a kind of template, which will be replicated (copied) in each created campaign. If the default flow undergoes any changes in the general setup and this change needs to be replicated in the campaign, the user must go to the campaign on the flow page and select the option RESET TO DEFAULT FLOW.

  2. Custom Approval Flow: If you need a completely different flow from the defined default, there is no problem. In each campaign, you can customize a flow as desired, either at the time of campaign creation or after its creation through the path Gear Menu 👉 Campaigns 👉 “Pencil” ✏️ icon on the desired campaign 👉 “Approval” tab.

To create the default flow in the general setup or later edit a "template" flow, consider the following tips:

Know exactly how many steps should exist in your approval flow and their respective approvers. This will help speed up the parameterization process.

With this in mind, click on “Add Step” until you reach the number of gates in your approval funnel. To make it easier to distinguish each step, expand each swimlane and in the “Step Name” field define the name of each one. From this point on, everything shown below can be replicated in all steps of your flow.

After defining the approval step name, you must indicate in topic “1- Type of Approval” who will be responsible for evaluating the ideas in this step. You have the following options:

  • Theme Manager: the approver is the manager of the theme/area to which the idea was sent. For example, if I am from IT and sent an idea to HR, in this scenario, the HR manager evaluates my idea.

  • Department Manager: the approver is the direct manager of the author. For example, if I am from IT and sent an idea to HR, in this case, my idea will be evaluated by the IT manager.

  • Group: a previously created group on the platform is defined, where all members will be responsible for evaluating the idea.

Note: Approval can be done by any group member, the system does not require all to evaluate the same idea.

  • Approver by Custom Field: one of the fields from the idea submission form is used to direct who the approver will be. For the field to be used this way, it must have been previously created for this purpose, having in each fill option, an approval group linked.

  • Author: in this type of approval, there is no approval or rejection, the author simply validates the idea, being able to send it to the next step or cancel it.

 

As flags disponíveis podem ser utilizadas para as seguintes finalidades:

  • Allow Approve: means that the evaluator can directly approve the idea, skipping all the next steps of the approval flow and sending it straight for implementation and financial follow-up.

  • Allow Denial: allows the evaluator to reject the idea and it will leave the approval funnel.

  • Allow evaluator change: allows manually changing the approver during the idea’s approval flow steps, giving even more freedom to decentralize the process.

  • Can the approver change the idea in this step: if this flag is checked, it means the approver can make any changes to the idea form while it is in the step.

  • Can the elaborator change the idea in this step: if this flag is checked, it means the author can make any changes to the idea while it is in the step, without prior request from the evaluators.

  • Automatic Approval: allows defining an SLA for approval (Evaluation Deadline) for the ideas, where they are automatically approved or rejected by the system if they are not analyzed by the evaluators after the defined deadline.

  • Allow skipping steps: allows the evaluator to skip approval steps, meaning if the idea is in step 1, the evaluator can send it to step 3 or 4 without having to go through step 2.

In “Evaluation Deadline,” it is possible to define the number of days the evaluator of the step will have to evaluate the idea. This deadline can be linked to the “Automatic Approval” field where it is possible to define if after the deadline the idea will be automatically Approved, Rejected, or if nothing will happen:

In “Social Approval,” the manager can define social interaction triggers based on comments and/or likes the idea receives:

 

 

Approval Tab: Gamification

Within a step, it is possible to relate points and coins to the classification criteria.

 

In the Gamification item, the points or coins generated can be linked to dynamic scoring, influenced by the classification points. This scoring can be by sum or average of the criteria scores, or even by the highest or lowest score among them. A Multiplier must also be defined, which will influence the Points per Criterion.

Note: Dynamic scoring can also be used to score the evaluator.

 

By enabling the “Credit points to the evaluator” flag, the following options can be configured:

  • On idea approval: score given to the evaluator when the evaluated idea in the step goes to the Approved or In Implementation state.

  • On idea implementation: score given to the evaluator when the evaluated idea goes to the Implemented state.

  • On step evaluation: score given to the evaluator based on the following criteria:

    • Issued evaluation: scores regardless of the evaluator’s action (direct approval, flow advancement, or rejection), regardless of the deadline;

    • Only when validating: does not score if the idea is rejected, only when directly approved and advancing in the flow, regardless of the deadline;

    • Issued evaluation on time: scores regardless of the evaluator’s action (direct approval, flow advancement, or rejection), only if done on time. After the deadline, no score is given;

    • Only when validating on time: does not score if the idea is rejected, only when directly approved and advancing in the flow, and only if done on time. After the deadline, no score is given.

 

The evaluation deadline is defined a little above.

When making this configuration, it is important to know that:

  1. Evaluators of skipped steps (non-sequential advancement) are not scored either in approval or implementation;

  2. Points are distributed only to the user who performs the action in the step, meaning in case of groups, only the person who executes the approval action is scored;

  3. When the idea returns in the flow, the points are automatically removed from the evaluator.

 

In topic 3 - Fields, it is possible to create additional fields for evaluators to fill out, helping to centralize information and relevant analyses made about the ideas, making them mandatory or not in the evaluation completion.

Finally, in topic 4 - Email Template, it is possible to change the email template sent to the authors and creators of the idea at this step. Using this field replaces the default template.

 

Topics Tab: Theme Restriction

If a challenge is restricted to specific theme(s), you can add them by filling in the “Search for a theme” field and confirming it by clicking “Add New”. This restriction is usually used in cases where you want to limit the collaborator's choice options when submitting an idea for a certain theme.

 

If no topic is added, all themes will appear as an option for the collaborator when submitting the idea.

Important: For more information about using and creating Topics, access the content: Themes, Groups, and Departments: understand the differences between them and how to create them!

 

Gamification and Reward Tab

Within the campaign edition, this tab allows you to configure exclusive gamification. Thus, the campaign stops following the general gamification rule and starts following its own gamification rule. This configuration determines how many points and coins will be given per event. For custom points personalization, the flag “Customize Campaign Scoring?” must be enabled:

Here, you can configure how points will be distributed according to each step, allowing points to be given for:

  • The authors, when the idea is submitted, approved, and/or implemented;

  • The authors, when the idea is implemented with financial return;

  • The person responsible for implementation when the idea is implemented;

  • The comment author when commenting on an idea and/or when their comment is liked.

 

The flag “Ranking linked to the idea submission date”, when enabled, restricts the ranking calculation to the idea submission date, that is, all the points earned by a collaborator on an idea (points for implementation, financial return, etc.) will be given based on the idea submission date.

This flag also affects the “Ideator”, “Assertive”, and “Entrepreneur” achievements, meaning achievements related to approved/implemented ideas and ideas with financial return.

For coin personalization, the flag "Enable Custom Reward?" must be checked:

 

 

In this configuration, coins can be distributed under the same criteria as points.

The difference is that it is no longer possible to configure the ranking linked to the idea submission date. Furthermore, it is now possible to divide accumulated coins if more than one collaborator is involved in submitting an idea.

To do this, just leave the flag “In a collective idea, accumulated coins will be shared among collaborators” enabled.

The gamification and campaign reward configuration also allows distributing badges based on the achievements made in the campaign.

How to configure the gamification and reward system?

In General Gamification, it is possible to:

  • Configure the scoring that each collaborator will earn by performing a certain action within the platform;

  • Define how the ranking will work and the possible achievements that will be enabled;

  • Manually add points for a collaborator;

  • Search for gamification events.

These functionalities can be accessed in the Gear Menu 👉 Gamification.

Initially, we have the General tab, where it is possible to define the cut-off dates that the ranking will follow. For example, the manager can define that the ranking should follow the scores obtained by the collaborator within a specific month, or in the last semester, anyway, there are numerous configuration possibilities. By leaving the end date blank, the ranking will display the score up to the current day.


In this same tab, the manager can define the number of positions that will be displayed in the ranking visible on the homepage. If they fill it with the number “0”, no collaborator will be displayed.

In the “Badges, the manager can enable badges that will be awarded to the collaborator when reaching a certain milestone, and also create custom badges to assign to a user. In this tab, by clicking on each badge, the manager can change the Name, define the number of achievements the collaborator must have to reach the X level of that badge, and check which collaborators have already earned the badge.


By clicking the “Discard changes” button, the user can discard the modifications that were made and not saved. At the end of the page, the manager sees the “Create New Badge” button. By clicking it, a new customizable badge is created, and the manager can configure the Name, change its description, delete, and edit the beneficiaries. It is worth noting that custom badges must be manually assigned by the manager to the user.


In the “Ranking” tab, the manager can define the score that will be given to collaborators when some fixed triggers are triggered, for example, for each idea sent or comment made.

This configuration applies to the entire platform, except when there is a custom gamification in a campaign. In this case, the customization within the campaign overrides the general configuration.

The flag “Ranking linked to the idea submission date”, when enabled, restricts the ranking calculation to the idea submission date, meaning all the points earned by a collaborator on an idea (points for implementation, financial return, etc.) will be given based on the idea submission date.

This flag also affects the “Ideator”, “Assertive”, and “Entrepreneur” achievements, i.e., points for approved/implemented ideas and ideas with financial return.

 

Manual Gamification

In the “Add Points” tab, the manager can manually credit or debit points for collaborators. The Collaborator, Number of Points, and Justification fields are mandatory; the others are optional.

To perform the points debit action, the manager must enter a negative value for the debit to occur.

 

Important Detail: if the manager does not link the credit or debit of points to a specific campaign, the operation will only affect the general ranking. If the client wants the manually added score to be counted in a campaign ranking, this information must be filled in at the time of the manual action.

 

Finally, the “Search Events” tab brings the statement of events (credit/debit) related to gamification. In this tab, the manager can filter by collaborator, responsible person, campaign, and by date. An important observation is that in this “Search Events,” only manually assigned points and points obtained in approval steps are recorded in the history, that is, it is not a complete statement of the collaborators' scores. To access this complete statement, you must request it from AEVO Support.

 

Gamification by Approval Steps

Within a campaign, it is possible to relate points and coins to classification criteria.

For this, you must access the campaign editing page, go to the Approval tab, and in the desired step click on Advanced, then you should see the following option:


In the Gamification item, the points or coins generated can be linked to dynamic scoring, influenced by the classification points. This scoring can be by sum or average of the criteria scores, or even by the highest or lowest score among them. A Multiplier must also be defined, which will influence the Points per Criterion.

Note: Dynamic scoring can also be used to score the evaluator.

When enabling the “Score Evaluator” flag, the following options can be configured:

  • On idea approval: score given to the evaluator when the evaluated idea in the step goes to the Approved or In Implementation state.

  • On idea implementation: score given to the evaluator when the evaluated idea goes to the Implemented state.

  • On step evaluation: score given to the evaluator based on the following criteria:

    • Issued evaluation: scores regardless of the evaluator’s action (direct approval, flow advancement, or rejection), regardless of the deadline;

    • Only when validating: does not score if the idea is rejected, only when directly approved and advancing in the flow, regardless of the deadline;

    • Issued evaluation on time: scores regardless of the evaluator’s action (direct approval, flow advancement, or rejection), only if done on time. After the deadline, no score is given;

    • Only when validating on time: does not score if the idea is rejected, only when directly approved and advancing in the flow, and only if done on time. After the deadline, no score is given.

The evaluation deadline is defined a little above.

 

 

When making this configuration, it is important to know that:

  • Evaluators of skipped steps (non-sequential advancement) are not scored either in approval or implementation;

  •  

    Points are distributed only to the user who performs the action in the step, meaning in case of groups, only the person who executes the approval action is scored;

  •  

    When the idea returns in the flow, the points are automatically removed from the evaluator.

 

Quantitative Rewards

It is a platform system that allows giving financial prizes to idea authors. This system is fully related to the financial follow-up of the idea, that is, it is only possible to configure the financial return if the idea is sent for Earning Trackings. This functionality is configured in the reward setup menu, which should be accessed through the Gear Menu 👉 Reward:

In the Configuration Tab, by activating the quantitative reward flag, the detailed settings will appear:

 

This quantitative reward system works based on how much financial return the idea generated for the company. Thus, a percentage to be given to the collaborator is defined considering the return generated by the idea. It is also possible to define a cap, that is, the maximum that can be reverted to the idea author.

Example: it is defined that collaborators will receive 10% of the financial return generated by the implemented ideas. So, an idea that had a R$1,000.00 gain will generate R$100.00 for its authors. If a cap of R$50.00 is defined, then the maximum the collaborator can receive will be this amount.


In this configuration, it is also possible to split the total amount to be paid when the following events occur:

  • When the financial forecast in the Earning Trackings is frozen;

  • When the idea is implemented;

  • When the Earning Trackings is finalized.

Example: If the author will receive R$100.00 in total, it can be defined that 10% will be paid when the financial forecast is frozen, 30% when the idea is implemented, and the other 60% when the Earning Trackings is finalized.


Thus, at each of these events, the company makes part of the reward payment and can also define how many days it has to pay, which would be the latency field (days). The management of these payments is done in the Three Lines Menu 👉 Manage Recognition.

 

Automatic Coins

The automatic reward can occur in three ways, detailed below. It is emphasized that changes made to the number of coins during the campaign will not retroactively affect ideas already in the approval flow.

 

General Reward Setup

Through the path Gear Menu 👉 Rewards 👉 Setup 👉 Reward System, it is possible to configure the reward for the entire platform. The reward options are:

On this page, it is also possible to configure whether the coins will be divided among the authors (if the idea is collective), enable the product basket (for exchanging coins for prizes), and the program currency name.

 

Custom reward within a campaign

Within the campaign edition, in the Gamification and Reward tab 👉 Enable Custom Reward, it is possible to find the same reward options seen in the figure above. However, this configuration overrides the general setup mentioned in the previous topic.

 

Reward within a step of a specific campaign:
Still within the campaign edition, in the Approval tab 👉 Advanced 👉 Gamification, there is a possibility of rewarding the advancement of that step. This reward can be dynamic/variable when linked to classification criteria, as demonstrated in the example used in the image above.

 

Manual Coins

There are two ways to credit/debit coins to users on the platform, the quickest and most practical is through the platform itself, the second option is to open a ticket with this request to our Support.

 

1) On the platform
It is done through the Three Lines Menu 👉 Reward System 👉 Credit coins. The necessary fields to perform this action are shown in the image below. In the case of coin debit, just enter negative numbers in the “Number of Coins” field.

 

2) Via Support
Just send your request to our Support with the user information, the respective number of coins to be credited/debited, and a justification for performing the action. 

 

Prize Redemption

The first step is to go to the Gear Menu 👉 Reward. You will be directed to the Reward Setup screen, which consists of the Configuration, Category, and Products tabs.

Before registering an item in your prize showcase, it is necessary to create the categories in which the prizes fit. For example, before registering a pair of cinema tickets as a prize, which falls under the "Experience" category, this category must be previously registered, and so on.

To create a category, just go to the Category tab 👉 "+", enter its name, and then click Register.

 

 

With the category created, just add the product. To do this, in the Products tab, click on the "+" icon.

Thus, you can define product information such as:

  • Name;

  • Whether it is active or not;

  • Category (previously registered);

  • Product description;

  • Stock choice: if unlimited, just check the flag, and if not, it is necessary to define the available quantity in the "STOCK" field;

  • Number of coins needed for redemption.

Finally, just click Register.

 

 

After that, the page will update, and the Images tab will appear for you to insert the image that will identify the product in the prize showcase.

 


Then, just click Add Image and a pop-up will appear with the option "Add File". You can choose an image from your computer to represent the product. To finish, click Upload > Confirm, and the image upload will be complete.

 

You can check the result by clicking on the Prize Redemption 🎁 icon on the platform’s homepage.

 

 

After that, you will be redirected to the page with all the available prizes for redemption.

 

Note: Only image files will be accepted. Gifs, mp4, and other file types are not programmed to work as prize representations.

 

Reward Delivery

To manage prize redemption, you must have such permission, given through user management (Gear Menu 👉 Users). Once with this permission, just access the “Reward System” option in the Three Lines Menu on the homepage, located in the upper right corner of the screen.

After selecting the option, you will be taken to the “Reserved Products” page, where all products reserved by collaborators registered on the platform are displayed.

 

 

By clicking on the icon you will be taken to the product delivery confirmation page, where you must enter a note related to the delivery and then click “Confirm Delivery” to close this Pendency.

If you want to see the entire history of pending and delivered prizes, still on the Reward System page, click the “Search Events” button. By clicking the 🔍, you can perform various searches, including filtering by the “Events” field. Then, just select the “Product Reservation” option and click “Search”.

Note: The delivery of a product redeemed through the platform is entirely the company's responsibility. The step-by-step described here is intended only to close the Pendency generated on the platform when a product is redeemed. It should only be done when the product has actually been delivered to the collaborator who redeemed it.

 

How to view all Pendencies?

To track the existing Pendencies on the platform, you can use two features. The first is through the Three Lines Menu 👉 General Pendencies, the second is through the report extracted in Export Data, following the path Three Lines Menu 👉 Export Data and searching for Idea Data 👉 General Pendencies. Let’s check the details of each feature!

 

General Pendencies

After following the Three Lines Menu 👉 General Pendencies, you will be directed to the overview of all users' Pendencies on the platform. This screen will concentrate the Pendencies by idea, meaning each idea occupies a line where the linked Pendencies are indicated.


From there, you will have access to the list of ideas with the columns: Idea, Status, Pendency (Type of Pendency), Time, Responsible, and Actions.

  • In the Idea column, the idea ID and its title are informed. By clicking on it, you will have access to a pop-up with more details about the idea.

  • In the Status column, you can identify at which step of the flow the idea is currently, being able to identify whether it is hidden or not for regular platform users through the indicator icon.

  • The Pendencies column indicates the type(s) of Pendency the idea has, and by clicking on any of them, you will be directed to the page where you can resolve it.

 

Important: only the following Pendencies can be tracked on this page: pending opinion, pending evaluation, pending idea adjustment, pending Earning Trackings analysis, pending drafting, pending implementation, and pending Earning Trackings and implementation validation. Financial payment and product delivery Pendencies continue to be tracked in their respective menus.
  • The Time column shows the period (which can be days, months, or years) that such a task has been pending for the responsible user.
  • The Responsible for the Pendency is indicated in the penultimate column. If it is a single user, you will be able to see the profile photo, name, and their email. If the responsible is a group, department, or theme managers, the same information will be displayed, but with an indication of the type of evaluator and the possibility to see the members of the group, theme, or department.

 

 

In the last Actions column, you will have the option to: open the editing page, open the idea modal, or delete the idea.

 

 

 

Filters

At the top bar of the page, you can search for pending ideas by the fields ID, Title, Description, and/or Idea Benefits.


By default, the filters for Type of Pendency, Pending Time, Responsible for Pendency, and Sort will always be visible.
The options for the Type of Pendency filter can be combined to return various results. Next to the name of the Type, the number of ideas with that type of Pendency will be displayed, thus facilitating management.


In the Pending Time filter, it will be possible to use ranges to define the minimum and maximum period in which the Pendencies were opened, thus facilitating the search for older or more recent Pendencies.

The filter for Responsible for the Pendency can be used to filter the Pendencies of one or more users, groups, themes, and/or departments.

The Sort option will allow you to organize the ideas the way you prefer to proceed with your prioritization.

 

In all cases, it will be necessary to use the Apply Filters button so that the page returns the desired result.

Additionally, beyond the above options that are always visible, it will be possible to use the See More button. By activating it, the platform will provide a series of filters that can be used separately or together to return the desired result.

 

 

 

Notify responsibles

From this feature, the platform allows you to resend, at any time and as many times as you want, a notification to the responsible(s) for the Pendency, reminding them about the task that must be completed. To do this, just click on the bell, which works as a button for resending notifications.

 

For the responsibles, a notification is triggered in the platform's notification bell and, if enabled, an email is also sent with a reminder about the task.

 

Reports

In the Reports tab, you can manage all the ideas and comments reported by users of the platform, if the reporting option is enabled in your program. In the top bar of the page, you have access to the report filters. Above that, the search field offers the option to search for terms related to ideas, through the Idea ID, Title, and Description.

 

 

By default, all available filters are visible, making it possible to filter by Pendency Type, Campaign, Theme, Responsible for the Report, and Author of the idea or comment. Finally, in all cases, you must click on Apply Filters for the page to return the results according to the applied filters.

 

Relatório Pendências Gerais

By following the path Three-line Menu 👉 Export Data, the user should look for the Idea Data option and select the General Pendencies report.

 

 

After correctly selecting the report, simply click Request and wait for the data processing on the Request History page.

Once downloaded, you will have access to information on pendencies in the platform, such as Idea ID, Elaborator, Title, Responsible for the Pendency, Entry Date into the Stage, etc.

 

Where to Monitor the Program Indicators?

Currently, it is possible to monitor the Idea Program indicators through the following tools:

  • The Central Indicators (available on the platform);

  • The default Dashboard on Power BI;

  • Or by using our APIs in an external tool.

 

Central Indicators

In this Central, the Program Administrator can monitor the main program indicators quickly. To access it, look for the Central Indicators icon in the platform's top bar:

 

After being redirected to the Central Indicators page, the Administrator can access the filters by clicking on the 🔍 icon.

 

 

After adding the desired filters, just click Search to update the indicators according to the applied filters.

 

Note: By default, filters come "Blank." However, once you add any filter, it will remain saved the same way every time you return. Therefore, always check the applied filters if you have doubts about the displayed data!

 

Below, you will find the following Indicators:

1.1 Ideas Generated Indicator:

Corresponds to the total number of ideas submitted in the Idea Program. The chart allows monitoring the evolution over the selected period.

 

Note: If filters are applied, values may vary.


1.2 Ideas per Employee Indicator:

Represents the ratio between Ideas Submitted/Employees. The chart shows the evolution over the selected period.

 

Observação:Caso haja filtros aplicados os valores podem variar.


1.3 Idea Approval Rate Indicator:

Returns the percentage of approved ideas based on the number of submitted ideas. You can also view the number of rejected ideas in the chart.

 

Note: If filters are applied, values may vary.


1.4 Implemented Ideas Indicator:

Presents the absolute number of ideas implemented during the period.

 

Note: If filters are applied, values may vary.

 

Below the indicators, you can track "Rankings" by Category of Approved Ideas:

 

 

  • First column: Top 10 Topcs with the most approved ideas;

  • Second column: Top 10 Departments with the most approved ideas;

  • Third column: Top 10 Users with the most approved ideas.

Then, you can monitor the "Rankings" by Category of Submitted Ideas:

 

  • First column: Top 10 Themes with the most submitted ideas;

  • Second column: Top 10 Departments with the most submitted ideas;

  • Third column: Top 10 Userswith the most submitted ideas.

Default Dashboard: Power BI

Another excellent option for monitoring your Idea indicators is through our Power BI, with a pre-built Dashboard containing valuable information for you, the Program Manager who wants to evaluate the performance of your innovation program via the Idea Center.

For detailed information, refer to the following article that explains each Dashboard resource related to the Initiatives Center:
Power BI - Idea Dashboard

This Power BI is available free of charge for AEVO clients!
If you wish to access it, just follow these steps:

  1. Contact your account Mentor, or send an email to our Support Team (suporte@aevo.com.br) with the list of emails for all users who should have access to the dashboard;

  2. Ensure all these emails are linked to registered users in your environment;

  3. Ensure all these users have Power BI Pro licenses.

 

API Consumption

We currently have this documentation that contains all our available APIs. Basically, the APIs return the same information as the reports extracted via Export Data.

Our APIs can be consumed by various tools, as long as the client uses them correctly. In the documentation mentioned above, there are more details on how to successfully consume the APIs.

 

A relevant piece of information is that you, the client, must generate a Token before starting to consume the data.

To generate a token, access the platform and follow the path: Gear Menu 👉 Integration 👉 “➕” icon. You will need to fill in a HOST, which is simply the URL in the client’s environment. Additionally, you must specify which actions the token will grant access to, with the option to select all of them. The available options may vary depending on the Centrals contracted, but in general, the available permissions are:

 

 

Furthermore, by accessing the Integration page through the gear menu, you can check the tokens already generated and perform some edits such as updating the token, deleting it, and checking each token’s permissions.

A token can be encoded or decoded. The platform generates the token in a decoded state. However, to consume an API, it needs to be encoded.

For specific questions, you can contact AEVO Support, so we can analyze and suggest possible customized solutions for your needs.

 

General Settings

In the Gear Menu 👉 General Settings, you will find configurations that impact the platform as a whole.

 

General Settings: Appearance

The platform appearance is customizable, allowing you to define colors and logo. Other customizations are more complex and require the use of CSS code. If you are familiar with the language, you can make these more impactful changes.

 

In Section 1 - Color Palette, we find three color settings:

  • Primary Color – recommended to use the brand’s main color. It applies to buttons and titles;

  • Secondary Color – applied to secondary titles;

  • Contrast Color – used in highlighted elements. For example: the color of the icon of the current central being accessed and AI components.

To change the color, simply click the field and alter the color in the palette by dragging the mouse cursor.

At the end of this same tab, it is also possible to change the logo and the CSS settings for the entire platform:

Section 2 - Logo:
You can upload an image file up to 15MB by clicking on the photo.

Section 3 - Custom CSS:
This is where you can make more specific and customized changes using the CSS language.

 

General Settings: Login Screen Wallpaper

The appearance of the login screen wallpaper can be customized. By default, the wallpaper is white, but there are options for AEVO wallpaper or a Custom wallpaper.

Customization supports images in .png and .jpg formats.
To change it, simply click the “Custom Wallpaper” modal, select the desired image, and then click the “Save Appearance” button.

After customization, the new wallpaper will be applied to the login screen, replacing the default white background, providing a unique visual identity for the environment.

 

Web Version

 

 

Mobile version:



 

General Settings: Login Screen WallpaperGeneral Settings: Employee Support

 

In this tab, you can enable tools to assist the end user in understanding how to use the platform in general.

  • Section 1 - First Access Modal:
    When enabled, you can edit the content of the popup that will appear to the employee after logging into the platform for the first time.




Section 2 - About the Program page:
Here you can edit information about how your innovation program works (strategy, schedule, campaign list, etc.).
This page can be accessed via the First Access Modal.





Section 3 - External Links:
You have the option to edit the external links that will appear on the Central de Ideias home page.


External links are useful links for company employees, which can be placed on the timeline for easier access.

Inside the configuration panel, you can add up to 9 links and enable which ones you want to appear on the program home page.

In this tab, you can configure the links and where they will appear, being able to place them on the homepage and/or the 3-line menu.

Example of final result:

 

 


General Settings: Copyright Assignment

The Copyright Assignment section is where the assignment document is located— a mandatory document that the user must sign when first accessing AEVO.

By accepting it, the employee agrees to assign the rights to use the information entered on the platform, as well as the intellectual property of the ideas, if described in the document.

The document can contain various guidelines, as long as all information is compiled into a single PDF document.

To change the current term, simply click the “Add New File” button in the Copyright Assignment tab and upload a PDF file up to 15MB.

 

 

Important:

  1. Each time this term is changed, the user must accept it again to access the platform.

  2. Without acceptance, access is not permitted.

 

General Settings: Email Notifications

In this tab, you have access to most of the email templates sent by the platform, except those from the Startup Center and Strategies.

 

 

To start customization, simply click on the email template you wish to modify.

  • In the Subject field, the manager can change the name that will appear in the email title.

  • In the email body, the content that will be sent is available, and it can also be customized by the manager.

To compose the Idea Center email editions, only the following TAGS can be used (they are automatically filled with platform data):

  • {ideia.Estado}: Current status of the idea

  • {ideia.id}: Idea ID

  • {ideia.Titulo}: Idea title

  • {destinatario}: Name of the user receiving the email

  • {ideia.Link}: URL to access the idea

The user can include, if desired, image files, videos, links, etc.

To preview how the email will look when delivered, just click the Test button and send the test email to an address.

At the end, to save the changes, it is necessary to click the Save button.

 


General Settings: Idea Center

1st Topic - Collaboration:

In this item, you can enable functions that influence users' ability to collaborate with each other in the idea program.

 

2nd Topic - Communication:
In this section, you can enable and define which platform user will be responsible for receiving the following communication emails:

  • ENABLE EMAIL SENDING: Applies to all emails sent by the platform, regardless of the Center.

  • ENABLE "I NEED HELP": Valid for the elaborator submitting an idea.

  • ALLOW REPORTS: Valid for comments and reported ideas.

  • DATA ADMINISTRATION RESPONSIBLE: Who will receive a notification when a user requests deletion of their data via “My Profile”.

  • SMTP CONFIGURATION:
    By clicking this button, the user is redirected to the SMTP configuration screen, which allows emails sent by the platform to come from another sender, different from the default sender (aevoinnovate@aevo.com.br).


3rd Topic - Idea Rejection:
In this section, you can adjust the idea rejection settings.


  • The REJECTION STATE NAME field allows the client to change the name of the Rejected state on the platform to any desired term.

  • By clicking the “Register Rejection Reasons” button, you can register new justification reasons for rejecting ideas.

 

4th Topic - Artificial Intelligence:

Here the user can enable features that determine whether AI will be activated to suggest startups, identify similar ideas, or even support employees in submitting more elaborated ideas.

 

5th Topic - Financial Tracking

In this topic, the user can define the default settings for managing financial tracking of ideas through the Earning Trackings, as well as the payment and recognition of employees for the ideas implemented.

  • PERIODICITY and NUMBER OF PERIODS:
    Defines the default values for these fields when an idea is sent for Earning Trackings.

  • FINANCIAL RESPONSIBLE:
    Defines the default user suggested by the system when an idea is being sent for implementation with expected financial gains.

  • RECOGNITION RESPONSIBLE:
    The user responsible for receiving financial payment notifications in the Bars Menu 👉 Manage Recognition, originating from the Quantitative Reward System and Campaign Rewards by Classification Criteria.

 

6th Topic - Display and Timeline

This section defines the default behavior of the Idea Center timeline on the homepage.

For the "TIMELINE SORTING" field, the options are:

  • Recommended: Mixes the most recent and most relevant ideas.

  • Most Recent

  • Most Relevant: Most liked and commented, based on the weighting set for each in the Comment Weight and Like Weight fields.

  • Most Liked

  • Most Commente

The "Highlight on Carousel" field defines whether the carousel will show Campaign banners or Campaign Type banners.
Also, the "ENABLE FEATURED CAMPAIGN BANNER ON CAMPAIGN PAGE" flag determines whether the campaign carousel will appear on the campaigns page.

The "Number of Themes" and "Number of Campaigns" fields determine how many of these items will appear in the Main Categories block, below the general ranking on the timeline.

 

Lastly, the "VIEW IDEAS IN GRID" flag is used to define the user's viewing type when accessing all ideas.
When checked, ideas will be displayed in grid format:




When unchecked, ideas will appear in list format.



 

7th Topic - Timeline Banner

This option is similar to the previously mentioned external links but allows you to add an image that will be displayed on the Idea Center homepage, and when clicked, will redirect the user to the defined link.


The homepage visualization will look like this:



8th Topic - Corporate Profile

 

 

Creates a corporate (hidden) profile that can be used by any user with the “COMMENT WITH CORPORATE PROFILE” permission enabled in their profile, allowing them to post anonymous comments on ideas on behalf of this corporate user.

 


General Settings: Default Approval Flow

In this tab, you can define the default approval flow for the environment, i.e., the approval flow that will be used in campaigns where the "Customize approval flow" flag is not enabled.




*Tip: For more information on how to create an approval flow, we recommend reading the article: How to create your campaign's approval flow?

 

Which Data Can Be Exported?

To export any data from the platform, the user must first have this permission enabled in their profile.
To check this permission, go to Gear Menu 👉 Users and search for the collaborator’s name.

Once permission is enabled, the user should go to 3-line Menu 👉 Export Data.

You can export reports in each block with the following information:

  • Idea Data: Idea content, idea approval content and history, registered campaign list, financial gains from ideas, registered theme list, pending evaluation report, registered classification criteria list, and requested and issued opinion reports.

  • User Data: List of registered departments, reports with access logs of collaborators, and registered collaborator list.

  • Gamification and Rewards: Total points per collaborator, detailed coin statement for each collaborator, and total coin list for each.

  • Interactions: List of created connections, shared and favorited ideas, participation request ideas, and ideas in each connection, favorited, and suggested by AI.

  • Project Export: List of projects in each portfolio, project movement history within the portfolio, task list in each project, and list of form fields from each completed stage.

  • Strategy Data: List of Workspaces in the platform, list of Objectives and their respective Workspaces, Key Result list, and task list imported from the Initiatives Center.

 

To start the data export, simply select any report block and click “Request”.

 

For each report block, you can also apply specific filters to narrow the information contained in the generated spreadsheet by clicking the icon next to the “Request” button.

If you choose to use filters, it’s necessary to click "Apply" and then "Request".


Após clicar no botão “Solicitar” você será transferido para a tela de Histórico de Solicitações, onde poderá acompanhar o processamento do relatório até ele estar pronto para ser baixado.

If you choose to perform a partial download, selecting one or more reports or data blocks, it may be made available within up to 5 minutes in the Request History.
An individual Excel file will also be generated for each report within the selected data block.

If you choose to perform a complete data download, it will be made available within up to 30 minutes after the request, on the Request History screen.
In this case, a single Excel file will be generated containing all reports.

 

Scheduling a Report Processing

You can only schedule a report for download if you are exporting all platform data.
To do this, go to the "Export all data" section and click the “Schedule Processing” option.

You must choose how often the report should be made available:

 

Note: For now, only one report pattern per schedule is allowed. If you want to schedule more than one processing with different recurrence and periods, just repeat the scheduling process, selecting the other recurrences and desired periods.

 

You must also choose the data validity period (counting from the day it was scheduled).

Now, click the "Schedule" button, where you can also monitor the report processing status.

 

Finally, just click the "Request" button, which acts as a Save and Confirm for all filled scheduling data!

 

 

Which Data Can Be Exported?

On the Request History or Download page, you can view the files requested and downloaded by your user (only).
Each downloaded file contains the filename, filters applied, processing date, status, and actions for download and deletion.

 

 

The file processing statuses are:

  • Processing: The file is being processed for download.

  • Processing Error: The file was not processed correctly and was interrupted.

  • Processing Completed: The file was processed and is ready for download.

 

Processed files, besides generating a notification in the notification bell, will remain available for download indefinitely unless you delete them by clicking the trash icon.

Which Notifications and Emails Are Sent by the Platform?

You can check all emails sent by the platform in the Gear Menu 👉 Email Notifications, where templates are listed, and you can customize the text body.

 

The most frequent email generally sent is the General Pendencies email, where the platform summarizes the actions pending with your user.

Additionally, users may receive an email when:

  • Their user registration is created.

  • Attempting to recover a password.

  • Submitting an idea for validation.

  • An idea is approved, rejected, or implemented.

  • An adjustment in the idea is requested.

  • Someone comments on the idea.

  • Someone responds to a comment.

  • A manager requests a Technical Opinion from the user.

  • An idea is reopened.

  • An idea is sent for Earning Trackings.

  • The idea is sent to the Initiatives Center.

  • There’s a report on the idea (only for the moderator user, defined in general settings).

  • An approval flow stage reaches the evaluator's responsibility stage (for the evaluator).

Besides email notification, these actions generate a notification in the platform notification bell.

 

What to Do If You Need Help?

In this tutorial, you will see how simple it is to open and track a ticket through our Zendesk support platform, ensuring the best service for you and the best customer experience for your company. 🚀

The first step is to log into the platform with the credentials shared with you by your Success Mentor.

 

 

Once logged in, you will have access from the vertical menu in the upper left corner to:

  • Ticket Center created by you.

  • Indicator Dashboard with some insights about the tickets created.

  • Notice Board, another communication channel from our Support Team with you.

  • Help Center, where you will access a Knowledge Base with the main doubts and platform usage tutorials.

Related articles

Powered by Zendesk