All subscriptions to IPwe Docket come with are inclusive of onboarding and implementation. New users start out with their accounts set up, assets migrated, and dockets hand-audited by our customer success team. Over time, however, users may find it helpful to be able to perform ongoing profile setup and asset imports on their own.
Logging in to IPwe Docket
All users will receive login URL, usernames and passwords for each accounts as part of onboarding. Administrator and Managers will sign in using this unique login URL.
Setting up your Account
All new users should upload an avatar (optimal size: 300 x 300) and update their password from those created during onboarding.
Administrator and Manager Accounts
Every IPwe Docket Enterprise account is designed for each user to have their own profile. These profiles are setup with either Administrator or Manager level permissions. Administrator accounts have broader permissions than Manager accounts. For example:
- Administrator profiles can change permissions, passwords, and upload or delete assets for any Manager.
- Administrators can upload assets across multiple accounts with a single import.
- Administrators can create docket reports with their assets as well as for each of the Manager account.
An enterprise can only have one Administrator account, but Manager accounts are limited only by the terms of the subscription. Often we suggest that a lead docket clerk or office administrator be the administrator, but new users should discuss the structure of their team, workflows and needs with the IPwe accounts team prior to onboarding to optimize the account structure.
Each Manager account will have an Avatar, a picture or company logo used to identify that user. The image will appear on the user’s dashboard and in any shared invention disclosures. Either the Administrator or the Manager can add an avatar at any time, and the Administrator may also upload an avatar for the entire enterprise - usually a company logo.
An Administrator can upload their company logo to the platform via the settings tab found in the main account overview page.
The platform accepts most image types including .png and .jpeg. Upload the image, update settings, and it will appear at login and on the main page of the administrator account.
Uploading a Manager’s Avatar - From the Administrator Account
Administrators can upload Avatars for their account or for each of their Managers from the account overview page - the first page that users encounter after logging in, or after clicking back to Admin from the docketing platform. Find the “Edit” button for the selected Manager account to enter that Manager’s settings page.
Upload an image, click the update button, and the image will become available on that Manager’s login and in all invention disclosures.
Uploading a Manager’s Avatar - From the Manager Login
Managers who wish to update their Avatar can do so by going to settings (hover over the avatar under the top navigation bar).
On that page is the image upload button, which users click, choose the file (.jpeg or .png preferred) to be uploaded, update the page, and the image will show on that Manager’s login and in invention disclosures.
Passwords can be changed by either an Administrator or Manager and should be done immediately after receiving credentials.
Changing Passwords - From the Administrator Account
Find the “Change Password” button on their Manager overview page to change an Administrator or Manager’s password. Clicking that button will bring up a password reset page. Upon submission of the new credentials, the platform will require affected users to login using the new password.
Changing Passwords - From the Manager Login
Managers can change their password by 1) entering their organization’s login URL into a browser; 2) clicking “Forgot your password”; 3) entering their email address; and 4) following the emailed password reset instructions.
Submit the new password, go back to the Enterprise URL and login with the new credentials.
4. Onboarding New Employees
All employees working with IP assets should be given their own Manager account, filled with the assets they will be responsible for. The docketing takes care of itself.
5. Creating a New Manager Account
IPwe Docket is made to support teams, and providing each employee with their own Manager account creates a closed environment for them of only the assets they will be responsible for. While the IPwe Docket customer success team will set up any requested Manager accounts during onboarding, down the line, users can create new Manager accounts in a matter of minutes. *Note that new accounts can only be created from the Administrator account.
Step 1. Find the “New Manager” button from the Manager overview of an Administrator account.
Step 2. Enter the new Manager’s information and create their login credentials. Then click the “Create Manager” button.
Managers should now be able to login using the enterprise URL with those credentials from within the browser.
6. Importing IP Assets
While most organizations will have their assets imported as part of onboarding, users may still wish to import new assets over time. IPwe Docket supports both bulk asset imports via spreadsheet as well as individual asset uploads.
Each supported asset type requires the use of a specific upload identifier schema:
US Patents and Patent Applications
International Patents and Patent Applications
PCT Applications (US Originating)
PCT Applications (Originating Outside US)
International Trademarks, US/International Copyrights, Security Interests, Domain Names & “Other Assets”
7. Uploading Across Multiple Profiles
The first decision to make in importing IP assets is to what extent users will want part or all of their portfolios to be mirrored across managers. For those who want assets mirrored across multiple manager accounts, the following imports must be performed from the Administrator page of the Administrator account. Any assets uploaded within a manager account will upload only to that account.
To access the Administrator upload page:
Step 1: From the main Administrator login, find the import tab on the left side of the page. *Note that only Administrators can import assets across multiple accounts.
Within that page will be an “Import Data” tab. Download the template and fill in the pertinent data.
Fill out and save the template, then upload it via the prompts to move to step 2.
Step 2: Users will come across a page of all serials from the template. Check the Manager accounts that you would like to copy those assets to and import when finished.
*Hint - utilize the “Search” and “Add to All Managers” boxes to speed up the process.
Once imported, those assets become available across the selected Manager accounts.
The following applies to manager-level imports, which will only appear in the accounts in which they were uploaded.
8. Importing Assets in Bulk
IPwe Docket supports bulk imports of US & international patents, trademarks, and invention disclosures.
Users can upload these assets in bulk by following the "IMPORT" button under either the Applications or Issued Patents tabs.
On that page is a downloadable template that users will fill in with patent application numbers as well as any identifying matter or client data. Some users may wish to include client contact information in the import, but it is not required.
Save the filled out template, upload, and IPwe will pull in data from the PTO and docket all relevant due dates.
Most assets will be fully synced within a few minutes. Especially large bulk imports and certain assets may take up to 24 hours to sync fully.
2. International Patents
IPwe Docket automatically updates file histories of international patents and applications from 58 patent offices, however, docketing is currently limited to US & EP applications. Supporting so many countries requires that users follow a very precise numbering schema as to ensure that the proper asset is being imported. We suggest users view the list of supported offices and their accompany application numbering schemas.
Uploading international patents in bulk requires a template, which is available via the “Import Excel Sheet” or “IMPORT” buttons under the “International Patent Applications” tab.
Users will notice that this template has more columns than the US patent upload template. This is to compensate for data quality issues at the EPO that prevent IP from certain European countries from uploading fully. In those circumstances, users may choose to manually add other information about the assets.
Fill in the template, save and go back to the browser. On that same page is the upload and Import button. upload and assets will sync within a matter of minutes.
*Note that IPwe Docket uses the same application numbering schema as is available on Espacenet, so users may find it beneficial to copy application numbers directly into the platform from there.
3. US Trademarks
Importing trademarks follows the same workflow as with patents, it merely requires a different template and upload identifier.
To upload US trademarks in bulk, first go to the US Trademarks tab, then click the “Import” button on the left navigation bar.
Download and fill in the Microsoft Excel-based template with the trademark serial numbers, matter numbers and client names.
Save the sheet, import it into the platform, and the assets will sync, docket and become available to users in a matter of minutes.
Users can also upload international trademarks in bulk, but since the platform does not support automated prosecution histories or docketing for those assets, the template can be filled in with free text. There is no specific number formatting required.
To upload, first find the “Import Excel Sheet” button on the International Trademarks tab.
Fill in any relevant identifiers and save the sheet.
Import from the same browser page and the assets will become available immediately.
Just like patents and trademarks, invention disclosure forms (“IDFs”) can also be imported in bulk. Most users will upload them to maintain a record of all of their old and pending IDFs. Others will use the template in “blue skies” and other ideation meetings.
Users who wish to upload many IDFs at once must do so with a template, available by clicking the “Import Excel Sheet” button on the invention disclosures tab.
That template will include identifying information for the IDF (inventor names, title), standardized disclosure prompts, and status information (current status creation date, responsible attorney and notes). Users should fill out each section of the template, though the platform will subsume a blank creation date with the upload date and current status as “in Progress” if those fields are left blank. This can be changed later from in the platform.
Save the filled out template, import it and the disclosures will become available immediately.
Additionally, some users take this template into ideation and “blue sky” meetings. In that case, we suggest that all notes go into that template, which is then uploaded to IPwe Docket. After that, counsel and inventors can continue fleshing out the details from right within the platform. Some may wish to email these partial disclosures to inventors to do the same. See "How to Share an Invention Disclosure".
Single IP Asset Imports
While bulk imports are often a faster way of onboarding an entire portfolio, it may make sense for some users to import assets one at a time: like after filing a patent application, acquiring a small group of assets, or researching IP owned by outside organizations.
1. US Patents
To upload a single patent asset, find the "+Add Serial No." button from the applications or issued patents tab
Fill in the prompts, submit, and the AI will immediately begin scraping the PTO for pertinent information on the asset, and the rules engine will docket any relevant due dates. Note that some assets may take up to 24 hours to fully sync with the PTO.
Supporting a growing international patent portfolio? IPwe Docket also automatically syncs file history for patents filed across 58 patent offices, and dockets EP assets. Note that integrating with 58 patent offices requires a precise serial numbering schema as to ensure that only the correct assets are uploaded. User can view the list of supported countries and their upload identifier schemas here. We recommend that users call IPwe Docket customer service in the event that a bulk import of international assets is required.
To upload international patents:
Step 1: In the International Patent Applications tab under the Avatar, click the “+New” button.
Step 2: Use the “international serial number checker” to ensure that the correct asset is being uploaded. Format the application number in accordance with the schema, and click to verify. Compare the title with your records to ensure accuracy, add the matter and client and submit. An incorrectly formatted submission will read "No Record Found".
*Hint: IPwe Docket uses the same upload schema that appears on Espacenet, so some users may find it helpful to copy and paste application numbers directly from https://worldwide.espacenet.com/.
Importing trademarks to the platform is similar to the process for importing patents.
Step 1: Enter the US trademarks tab, and find the "+Add Serial/IR No." button at the top right of the page.
Step 2: Type in the serial number, matter and client, then submit. The file history and docket will load in a matter of minutes.
“Other Assets” - International Trademarks, Copyrights, Fictitious Names, Security Interests, Domain Names
IPwe Docket also provides repositories for international trademarks, copyrights, fictitious names, security interests, domain names and “other assets”. These repositories do not currently sync with any outside data sources, though users may still wish to upload them to IPwe Docket as to help maintain all IP assets in one location. As such, the import process will be the same for any of the above asset types
Step 1: Access your repository of choice from the “Others” tab in the banner.
Click the “+New” button at the top right of the dashboard, fill in the pertinent information and be sure to “Create”. The asset will immediately become available under that tab.
FAQ - What about PCT Applications?
Users upload PCTs under different tabs depending on where they originate.
If the PCT application was filed with USPTO, then add the serial number under the )(Pending) "Applications” tab and convert the application number accordingly.
US Patent Application
Converting to PCT Application Number
PCT/US12/01234 (two digit year, five digit number) => WO2012US001234
PCT/US2012/012345 (four digit year, six digit number) => WO2012US012345
If the PCT application originates from a patent office other than the USPTO, add the serial number from the “International Patents” tab and convert the application number accordingly.
PCT Originating in International Jurisdiction
Converted PCT Application Number
IBYYYYXXXXXX (two digit RO, four digit year, five digit number) => IB2019059087
CNYYYYXXXXXX (two digit RO, four digit year, five digit number) => CN2019059087
KRYYYYXXXXXX (two digit RO, four digit year, five digit number) => KR2019059087
JPYYYYXXXXXX (two digit RO, four digit year, five digit number) => JP2019059087
ILYYYYXXXXXX (two digit RO, four digit year, five digit number) => IL2019059087
FAQ - What happens when we file a new application or acquire patents?
IPwe Docket does not automatically add new assets to the platform. That means users should import assets as they are filed or acquired. You may ask your IPwe Docket customer success agent to add them if needed. There will be $150/hr. fee since it takes knowledge and experience of patent prosecution to audit your assets and make sure the correct format was added to your enterprise account.
Users may wish to delete assets from the platform. Assets can be deleted across an entire enterprise from the Administrator account or just within a user’s account with that user’s login.
1. Deleting Assets Across All Accounts
Administrators can delete assets across all accounts at once from the main Administrator view. Administrators can access the list of assets across all Manager accounts from the “Search” tab.
Within that page is a list of all assets across all manager accounts. Administrators can apply search filters to help find the assets to delete. Click the X to the left of any asset, confirm that you want the asset deleted, and it will disappear from all accounts within that enterprise.
2. Deleting from a Manager Account
Find the asset you wish to delete, click the drop down on the leftmost side of the page, and hit the “x” in the drop down menu. Confirm, and the asset will be removed from your Manager account.
Overall Best Practices and Common User Errors
The IPwe Docket team has uploaded a lot of assets onto the platform and as such has found a number of common user errors and other issues. Here are some of the most common errors.
1. Adding “US” at the Beginning of a US Application Number
There users who add US to the beginning of an application number of a US asset. While the country code is required for international filings, it is not required and is not supported in US asset uploads. For example, “US15399980” will be rejected. Drop the “US” and import “15399980” (no need to add "/" and ",").
2. Issues Uploading National Stage Filings for European Countries.
IPwe Docket obtains patent file histories for European filings directly from the European Patent Office. Unfortunately, data quality issues sometimes prevent some European national stage filings from being accessible through their API. This seems to be most common, but is not limited to French and German filings that have EP equivalents. IPwe Docket is in process of a resolution. In the meantime, we suggest that users upload only the EP filing.
3. International Filings that Require Unique Prefixes
International patent uploads require a precise numbering schema because different countries store application numbers in different ways. While most require just a country code, year and application number, some have unique prefixes. In our schema guide, application number formats designate years with “Y”, and Application numbers with “X”. We designate these unique prefixes with a “Z”. Some examples with their formats:
- Brazilian patents require "11" for national applications. (BRZZYYYYXXXXXX)
- German patents require "10" for national applications and "20" for utility patents. (DEZZYYYYXXXXXX)
- Malaysian patents require "PI" for national applications and "UI" for utility patents. (MYYYYYZZXXXXX)
- Philippine patents require "1" for national applications and "2" for utility patents. (PHZYYYYXXXXXX)
- Chinese-Taipei patents require the Republican year in 3-digit format by subtracting 1911 to the current year (e.g. 2011 - 1911 = 100). (CNYYYYXXXXXXX)
- Indian patents require the issuing office code. (IN (unique number + issuing office code + four-digit year)
4. EP Actions Failing to find Issued Dates
EPO patent data is inconsistent, a common one being missing issuance documents. The platform cannot know whether a patent has been issued without this document, so to do it by hand, users should go to the patent itself, type “Issued” under the Status column, and the record will move to the issued patents tab.
 Users who copy US application numbers from Espacenet may find some application numbers with the filing year at the beginning of the number. This will not work with the platform. Please remove the 4 digit year and copy the rest of the application number into the platform, i.e. 201314050814 becomes 14/050814.
international patent numbers follow a strict numbering schema to ensure the high level of accuracy required in docketing departments. This schema mirrors Espacenet, so users can copy and import patent application serial numbers directly from their platform.