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Section 1

Set Up Firm / Attorney Profiles

Multi-Firm Pro version only — Single Firm Edition skips this step

What are profiles? Each profile represents a firm or individual attorney you support. Every profile has its own completely independent set of email templates — ensuring the right language, fees, and signature block are used automatically every time you upload that firm's docket. This is the core value of the Pro version.
1

Go to the Firms tab

Click Firms in the top navigation bar.

2

Click + Add

Enter the firm name or attorney name — e.g. Smith & Associates IP Law or Attorney Jane Doe. Click Save Firm.

3

Customize that profile's templates

After saving, go to the Templates tab, confirm the correct profile is selected in the dropdown, then edit each template with that firm's specific fees, language, and signature block.

4

Repeat for each firm or attorney you support

Each profile is completely independent. Switching profiles switches the entire template set automatically.

Tip: The Single Firm Edition has one template set only — no profile switching needed. Perfect for paralegals who support a single firm or attorney.
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Section 2

Add Client Contacts

Set once — client emails auto-populate on every future docket upload

How it works: When you upload a docket, the tool matches the owner name from the docket to your contacts list and automatically populates the client email address. You only need to enter each contact once.
1

Go to the Contacts tab

Click Contacts in the navigation bar.

2

Click + Add Contact

Enter three fields: Owner Name, Contact First Name (used in the salutation), and Email Address.

3

Owner name must match your docket exactly

The system matches on the owner name as it appears in your docket export. Example: if your docket says Tiny Brands, Inc. your contact must also say Tiny Brands, Inc. — not Tiny Brands or Tiny Brands Inc.

Important: If a deadline card shows "No email — add in Contacts tab" it means the owner name in your docket did not match any contact. Check the exact spelling and punctuation in your docket export and update the contact accordingly.
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Section 3

Customize Email Templates

Replace generic starter templates with your firm's actual language, fees, and signature

Starter Templates Notice: All templates that ship with IP Workflow Suite are generic starter templates. They are not associated with any law firm and use [Firm Name] and [Email] as placeholders. You must edit each template before use. Templates labeled "Starter Template" have not yet been customized.
1

Go to the Templates tab

In the Pro version, first select the correct firm profile from the dropdown at the top. Each profile has its own independent template set.

2

Click Edit on a template

The template editor opens with the full subject line and body. The toolbar includes B (bold), I (italic), U (underline), ⇥ Tab (indent), • List (bullet list), and Clear (remove formatting).

3

Replace [Firm Name] and [Email]

Find all instances of [Firm Name] and [Email] in the body and replace with the actual firm name and email address.

4

Update fees if applicable

Many templates include fee language. Update the dollar amounts to match your firm's actual fee schedule.

5

Insert merge field shortcodes

Place your cursor where you want dynamic data to appear, then type the shortcode. See the Shortcodes section below for the full list. Example: {DEADLINE_DATE} inserts the formatted deadline date automatically.

6

Pasting from Word

The editor automatically strips Microsoft Word formatting (MsoNormal, font declarations, hidden XML) on paste. Bold, italic, and underline are preserved. If formatting looks wrong after pasting, select all text and click Clear, then reapply formatting using the toolbar buttons.

Template Naming for Reminder Staging: Name your templates to match your docket's deadline type labels exactly. For example, if your docket system uses "Reminder email re First SOU/EOT Deadline" as the entry label, name your template the same. The tool auto-matches templates to deadline entries based on this label. See the Reminder Staging section for full details.
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Section 4

Upload Your Docket Report

Works with any docket management system that exports to Excel — trademark and patent matters

1

Export your docket as Excel (.xlsx)

From your docket management system, export your deadline report as an Excel file. The tool works with any system that produces an Excel export including standard IP docket platforms and custom systems.

2

Select your firm profile (Pro version)

Choose the correct firm or attorney profile from the dropdown before uploading. This ensures the correct template set is used for email generation.

3

Optional: Add a docket source note

Enter a note in the Docket Source / Notes field — e.g. 45-day docket, weekly report, 30-day. This helps staff identify which reminder stage they are working from.

4

Click Upload Excel File

Select your .xlsx export file. The tool will automatically detect your docket system's column format.

5

First upload: Column Mapper

If this is the first time uploading from a new docket system, the Column Mapper will appear. Match your system's column names to the required fields (Mark Name, Deadline Type, Deadline Date, etc.). Give the mapping a name — e.g. Acme II. The mapping is saved permanently and applied automatically on all future uploads from that system.

6

Select the Official Deadline Date column

After mapping (or on recognized systems), choose which date column represents the official statutory deadline for the relevant IP office or jurisdiction. This is typically labeled "Official Due Date" or "Due Date" in your export.

Subsequent uploads: After the first upload, your column mapping is saved. Future uploads from the same system automatically apply the saved mapping — no re-mapping needed. Simply upload and select the date column.
Uploading a new docket replaces the current deadline list. Previous uncompleted deadlines are cleared and replaced with the new file. Items you have marked as Complete remain in the Completed tab and are not affected.
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Section 5

Add Entries Manually

For new filings not yet on your docket report

When to use this: A new trademark or patent application was just filed and hasn't appeared in your docket system yet, or you need to send a reporting email immediately without waiting for the next docket update.
1

Click ✏️ Add Entry Manually

On the Deadlines tab, click the ✏️ Add Entry Manually button next to the Upload Excel File button. The manual entry form opens.

2

Optional: Load a PDF for reference

Click the 📄 Load PDF button in the modal header to upload a PDF (USPTO filing receipt, TSDR printout, patent filing confirmation, etc.). The PDF displays in a side panel next to the form so you can read the document and fill in the fields without switching windows.

3

Fill in the required fields

Required fields are marked with a red asterisk: Mark Name, Deadline / Action Type, and Deadline Date. Fill in as many optional fields as available — serial number, class, goods/services, owner, client email, and IP office.

4

Deadline Type must match your template label

Enter the deadline type exactly as it appears in your template labels — e.g. Reporting email re Filing of Application. This ensures the correct template is auto-matched when you generate the email.

5

Click ✓ Add to Deadlines

The entry is added to your deadline list and sorted by urgency alongside your docket entries. Select it and generate the email like any other deadline.

PDF side panel tip: The PDF panel can be dismissed by clicking ✕ on the panel. The form stays open so you can continue filling in fields. You can load a different PDF at any time by clicking 📄 Load PDF again.
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Section 6

Generate & Send Emails

Select deadlines, generate emails, open in Outlook — no copy/paste required

1

Review your deadline cards

After uploading, all deadline entries appear as cards sorted by urgency — OVERDUE (red), URGENT (orange), HIGH (yellow), MEDIUM, ROUTINE. Each card shows the mark name, deadline type, date, days remaining, and the template that will be used.

2

Check client email addresses

If a card shows "No email — add in Contacts tab" in orange, go to the Contacts tab and add that client's contact record. Come back and the email will populate automatically.

3

Select deadlines using checkboxes

Click the checkbox on each deadline card you want to generate emails for. Use Select All to select all deadlines at once. Combined matters (same owner + same deadline type + same date) are automatically grouped into one email.

4

Click Generate [N] Emails

The tool generates all selected emails and switches to the Emails tab. Each email shows the subject line, preview, recipient, and urgency indicator.

5

Click Open in Outlook (.eml)

Clicking this button downloads a .eml file to your computer. Double-click the downloaded file to open it in Outlook as a fully formatted draft — subject line, body text in Times New Roman 12pt, and recipient address already populated. Review and click Send.

About the .eml file: The Open in Outlook button downloads a .eml file — it does not open Outlook directly from the browser. After clicking the button, find the downloaded file in your Downloads folder and double-click it. Your default email client (Outlook) will open it as a draft ready to send. This is by design and ensures maximum compatibility across all Windows environments.
Combined emails: If two or more matters have the same owner, same deadline type, and same deadline date, the tool automatically combines them into one email listing all marks. The COMBINED [N] badge appears on the deadline card.
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Section 7

Reminder Staging

How to set up 1st, 2nd, and Final reminder templates for escalating deadline notices

How reminder staging works: Your docket management system may generate separate reminder entries for each specific action — a 45-day reminder, a 30-day reminder, and a 14-day and final deadline. Each entry can correspond to an email reminder. IP Workflow Suite automatically matches the correct template based on the deadline type / action label in your docket export. Note that templates need to be set up initially to match the action label used by your docket system.
45-Day Docket Upload

1st Reminder Email Sent

Template: Reminder email re First SOU/EOT Deadline — gentle heads-up, full fee schedule, specimen guidance.

30-Day Docket Upload

2nd Reminder Email Sent

Template: Reminder email re Second SOU/EOT Deadline — follow-up, more urgent tone, same fee schedule.

14-Day Docket Upload

Final Notice Email Sent

Template: Reminder email re Fourth SOU/EOT Deadline — critical urgency, final opportunity language.

Setting up staged templates: In the Templates tab, create separate templates for each reminder stage. Name each template exactly as your docket system labels the deadline entry. The tool matches templates to deadlines by comparing the deadline type label from your docket to the template label — an exact or close match triggers automatic selection.

Sample SOU/EOT Template Names

  • Reminder email re First SOU/EOT Deadline
  • Reminder email re Second SOU/EOT Deadline
  • Reminder email re Third SOU/EOT Deadline
  • Reminder email re Fourth SOU/EOT Deadline

Other Common Template Names

  • Reporting email re Filing of Application
  • Reporting email re Office Action Deadline
  • Final Reminder re 8 & 15 Affidavit of Use Due
  • Grace Period Reminder re 8 & 9 Renewal Due
{ }
Section 8

Merge Field Shortcodes

Dynamic placeholders that auto-fill with matter data when emails are generated

How to use: Type shortcodes directly into the template body where you want data to appear. Shortcodes are case-sensitive and must include the curly braces. You do not need separate single-mark and multi-mark templates — {MARKS_LIST} handles both one mark and multiple marks automatically.
ShortcodeWhat it insertsExample output
{MARKS_LIST}Mark name(s) — one mark or combined listSHINE37 & HOME FORTY SEED CO.
{MARKS_DETAILS}Full bulleted breakdown — mark, serial, class, goods/services per matter• SHINE37 — Serial No. 97723492, Class 003
Shampoo; hair conditioner…
{CLIENT_NAME}Contact first name for salutationHi Jane,
{OWNER}Full owner/client name as listed in docketTiny Brands, Inc.
{DEADLINE_DATE}Formatted deadline dateMay 07, 2026
{DAYS_OUT}Number of days until the deadline31
{SERIAL}Serial or application number97723492
{CLASS}International class number(s)003
{GOODS_SERVICES}Goods and services description003 - Shampoo; hair conditioner…
{FILING_DATE}Original application filing dateNovember 14, 2023
{PRIORITY_DEADLINE}Six-month Paris Convention priority deadline from filing dateMay 14, 2024
{OFFICIAL_DUE}Official due date from docket (may differ from deadline date)May 07, 2026
{MARK}First mark name only (use {MARKS_LIST} instead for most cases)SHINE37
{IP_OFFICE}IP office or jurisdictionUSPTO
Best practice: Use {MARKS_LIST} in your subject line and opening paragraph. Use {MARKS_DETAILS} in the body where you want the full matter breakdown. Use {CLIENT_NAME} in the salutation — "Hi {CLIENT_NAME}," — and {OWNER} when referencing the legal entity.
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Section 9

Privacy & Security Features

All client data is processed locally in your browser — nothing is transmitted externally

Attorney-Grade Privacy

IP Workflow Suite processes all data — docket files, client information, email content — entirely within your browser. No data is ever transmitted to or stored on any external server. Your client matters never leave your device.

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30-Minute Session Timeout

If the tool is inactive for 30 minutes, all uploaded docket data is automatically cleared from the browser. Templates, contacts, and firm profiles are not affected.

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Auto-Clear on Tab Close

When you close the browser tab, all uploaded docket data is automatically cleared. Contacts, templates, and firm profiles remain saved for next time.

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Clear Session Button

Click Clear Session in the top right header at any time to immediately clear all uploaded docket data and generated emails. Templates, contacts, and firm profiles are preserved.

⚠️

Clear Everything Button

Click Clear Everything to perform a full reset — removes all data including firm profiles, templates, contacts, and docket data. Requires confirmation. Cannot be undone.

Data Persistence Opt-In: By default, docket data clears when you close the tab. If you want to keep your docket loaded between sessions, check the "Keep my docket loaded between sessions" checkbox on the Deadlines tab before uploading. Only enable this on a private, secured personal device. This setting is off by default for maximum security.
Server-Level Protection (Hosted Version): Access to the hosted tool is protected by server-level directory authentication — not just a browser prompt. Unauthorized users cannot access the tool even if they know the URL. Each staff member has their own login credentials managed through the server's directory security settings.
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Section 9b

Trademark Use Investigation Template

Generate a pre-filled research request for any trademark matter

Important: The Use Research feature generates a research request template only. It does not perform any research, connect to any AI tool, or search any database. You copy the generated template and paste it into your own preferred AI research tool or search platform.
1

Click 🔍 Use Research on any deadline card

On the Deadlines tab, click the 🔍 Use Research button on any deadline card. The research template modal opens pre-filled with that matter's details.

2

Review the pre-filled template

The template is automatically populated with the mark name, serial number, class, goods/services, owner, and IP office from your docket. It includes all key research areas: USPTO TSDR, official website, Amazon/retail listings, social media, third-party conflicts, and general marketplace use.

3

Copy the template

Click 📋 Copy Message to copy the entire research request to your clipboard.

4

Paste into your AI research tool

Open your preferred AI research tool and paste the template. The pre-filled details save you from having to type the matter information manually each time.

5

Mark as complete when done

After research is complete, click ✓ Research Complete — Mark as Done to move the matter to your Completed tab.

Note: This feature is designed for trademark matters. All search results and links must be independently reviewed and verified by the paralegal. All findings must be reviewed and approved by the supervising attorney before any filing or client communication is made.
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Section 10

Tips & Best Practices

Workflow recommendations for getting the most out of IP Workflow Suite

Weekly Workflow

  • Upload your docket at the start of each week
  • Note the docket source (45-day, 30-day, etc.) so you know the reminder stage
  • Select all URGENT and HIGH priority deadlines first
  • Generate and send emails before moving to MEDIUM and ROUTINE
  • Mark items complete as clients respond

Template Setup Best Practices

  • Name templates exactly as your docket labels the deadline type
  • Test each template with a sample upload before using with clients
  • Keep a "Reporting" template and a "Reminder" template for each action type
  • Review the generated email preview before clicking Open in Outlook
  • Reset to defaults if templates become corrupted — then re-customize

Manual Entry Tips

  • Use manual entry for same-day filings not yet in your docket
  • Load the USPTO filing receipt PDF for easy reference
  • Enter the deadline type exactly as your template is named
  • Manual entries are cleared with the rest of the docket on next upload

Outlook .eml Tips

  • The .eml file downloads to your default Downloads folder
  • Double-click the file to open in Outlook as a draft
  • The email body is formatted in Times New Roman 12pt automatically
  • Review subject line and recipient before sending
  • You can edit the body in Outlook before sending if needed