How-To Guide — IP Workflow Suite

Section 1

Getting Started

Which Version Do You Have?

Single Firm — downloaded HTML file, runs in your browser, one firm/attorney setup, ⚙️ Settings tab for font preference All Plans
Pro Multi-Firm — downloaded HTML file, multiple firm profiles, each with their own templates, email font, and contacts Pro
Team Edition — hosted at ipworkflowsuite.com, requires team password, workspace shared across devices and users Team

All three versions share the same core workflow. Team Edition differences are noted throughout this guide.

Opening the Tool

Single Firm / Pro: Double-click the downloaded HTML file to open in any modern browser (Chrome, Edge, Firefox, Safari). No installation needed. Works on Mac and Windows.
Team Edition: Go to ipworkflowsuite.com/IP_Workflow_Suite_Team_v1.html and sign in with your team password.

Section 2

Loading Your Docket

From Excel Upload

Click Upload Docket in the Deadlines tab and select your Excel docket export (.xlsx or .xls)

The Column Mapper opens — match your column names to the required fields. Map filing dates, NOA dates, and registration dates if your docket includes them — these power deadline auto-calculation.

Name your mapping (e.g. "Alt Legal" or "Dockmaster") — IP Workflow Suite saves it and applies it automatically next time.

Click Save Mapping & Load File — your deadline cards appear instantly.

Manual Entry

Click Add Entry Manually in the Deadlines tab

If you have a serial number, enter it and click Look Up to auto-fill mark data from USPTO or EUIPO

Only Mark Name is required — all other fields are optional and can be filled in after lookup or manually

The form includes: Deadline, Filing Date, NOA Date, Registration Date, IP Office, Client Email, Contact Name — all in a 3-column grid. NOA Date, Filing Date, and Registration Date all trigger deadline auto-calculation when changed.

Select an Action Type from the dropdown — if the required source date is present, the Deadline field auto-fills with a green ⏱ confirmation note

Click Add to Deadlines when ready

NOA Date and Registration Date: These auto-fill from USPTO/EUIPO lookup when available. If blank after lookup, enter them manually — they are required for NOA-based calc tags (noa6 through noa30) and registration-based calc tags (reg5, reg10, reg5grace, reg10grace) to auto-calculate the deadline.

Bulk Lookup All Plans

Click Bulk Lookup in the Deadlines tab and select USPTO or EUIPO

Paste up to 20 serial numbers, one per line — all look up simultaneously

Select an Action Type for each entry — deadline auto-calculates if the source date is available

Click Add All to Deadlines

Section 3

Working with Deadline Cards

What you see on a card: Each deadline card displays the mark name (in purple), serial/class/IP office, a 📋 purple action type pill (e.g., "Section 8/15 Affidavit Due"), owner, filing date, registration data (if present), an email field, and the urgency badge + deadline date on the right. Design marks also show a 🎨 Design Mark badge with an "Open image" link for one-click image access. Every card with a serial number has a 🔄 Re-Lookup button to refresh data from USPTO in one click. Click ✏️ Edit to modify any field.

Understanding the Card

Each card shows: mark name, serial number, class, IP office, mark status (e.g. Registered, Allowed, Pending — in green next to IP office), and owner
Below the owner: Filing Date · Reg. No. · Reg. Date — shown when available from lookup or manual entry
Below dates: NOA Date — shown when available
The template dropdown shows the matched email template — green (exact match), orange (close match), red (no match)
If no match: select the correct template from the dropdown before generating emails
Design marks show an amber 🎨 banner — includes a thumbnail if available from Signa, or a TSDR link to retrieve the image before sending

Card Button Layout

Card buttons are split into two rows for clarity:

Row 1 — Primary Actions: ✏️ Edit · ✓ Mark Complete · 🗑 Delete
Row 2 — Research Links (smaller, contextual per IP office):
- USPTO cards: 📋 TSDR · 🔄 Re-Lookup
- Foreign cards: 🌐 WIPO · 🔎 TMview · 🔄 Re-Lookup

Editing a Card

Click ✏️ Edit to open the inline edit panel
Edit: Mark Name, Serial No., Owner, Class, Deadline Date, IP Office, Goods & Services
Click Save Changes — updates immediately without clearing the session

Completing a Card

Click ✓ Mark Complete — moves the card to the Completed tab for reference
One Mark Complete button per card — confirms the action is done and archives the record

Deleting a Card

Click 🗑 Delete — confirm with "Yes, Delete"
For combined cards (multiple marks, one deadline): deletes the entire group

Section 4

Deadline Auto-Calculation

Trademark deadlines are almost always counted from an earlier date — a Section 8/15 affidavit is due five years after a mark registers; a Statement of Use is due six months after a Notice of Allowance. Instead of counting on a calendar, you enter the starting date and IP Workflow Suite fills in the deadline for you.

You rarely have to think about this. Every starter template already knows its own math. When you add a Section 8/15 reminder, it's pre-set to count five years from the registration date — you just enter the registration date and the deadline appears. The settings below exist for when you want to see or change that math, not because you have to.

How It Works

Pick the action type. Each kind of deadline — Section 8/15, Statement of Use, Renewal, and so on — already has its calculation built in.

Enter the starting date. Depending on the deadline, that's the registration date, the Notice of Allowance date, the filing date, or the Office Action date. The card asks for whichever one it needs.

The deadline fills itself in. The field turns green with a ⏱ note showing exactly how it was calculated (for example, "Registration date + 5 years"). You can override it anytime by typing or selecting a different date.

What Each Rule Does — In Plain English

This is the full menu you'll see in the "Calc" dropdown on a template. You don't need to memorize any of it — it's here so you can recognize each option at a glance.

When you're tracking…	Enter this date	The deadline becomes
Foreign filing window (after a U.S. filing)	Filing date	Filing date + 6 months
1st Statement of Use / Extension	Notice of Allowance date	NOA date + 6 months
2nd Extension	Notice of Allowance date	NOA date + 12 months
3rd Extension	Notice of Allowance date	NOA date + 18 months
4th Extension	Notice of Allowance date	NOA date + 24 months
5th Extension	Notice of Allowance date	NOA date + 30 months
Section 8/15 Affidavit of Use	Registration date	Registration date + 5 years
Section 8/15 grace period end	Registration date	Registration date + 5 years + 6 months
Section 8/9 Renewal	Registration date	Registration date + 10 years
Renewal grace period end	Registration date	Registration date + 10 years + 6 months
Office Action response	Office Action mailing date	OA date + 3 months
Office Action extended response	Office Action mailing date	OA date + 6 months
Post-Office-Action response	Post-OA mailing date	Post-OA date + 6 months
A confirmation — nothing to count	—	No auto-calc (see below)

A Real Example

📅 Section 8/15 Affidavit

You enter the registration date March 10, 2024 → the rule adds 5 years → the deadline appears as March 10, 2029, with a note confirming "Registration date + 5 years" so you can see exactly where it came from.

"No Auto-Calc" — and When to Use It

Some emails aren't reminders at all — they're confirmations that something already happened. A "Registration Certificate" email tells a client their mark registered; a "Notice of Allowance received" email reports good news. These have no future deadline to count toward, so their calculation is set to No auto-calc, and that's exactly right.

Use a calculation when the email reminds someone about an upcoming due date (Section 8/15, Renewal, Statement of Use, Office Action response).
Use "No auto-calc" when the email confirms or reports something that already happened (Registration Certificate, Notice of Allowance, Application Published).

⚠ Grace periods are handled for you.
Section 8/15 affidavits and renewals each have a six-month grace period after the official deadline. If you import a docket where the official deadline has already passed, IP Workflow Suite automatically switches to the grace-period date — showing the later date you can still file by, with an amber ⚠ Official deadline passed — grace period expires [date] warning. While the official deadline is still in the future, the field always shows that official statutory deadline; the grace date only appears once the official deadline is in the past.

Always verify against your official docket. If a deadline doesn't appear, the starting date is probably missing — fill it in, then re-select the action type. Auto-calculations are a workflow aid to save you counting; they are not a substitute for your docketing system.

Section 5

Templates

Starter Templates

8 starter templates are included and pre-tagged with the correct Deadline Calc Tag. Before use, edit each template to replace [Firm Name] and [Email] with your firm's actual information. The Template Label must exactly match the Action Type on your deadline cards for auto-matching to work.

Editing a Template

Go to the Templates tab and click Edit

Edit the Subject Line and Email Body — use shortcodes to insert dynamic data

Use **double asterisks** for bold and _underscores_ for italic — both render correctly in Outlook

Click 👁 Preview to see exactly how the email will look in Outlook with your firm font applied

Click Save when done

Template Editor Toolbar

The toolbar above the email body textarea provides quick formatting and insertion tools:

Tab — inserts 5 spaces at the cursor position. Single-point indent, no line-wrap effect.
Indent — wraps selected text in {INDENT} and {/INDENT} tags. Renders as an indented block with left margin in the Outlook email. Use for G&S blocks, quoted content, or any text you want visually offset from the left margin.
Quick Insert characters — • – → ✓ ★ — inserted at cursor position

Bold and italic: Type **double asterisks** around text for bold and _underscores_ for italic — both render correctly in Outlook. No buttons needed — just type them directly in the template body.

AI Template Assistant Team Edition

Team Edition includes a built-in AI Template Assistant that can convert your existing templates to IPWS format or generate brand new templates from scratch. Click the ✨ AI button in the template editor toolbar to open it.

Open any template for editing — click Edit on a template or click + Add to create a new one

Click ✨ AI in the toolbar — the AI Template Assistant opens as an overlay

Choose your mode: 📋 Convert Existing or ✍️ Generate New

The result drops directly into the email body textarea — review, clean up any artifacts from your original system, and save

📋 Convert Existing — how it works: Paste your current template (with merge codes like {{MarkLiteralElements:}}, {{USRegistrationNumber:}}, etc.) and click Convert. The AI replaces merge codes with the correct IPWS shortcodes and fixes spelling errors only — your wording, tone, and sentence structure are preserved exactly.

After conversion, delete any artifacts from your old system (such as [MC1.1] comment markers, {{Owner2Email:}} lines, or extra blank lines from copy/paste) and save.

✍️ Generate New — how it works: Describe the email you need and select a tone (Professional, Formal, Friendly, or Urgent). The AI writes a complete professional template using IPWS shortcodes — {CLIENT_NAME} for the salutation, {MARKS_DETAILS} for the mark block, {DEADLINE_DATE} for deadlines, pluralization shortcodes throughout, and {DESIGN_MARK_NOTE} at the top. Output drops directly into the email body ready to review and save.

Key Shortcodes

IP Workflow Suite includes 48 smart shortcodes. Below are the most commonly used:

{REG_NO} — registration number of the first mark (available when returned by lookup or entered manually)
{REG_DATE} — registration date of the first mark, formatted. Useful in Section 8/15 and Renewal templates.
{NOA_DATE} — Notice of Allowance issue date — auto-populated from USPTO TSDR. Useful in SOU, ETU, and extension templates
{PUBLICATION_DATE} — Date published for opposition — auto-populated from USPTO TSDR
{OPPOSITION_DEADLINE} — Initial 30-day opposition window — auto-calculated from Publication Date
{OPPOSITION_EXTENSION_30} — After first 30-day extension (Publication + 60 days)
{OPPOSITION_EXTENSION_60} — After second 60-day extension (Publication + 90 days)
{OPPOSITION_FINAL} — Maximum opposition deadline with consent (Publication + 180 days)
{REG6_DATE} — Section 8/15 window closes (6 years after registration). Use with {REG5_DATE} for the filing window
{REG9_DATE} — Renewal window opens (9 years after registration). Use with {REG10_DATE} for the renewal window
{DEADLINE_WINDOW_OPEN} — UNIVERSAL. Auto-calculated as Deadline Date minus 1 year. Works for any renewal cycle (Section 8/15, 1st renewal, 2nd renewal, 3rd renewal, etc.). Pair with {DEADLINE_DATE} for the filing window.
{DEADLINE_GRACE_END} — UNIVERSAL. Auto-calculated as Deadline Date plus 6 months. Works for any renewal cycle. The absolute final date with grace fees.
{NEXT_RENEWAL_DATE} — SMART. Returns the NEXT renewal deadline based on current deadline type. For Section 8/15 acceptance: returns year-10 renewal date. For any renewal acceptance: returns the next 10-year renewal date. Perfect for Notice of Acceptance templates — use the SAME template for every renewal cycle.
{COUNTRY} — country name (e.g., "Canada", "France", "United States"). Auto-detected from the IP Office field.
{COUNTRY_ADJ} — country adjective (e.g., "Canadian", "French", "U.S."). Use for natural language in templates: "your {COUNTRY_ADJ} trademark registration."
{IP_OFFICE_FULL} — full office name (e.g., "Canadian Intellectual Property Office"). Use in formal correspondence.
{FIRST_USE_DATE} — First use anywhere date — for SOU and Section 8 templates
{FIRST_USE_IN_COMMERCE_DATE} — First use in commerce date — for SOU specimens
{DISCLAIMER} — Disclaimer statement from the registration
{COLOR_CLAIM} — Color claim statement for design marks
{MARKS_DETAILS} — outputs each mark as: Mark Name (Design) / Serial No. / Registration No. / Class - Goods & Services
{MARKS_LIST} — comma-separated list of mark names
{DEADLINE_DATE} — formatted deadline date
{DAYS_OUT} — number of days until deadline
{HAS_HAVE} — "has" (single mark) / "have" (multiple marks in a combined email)
{WAS_WERE} — "was" (single mark) / "were" (multiple marks in a combined email)
{COVERS_COVER} — "covers" (single mark) / "cover" (multiple marks) — e.g. "the trademark covers / the trademarks cover"
{IT_HAS_THEY_HAVE} — "it has" (single mark) / "they have" (multiple marks in a combined email)
{THIS_MARK} — "this trademark" or "these trademarks" (auto-pluralized)
{TSDR_LINK} — clickable "View on USPTO TSDR" hyperlink in the email
{DESIGN_MARK_NOTE} — inserts a design mark reminder for design marks; invisible for word marks
{CLIENT_NAME} — client contact name from Contacts directory
{OWNER} — mark owner name
{SERIAL_NO} — USPTO or EUIPO serial/application number
{REG_NO} — registration number
{CLASS} — international class number
{INDENT} / {/INDENT} — wraps content in an indented block in the Outlook email. Use the Indent toolbar button or type manually. Example: wrap {GOODS_SERVICES_ALL} to display G&S indented from the left margin.
{TABLE} / {/TABLE} — renders the enclosed content as a clean HTML table in the Outlook email. Each row on its own line, cells separated by the pipe character |. Supports bold/italic markup and shortcodes inside cells. Perfect for trademark status summaries (e.g., attachment to registration certificate). Example: {TABLE} **Registration Date:** | {REG_DATE} **Registration Number:** | {REG_NO} {/TABLE}
{GOODS_SERVICES_ALL} — goods & services for all marks, one per line. Single mark: G&S only. Combined email: "MARK NAME — Class X - G&S" on each line.
{GOODS_SERVICES} — goods and services description for the first mark only

See the full Shortcode Reference for all 37 shortcodes — organized by category with examples.

Registration date shortcodes — four shortcodes auto-calculate future deadlines from the card's registration date, making them ideal for registration confirmation letters:

{REG5_DATE} — Registration date + 5 years (Section 8/15 window start)
{REG5_GRACE} — Registration date + 5 years + 6 months (Section 8/15 grace end)
{REG10_DATE} — Registration date + 10 years (Renewal due date)
{REG10_GRACE} — Registration date + 10 years + 6 months (Renewal grace end)

Pluralization shortcodes — how they work: {THIS_MARK}, {HAS_HAVE}, {WAS_WERE}, and {IT_HAS_THEY_HAVE} all use the same trigger — the number of marks in the email. One mark = singular ("this trademark has"), two or more marks in a combined email = plural ("these trademarks have"). These work automatically with no setup required.

Template Label tip: The Template Label must exactly match the Action Type on your deadline cards for auto-matching to work. If a card shows a red "no match" indicator, check that the template label and action type are identical (including spacing and capitalization).

Spacing in templates: Type normally — single spaces between words, press Enter for a new line, press Enter twice for a paragraph break. Multiple spaces are preserved in the Outlook email. Bold headings (**like this**) automatically get proper spacing above and below them. The email uses Outlook-compatible paragraph styles so spacing renders consistently.

👁 Preview: Click the Preview button below the editor to see exactly how your template will render in Outlook — including bold, italic, indented G&S blocks, and paragraph spacing. The preview updates every time you click it.

Section 6

Template Categories

Template Categories let you organize your templates by workflow stage so you can find what you need without scrolling through dozens of options. Categories are per-firm — each firm in a multi-firm Team Edition setup can have its own category list.

Default Starter Categories

New firms start with 7 workflow-ordered default categories. You can add, rename, reorder, or delete any of them:

Filing — application filings, foreign filings, Madrid Protocol
Prosecution — office actions, refusals, suspensions, examination
Publication — notices of publication, opposition period
Allowance — Notice of Allowance, Extensions of Time, Statement of Use
Registration — Certificate of Registration, registration confirmations
Maintenance — Section 8/15 affidavits, renewals, declarations
Other — catch-all for anything else

Viewing Templates by Category

On the Templates tab, templates display as collapsible category sections (in workflow order, collapsed by default). Click any header to expand its templates. The count badge tells you how many templates are inside before you click. Empty categories are hidden automatically.

Assigning a Category to a Template

Two ways:

Inline dropdown on each template card — every template card on the Templates tab shows a small 📁 Category dropdown next to the ⏱ Calc dropdown. Click and pick — instant move.
In the template editor — when editing or creating a template, the Category dropdown appears below Subject Line. Includes a "+ New Category..." option to create a new one on the spot without leaving the editor.

Manage Categories Modal

Click the 📁 Categories button in the Templates toolbar to open the Manage Categories modal. From here you can:

+ Add Category — create a new category (e.g., "Foreign" for non-US matters)
Rename — change a category's name
↑ ↓ Reorder — drag categories up or down to match your preferred workflow order
Delete — remove a category (any templates in it auto-move to "Other")
🔄 Re-run Auto-Categorize — re-classify ALL templates based on label keywords (useful after bulk-importing templates that landed in the wrong buckets)
↺ Reset to Defaults — restore the original 7 categories

Filtering Templates on Deadline Cards

When picking a template on a deadline card, you'll see two side-by-side dropdowns:

Category filter (purple-tinted) — defaults to the auto-matched template's category, so the template dropdown shows only the relevant ~10-15 templates by default

Template picker — shows only templates from the selected category (or all categories grouped by optgroup if filter is "All")

When auto-match is exact — if the card's deadline type matches a template label exactly, the inline dropdowns are hidden to avoid clutter. Click ✏️ Edit to change the action type if needed.

Smart pre-selection — when generating emails, the system auto-matches the best template based on the card's Action Type keywords (e.g., "Section 8/15 Affidavit Due" → "Affidavit of Use" template). The category filter dropdown defaults to that auto-matched template's category, so you usually don't need to touch it for common cases.

Section 7

Refreshing Mark Data Team Only

Trademark data changes constantly — applications get published, allowances issue, registrations grant. IP Workflow Suite gives you two ways to keep your deadlines current with fresh USPTO data.

Per-Card Re-Lookup

Every deadline card with a serial number has a 🔄 Re-Lookup button next to the TSDR button. Click it to refresh that single mark's data — pulls the latest from USPTO TSDR (the authoritative source) plus the international database. Updates 12 fields including status, registration number, registration date, NOA date, publication date, first use dates, disclaimer, color claim, design flag, and image URL.

Bulk Re-Lookup All

When you want to refresh every mark in your active firm at once, click the 🔄 Re-Lookup All button at the top of the Deadlines tab.

Go to the Deadlines tab

Click 🔄 Re-Lookup All in the toolbar

Confirm — a dialog shows how many marks will be re-looked up and estimated time (~1 second per mark)

A progress banner shows "Re-Looking up X of Y" with current mark, success count, fail count, and a Cancel button

When complete, a green confirmation appears with the total updates and dismisses automatically after 8 seconds

When to use Bulk Re-Lookup: after migrating from another system, after a long break from the tool, before generating a big batch of emails, or as periodic maintenance to catch status changes. Throttled to 1 request per second to stay well under USPTO rate limits. Deadline dates, action types, and firm assignments are preserved — only the lookup data fields are refreshed.

About images: Design marks display a 🎨 badge with the mark image embedded (when available) plus an "Open image (right-click → copy)" link. Click the link to open the image directly in a new tab, then right-click → Copy → paste into your Outlook email. No more hunting through TSDR.

Section 8

Generating and Sending Emails

Generating Emails

Select cards using the checkboxes, or click Select All

Click Generate Emails — the Emails tab opens with a draft for each selected card

Review each email — shortcodes are replaced with actual mark data

Click the download button on each card — opens a .eml file in Outlook, addressed and formatted, ready to send

Design Marks

For design marks, attach or paste the mark image into the Outlook email before sending. The amber 🎨 banner on the deadline card includes a thumbnail (right-click to copy) or a direct TSDR link if the image is not yet available in the system. The {DESIGN_MARK_NOTE} shortcode will also insert a reminder in the email body for design marks.

Combined Emails

When multiple marks share the same owner and deadline, IP Workflow Suite automatically combines them into a single email. The {MARKS_DETAILS} shortcode lists all combined marks together in the email body.

Email Font

Single Firm: Set font in the ⚙️ Settings tab
Pro Multi-Firm: Set font per firm in Firms tab → Edit
Team Edition: Set font per firm in Firms tab → Edit Team

Available fonts: Times New Roman, Calibri, Arial, Georgia, Garamond — sizes 10–14pt. The font applies when the email opens in Outlook.

Email Delivery Mode — also set per firm in Settings (Single Firm) or Firms tab (Pro/Team). See Section 9 for full details on Direct to Client vs Internal Review First modes.

Download All

Click Download All as ZIP to download every generated email at once as a ZIP archive of .eml files — ideal for batch processing large dockets.

Section 9

Automatic Document Attachments USPTO Only

When you set a default attachment on a template, IP Workflow Suite automatically pulls the matching official document straight from the USPTO and attaches it to the email as a PDF — no manual downloading, searching, or saving. Set up a "Registration Certificate" template, for example, and every registration email goes out with the certificate already attached.

This works for USPTO marks only. Foreign offices (Canada, the EU, and others) provide trademark data but not downloadable documents, so attachments are not available for foreign marks.

Setting a Default Attachment

Open the template you want (or create a new one) and click Edit.

In the 📎 Default Attachment dropdown, choose the document to attach — Registration Certificate, Notice of Publication, Notice of Allowance, §8 Affidavit acceptance, Renewal acceptance, and more.

Save. From then on, every email built from that template fetches and attaches that document automatically.

What the Badges Mean

Green 📎 badge — the document will be fetched and attached when you download the email.
Gray "(USPTO only)" badge — this is a foreign mark, so no document can be attached.
Red "(no reg#)" badge — the card has no registration or serial number, so there's nothing to look up. Add one via Edit or Re-Lookup.

Downloading

One at a time: Click 📧 Open in Outlook on any email — it briefly shows "⏳ Fetching attachment…" then opens with the PDF attached.
In a batch: Click 📦 Download All as ZIP. Attachments are fetched automatically and a short summary tells you how many were included.

About the USPTO download limit: The USPTO allows four document downloads per minute. Single downloads never hit this. For large batches, the tool automatically paces the downloads — briefly pausing if needed, with a progress message — so every attachment lands. If any document can't be retrieved, the email is still created without it and the summary notes how many were skipped.

A note on fonts: Most documents (registration certificates, office actions, §8 and renewal acceptances) come through as the exact original USPTO PDF. A few modern electronic notices (Notice of Publication, Notice of Allowance) are stored by the USPTO only as data, not as a saved PDF, so those are regenerated in the USPTO's standard document font. Either way, the document is the official, accurate notice.

Section 10

Trademark Lookup — 10 Offices Worldwide

Enter a serial or application number, choose the IP office, and the tool fetches the mark's details automatically — mark name, owner, class, goods & services, key dates, and status. International data comes from the Signa database; U.S. marks are enriched directly from the USPTO for an authoritative status and dates.

Offices You Can Look Up

Office	Country / Region
USPTO	United States
EUIPO	European Union
WIPO	International (Madrid System)
CIPO	Canada
INPI	France
IP Australia	Australia
IPOS	Singapore
PRV	Sweden
IPI	Switzerland
NIPO	Norway

Pick the office from the IP Office dropdown before looking up. The same ten offices are available for both single and bulk lookup.

USPTO Lookup

Enter the 8-digit USPTO serial number and click Look Up
Auto-fills: mark name, owner, class, goods & services, filing date, registration date and number, and status (e.g. Registered, Allowed, Pending)
U.S. marks are enriched directly from the USPTO, so the status and dates reflect the official record
Design marks are automatically flagged — an amber 🎨 banner appears on the card with a thumbnail (if available)

EUIPO Lookup

Select EUIPO from the IP Office dropdown
Enter the full 9-digit application number starting with 018 (e.g. 018123456)
Short registration numbers (e.g. 1602950) will not return results — use the full application number
Goods & services may be blank for some EU marks — enter manually if needed

Other Offices — WIPO, Canada, France, Australia, Singapore, Sweden, Switzerland, Norway

Select the office from the dropdown, then enter that office's application or registration number
WIPO / Madrid international registrations are looked up by their international registration number
Available fields vary by office — anything the source doesn't provide can be entered manually

Bulk Lookup

Click Bulk Lookup and choose any of the ten offices
Paste up to 20 numbers, one per line
All records look up together — assign action types, then click Add All to Deadlines

When data is blank:
Goods & Services blank = the source doesn't have this field for this mark — enter it manually.
Image not available = click "Open image" in the amber banner to view the mark, then right-click → Copy → paste into the email.
Always verify all lookup data against the official records of the relevant office before acting on it.

Section 11

Team Edition Team Only

Team Edition

The Team Edition stores your workspace (firms, templates, contacts, column mappings) on a secure private Cloudflare server. Sign in from any device — your data is always there. Docket session data is not stored on the server and clears when you sign out.

Signing In

Go to ipworkflowsuite.com/IP_Workflow_Suite_Team_v1.html

Enter your username and password (created by your administrator)

Your workspace loads from the server — firms, templates, contacts, and mappings are available immediately

Sync Status

⏳ Saving... — change is being synced to the server
✓ Saved — confirmed synced. Also flashes green when deadline cards save to local storage
⚠ Save failed — check your internet connection and make a small change to re-trigger sync

All changes sync automatically — no manual save button needed. Deadline cards are saved to your browser's local storage and persist across refreshes and tab closes.

Backup & Restore

Click 💾 Backup in the header to download a full snapshot of your workspace as an Excel file (.xls) — includes readable data and embedded JSON for full restore
Keep a backup before making major template changes or before any batch import
Click 📂 Restore to upload a backup file and restore the workspace — this overwrites current server data
Backup files are in .xls format and accepted by the Restore function automatically

Signing Out

Click 🔒 Sign Out in the header — clears your session password
Your workspace remains on the server for the next sign-in
Docket session data (deadline cards) clears on sign out

🔐 Admin Tab — Admin Users Only

Users marked as administrators see an additional 🔐 Admin tab in the navigation. Staff users do not see this tab — only admins can modify these settings.

Lookup Data Source

The Admin tab includes a 🛠 Lookup Data Source setting that controls where trademark data comes from for every Look Up action (manual entry, per-card 🔄, and Re-Lookup All):

Comprehensive (recommended, default) — Multi-database lookup with USPTO TSDR authoritative override. Covers US, EU, and international marks. Includes mark images. Best for daily use.
USPTO Direct (US only) — USPTO TSDR direct lookup only. Free, no third-party dependency. US trademarks only — no foreign marks or mark images. Use this if your primary data source is unavailable or you only handle US trademarks.

Why an admin-only setting? The data source affects every lookup across the entire system. Allowing paralegals to switch modes could create inconsistent data quality. Only admins can change it. Setting is stored locally per workspace.

User Management

Admins can add and manage users in the Admin tab. Each user has a username, password, role (admin or staff), and firm assignments. Staff users see only their assigned firms — admins see everything.

Active Docket Sync

By default, each user works their own local docket (deadlines + completed). Admins can enable Active Docket Sync per firm — when enabled, all team members see the same active docket on any device. Templates, firms, contacts, and column mappings always sync.

Section 12

Contacts

Adding Contacts

Contacts link a mark owner to a client name and email address. Once saved, the email and name auto-populate on every future docket upload for that owner — you never re-enter them.

Inline Add Contact — Direct from the Card

The easiest way to add a contact is directly from the deadline card. When a card has no client email on file, an orange + Add Contact button appears next to the email field.

Click + Add Contact on the card — a small form opens inline below the email field. The owner name is already set.

Enter the contact first name (used in the {CLIENT_NAME} salutation) and the email address

Click Save — the contact is added to the Contacts directory AND the card email and client name update immediately. No need to leave the Deadlines tab.

Contacts Tab

Go to the Contacts tab to view, add, or edit all contacts
Each contact has: Owner Name, Contact First Name, Email Address
The Owner Name must match how the owner appears in your docket export — the tool matches on owner name when loading a docket. Minor punctuation differences (e.g. "LLC" vs "L.L.C.") are handled automatically.
The {CLIENT_NAME} shortcode pulls the contact first name into the email salutation
Contacts persist between sessions — add once, auto-fills forever

Email Delivery Mode

Each firm profile (Pro/Team) or Settings tab (Single Firm) includes an Email Delivery Mode setting that controls how generated emails are addressed:

📤 Direct to Client — the To: field in the generated .eml is set to the client's email address. Your assistant opens it and sends directly to the client. This is the default.
📋 Internal Review First — the To: field is left blank. The person opening the .eml types the reviewer's name in Outlook before sending. The subject line gets a [REVIEW] prefix. The client name and email appear in an amber block at the top of the email body so the reviewer knows exactly who it's for and can forward it after approval.

When to use Internal Review First: Use this when a paralegal or assistant generates the emails and a supervising attorney or senior paralegal needs to review before the client receives anything. The reviewer opens the .eml, sees the client info at the top, reviews the content, types the attorney or paralegal's name in the To: field, and sends — or forwards directly to the client.

The reviewer changes per matter — since the To: field is blank, whoever opens the .eml decides who to send it to. This means different matters can go to different reviewers without any settings change.

Setting Delivery Mode:
Single Firm: Settings tab → Email Delivery Mode section → select Direct to Client or Internal Review First. Saved automatically.
Pro Multi-Firm / Team Edition: Firms tab → Edit a firm profile → Email Delivery Mode section. Set per firm — each firm can have a different mode.

Section 13

Data & Privacy

Single Firm & Pro (Downloaded Versions)

All data is stored locally in your browser — nothing is sent to any server
Docket data clears when you close the tab (unless Keep Data is enabled)
Keep Data is OFF by default — enable only on a private, secured personal device
Templates and contacts are saved in your browser's local storage and persist between sessions

Team Edition

Workspace data (firms, templates, contacts, mappings) is stored on a private Cloudflare server
Docket session data is NOT stored on the server — it clears when you sign out or close the tab
No data is shared with third parties
On subscription cancellation: 30-day grace period to export data, then workspace is permanently deleted

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