Updated March 17th, 2022 by Mason Davis

File Upload and Download Size Limits

File uploads and downloads in AppColl are subject to some basic limits: Maximum single file upload size: 512 MBytes Maximum single file download size: 6 GBytes Maximum number of files In Zip file downloaded from files module: 50,000...

0 min reading time
Updated March 29th, 2022 by Mason Davis

MyUSPTO Sponsorship FAQ

What is MYUSPTO sponsorship? Sponsorship allows patent practitioners to designate others to work on their behalf. When a MyUSPTO user has been sponsored, they have access to your private pair and EFS accounts. This replaces the old approach of giving paralegals your digital certificate and password to log in on your behalf. Now, only person's direct...

2 min reading time
Updated January 25th, 2022 by Mason Davis

The Disclosure Submission Workflow

PM Invent comes with a standard workflow whereby inventor(s) submit an idea. The attorney can ask the inventor(s) to rework the disclosure if more information is needed. Once the disclosure is satisfactory, the attorney can choose to 1) do nothing with the idea; or 2) convert it to a provisional or non-provisional application. Once a disclosure is c...

3 min reading time
Updated February 16th, 2022 by Mason Davis

Yellow Triangles Next to Matter Fields

AppColl displays a yellow triangle next to any field in Matter Detail pages when a discrepancy exists between the information stored in AppColl and the information AppColl received from one of Private Pair (via XML files), EspaceNet or TSDR. AppColl receives information from the USPTO in two ways. For U.S. Trademarks, AppColl retrieves (weekly) upda...

1 min reading time
Updated August 26th, 2022 by Mason Davis

User Comments

AppColl users now have the ability to comment on most records in AppColl.  This includes matters, tasks, billing items, invoices, contacts, and others. These comments are only visible to AppColl users that have permission to access the specific record.  Each comment has a date and username associated with it. Where are they? Comments are visible in ...

0 min reading time
Updated May 27th, 2022 by Mason Davis

Send Emails from Matter, Task, Invoice or Contact Pages

You can send emails directly from a matter details page, a task details page, an invoice details page or a contact details page. These emails differ from form letters, because the emails can be dynamically sent without having to download an RTF document. A form letter provides a downloadable RTF document to be opened in a word processor, then sent v...

2 min reading time
Updated June 14th, 2022 by Mason Davis

Advanced Reporting and Charts (AppColl PM Plus)

Please note:  this feature is only available in AppColl Plus.  Click here  for pricing and details on the plus features. The Advance Graphical Reporting feature in AppColl allows you to understand and manage your business more effectively. You can generate customizable line, bar and pie charts aggregating your data in complex ways. For example, you ...

4 min reading time
Updated January 27th, 2022 by Mason Davis

Send a PDF Invoice to a Client

Follow the below steps, after first creating an invoice as described h ere . 1. On the main page of the Billing module, click the "Manage Invoices link in the left margin. 2. If the PDFFile column is not shown in the list of invoices, click on the Columns link in the top-right corner of the window. From the list Available Columns box, click on PDFFi...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Disable Task Generation for Inactive Matters

By default, tasks auto-generate for all matters regardless of the matter status (e.g., Expired, Transferred, Abandoned, etc.). You can disable task generation for certain matter statuses if desired. For example, you may not want AppColl to generate more tasks automatically for transferred matters. Towards the bottom of the settings page (available f...

0 min reading time
Updated May 17th, 2022 by Mason Davis

Hourly Rate Categories

Note: Hourly rate categories are an optional feature. Please contact AppColl support to enable hourly rate categories in your account if you cannot access this feature. Please also note that after enabling hourly rate categories it is not possible to return to the previous simpler method of specifying hourly rates in the timekeeper's contact record....

2 min reading time
Updated December 16th, 2021 by Mason Davis

Editing the Invention Disclosure Form

The invention disclosure form setup screen is accessible from the Inventions Tab under the "Setup Disclosure Form" link. Only patent committee members can access and change the form. Below is a screen shot of the disclosure form screen. AppColl provides a default set of questions, which can be edited as desired. Custom SettingsThere are a number of ...

2 min reading time
Updated November 2nd, 2022 by Mason Davis

How to Sponsor AppColl to Retrieve Your Private Pair Data (w/ Video)

This FAQ  answers any questions you may have on sponsoring AppColl. Here are the steps: Sponsor AppColl to access your Private Pair account. Sponsoring email is myuspto@appcoll.com Associate your patent registration number with your AppColl account Step 1: The "sponsoring" attorney must complete the steps to sponsor AppColl. This will be required if...

2 min reading time
Updated January 26th, 2022 by Mason Davis

Reports Module Overview

The Reports module has three primary functions: Run Reports Delete Reports Schedule Reports View Activity Logs Run Reports Reports are generated from a specific module within AppColl. For example, a docketing report is created from the Tasks module. A matter-based report is created from the Matters module, etc. Reports can only be run from the modul...

0 min reading time
Updated January 26th, 2022 by Mason Davis

e-Office Action Processing does not Replace XML Imports

Whenever AppColl receives an e-Office Action email from the USPTO, it creates an event-type task for the matter with a name starting with 'USPTO e-Office Action:'. This indicates that AppColl received an e-Office Action email for the matter. AppColl then generates action-type tasks, triggering on this event-type task. If some open tasks are generate...

0 min reading time
Updated January 10th, 2022 by Mason Davis

Work with Abstracts, Images, Claims and Claim Counts

Abstracts, images and claims for patent matters are managed from the abstract/image/claims tab In the matters module. Google is currently under contract with the USPTO to make published patent information generally available. AppColl automatically queries Google Patents to add the abstract, claims and primary figure for all U.S. patent publications ...

1 min reading time
Updated January 18th, 2022 by Mason Davis

Change the Date and Time Format

The date and time format displayed by AppColl can be set for the entire account or on a per-user basis. Please note this can only be done by an Account Administrator. AppColl supports dates in the form year-month-day, day-month-year and month-day-year. The month and day can be spelled out if desired. Times can be displayed in 12- or 24-hour formats....

0 min reading time
Updated January 12th, 2022 by Mason Davis

Create Client-Specific Billing Rates

In the Contacts module, select the attorney, paralegal, or other biller that performs work for a desired client. At the bottom left of the biller's contact record is an Hourly Rate section. The default rate box will be used any time the client being billed does not have a client-specific rate. Click the Add button to add a client rate. In the pop-up...

0 min reading time
Updated August 26th, 2022 by Mason Davis

Send or Forward Emails into AppColl (AppColl PM Plus)

Please note:  this feature is only available in AppColl Plus.  Click here  for pricing and details on the plus features.   AppColl provides a mechanism by which users can send/forward emails into AppColl. AppColl converts the email to a .eml file and stores it in the appropriate location based on the email address, as shown in the table below. Speci...

4 min reading time
Updated January 10th, 2022 by Mason Davis

Patent Center XML Files

As of November 2021, XML files downloaded from Patent Center are missing key information AppColl needs to import your matter data. Specifically, these XML files lack the Transaction History section we use to import your tasks. The USPTO informed us there is some possibility this will be added 2022 Q2, but that it could be later....

0 min reading time
Updated July 7th, 2022 by Mason Davis

Remove and/or Merge Duplicate Contacts

The features described below are available to account administrators only. Contact merging  cannot be undone , so it is important to check all selections carefully before proceeding.   Contact merging is useful if you find that you have multiple contacts for the same person, inventor, client, etc. This can happen, for example, if slightly different ...

2 min reading time
Updated January 26th, 2022 by Mason Davis

e-Office Action Overview

AppColl can receive e-Office Action emails from the USPTO and then automatically create prosecution history items and docketing tasks for U.S. and PCT patent matters. You may use this to supplement the process of importing XML files from Private Pair to update patent matters. Please note  that the processing of e-Office Actions will not change any o...

0 min reading time
Updated March 16th, 2022 by Mason Davis

Manage Tandem Logins

Please note that this feature is only available to Account Administrators. After your client accepts your invitation to create a Tandem account as described  here , you may wish to setup logins to that account to support the clients use of their Tandem account, including viewing information as they see it and setting up basic reports. To do this use...

0 min reading time
Updated February 1st, 2022 by Mason Davis

Resend Task-Specific Email Reminders or Regenerating Task Notifications

To resend a task reminder, go to the Contacts module, select one or more task owners from the contacts list, and click on the Resend Reminders button.  To regenerate a task notification, go to the Tasks module, select one or more tasks, and click on the Resend Notifications button....

0 min reading time
Updated March 28th, 2022 by Mason Davis

Tandem Account Overview

An AppColl Tandem account is an effective and secure way for IP firms using AppColl PM Plus to provide clients with a controlled copy of their own IP portfolio information. A Tandem account, available at no cost to AppColl PM Plus subscribers, provides a capable set of features that allows a client corporation to view and generate reports based on d...

1 min reading time
Updated January 27th, 2022 by Mason Davis

Exclude Billing Items from an Invoice

Billing Items can be excluded from invoices for any reason. This is especially useful when matters are not invoiced until the entire work is done, yet the billing items are recorded along the way. Billing items can be marked as 'Do not Invoice' from within the Billing Item itself or in bulk. To mark within a Billing item, check the box shown below. ...

0 min reading time
Updated January 7th, 2022 by Mason Davis

Manually Docketing an Office Action from the USPTO

To manually enter a US Patent Office Action into your task list, follow the steps below: Got to the Tasks module. In the Make Changes section of the left column, click the Add button to open a New Task window. Select a client from the Client search box. Select a matter number from Matter search box. Optionally, you can skip the client and search for...

0 min reading time
Updated March 24th, 2022 by Mason Davis

Automatically Generate Billing Items From Tasks

AppColl can automatically generate billing items when tasks change status. For example, if you have flat fee for responding to an office action, you can automatically create a billing item for the specific amount when the office action response task is completed. There are two steps to setting up automatic generation of billing items: From the Billi...

1 min reading time
Updated January 25th, 2022 by Mason Davis

Add a Task to a Matter (w/ Video)

The below video describes the steps for adding a task to a matter from both the Tasks Module and the Matter Details Page.  Click here  for instructions on creating custom task types.  ...

0 min reading time
Updated January 7th, 2022 by Mason Davis

Affiliated/Open Tasks

Affiliated tasks are tasks for matters in which you are listed as a partner, attorney, contributor, paralegal or foreign associate. Please note that some of these tasks may be assigned to other persons. To view affiliated tasks, select Affiliated/Open from the middle drop down menu in the Change View section of the left column. AppColl will filter y...

0 min reading time
Updated February 1st, 2022 by Mason Davis

Remove a Client from AppColl

To remove a client from AppColl, everything associated with the client (billing items, invoices, matters, tasks) must be removed first. This is a safety measure to prevent accidental deletion of a client. The below series of steps must be completed in the order shown. For example, inventors can not be deleted until their associated matters are remov...

2 min reading time
Updated January 28th, 2022 by Mason Davis

Search Previous Billing Item Descriptions

Previous billing item descriptions can be searched to use previous billing item descriptions in a new billing item. Saved billing item descriptions ("preferred" descriptions), or all billing item descriptions may searched. To search for any past description ((including preferred and ones that were never saved), check the "Search all descriptions" ch...

0 min reading time
Updated December 15th, 2021 by Mason Davis

Default Disclosure Flow Diagram

This is the default disclosure flow diagram, which may vary from your flow....

0 min reading time
Updated January 11th, 2022 by Mason Davis

Add Claims and Images to Form Letters and Emails

You can insert patent claims, patent figures (the primary figure), and trademark images into form letters and emails. Claims: To insert all claims, use {Matter.Claims}. To insert a specific claim use the syntax {Matter.Claim <n> }, where  <n>  is the claim number, such as {Matter.Claim1}. Images: The Patent or Trademark image associated ...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Use Document Links (URLs) in Files Module

AppColl's Files module provides for storing documents in the cloud for easy access or achival from your AppColl account. However, some customers prefer using Drop Box, Google Drive, Google Documents, One Drive,  Box.net  and others for storing their documents. AppColl allows for creating document placeholder which contain a URL to the actual documen...

0 min reading time
Updated April 7th, 2022 by Mason Davis

Export Information from AppColl

You can export information from a module into an Excel spreadsheet with just a couple of clicks. (This feature is not available in the Files module.) (optional) Change the information shown in the table by selecting a filter as shown here or adding and deleting columns as show here . Click on the Excel icon in the upper-right corner of the window. T...

0 min reading time
Updated March 24th, 2022 by Mason Davis

Generate an Information Disclosure Statement (IDS) (Video)

This video explains how to generate an IDS in AppColl. ...

0 min reading time
Updated March 16th, 2022 by Mason Davis

Changing the Status of a Disclosure

Normally a disclosure flow follows a linear path where different buttons within a disclosure form are pressed in order to move a disclosure through it's steps. Account admins are able to manually change the status of one or more disclosures and bypass the normally procession necessary to bring a disclosure to a specific status. Here are the steps: F...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Set Fee or Expense Caps for a Matter

You can use the Fees Cap or Expenses Cap fields to set the maximum amount that may be invoiced for a matter.  In the Matters module, locate and enter the desired matter from the main table, then scroll to the bottom of the Bibliographic Data tab to the Fees Cap and Expenses Cap fields. Enter the desired fee or expenses cap in the appropriate field. ...

0 min reading time
Updated March 21st, 2022 by Mason Davis

Tandem Account Video

The following video gives an overview of AppColl Tandem. ...

0 min reading time
Updated March 18th, 2022 by Mason Davis

Tasks Module Overview

The Tasks module is used to manage all tasks, such as docketing and workflow items within AppColl. AppColl has a standard set of tasks that it will use to populate your docket.  Some tasks are simply notifications, particularly of actions taken by the PTO. Other tasks require action and have varying types of deadlines.  To view all available tasks, ...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Add Address and Contact Information to Form Letters and Emails

You can include address information by using syntax similar to the following in your form email or form letter: {Matter .<mattercontact>.<contactfield> } Any contact field can be used. Some examples: {Matter.Inventor1.Email}  = the email address of the first inventor {Matter.Client.City }  = the city of the client {Matter.Attorney.Last} ...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Delete a Client and all it's Matters

There are times when you may want to delete a client and all its matters from your account. Here are the steps for doing so. Please note that all invoices and billing items associated with the client must also be deleted. In the Matters module, filter for all matters for the client you wish to remove. Once you have the result set, check the top of t...

1 min reading time
Updated January 25th, 2022 by Mason Davis

Extend the Due Dates of Tasks with Extendable Deadlines (w/ Video)

To skip and extend an extendable deadline task, such as a "Respond to Non-Final Office Action - 3 Month Deadline" or "File Section 8 & 15 Declaration - 6 month Deadline" tasks, set the Task Status to “Missed”. This will close the task and create the next deadline in the sequence. For example, missing the 3-month deadline will create the 4-month ...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Patent Docketing Tasks are not Generating When an XML File is Imported or the Update Matter button is pressed

If your U.S. Patents or PCT applications (filed in the U.S.) are not being updated with docketing tasks after importing an XML file from Private Pair or by clicking the "Update Matter" button, you may have some of these features turned off in the Settings page. The settings page is only accessible by account administrators. Click on the Settings lin...

0 min reading time
Updated September 19th, 2022 by Mason Davis

Create Invoices

1. Create one or more billing entries as described  here . 2. From the Billing module, click on the Manage Invoices link in the Navigate section of the Manage Invoices section in the left margin. 3. Click on the Add button in the Make Changes section of the left margin. 4. Select the Client. If you have previously generated invoices for this client,...

3 min reading time
Updated January 29th, 2022 by Mason Davis

Paid Dates of Invoices and Billing Items

Invoices may consist of numerous invoice numbers (provided you  group invoices by matter ), matters, and billing items. A payment can be applied to an Invoice Number (which means it will be for all billing items of the same Matter) or the whole invoice, but cannot be applied to an individual Billing Item. If an invoice is grouped by matters, it is p...

0 min reading time
Updated March 16th, 2022 by Mason Davis

Trademark Trial and Appeal Board (TTAB) Task Set

AppColl provides a set of task types for Trademark Trial and Appeal Board (TTAB) opposition and cancellation proceedings. The entire task set can be added  to a matter by manually adding a single "TTAB: Time to Answer" task. By setting the tasks' reference date as the proceeding start date, AppColl will auto-generate the below 15 additional tasks wi...

1 min reading time
Updated January 25th, 2022 by Mason Davis

Change the Owner for Multiple Tasks

Changing the owner assigned to multiple tasks is quick and easy. Although you can change task owners for both open and closed tasks, we recommend leaving the owner for closed tasks unchanged so you have a historical record of who did what. Here are the steps: From the Tasks Module, verify that the view shows all open tasks by selecting 'All Open' in...

1 min reading time
Updated March 18th, 2022 by Mason Davis

Task Cleanup After Importing Matters

When patent and trademark matters are imported into AppColl, it will add a number of tasks (i.e., docketing items) to the matter. Tasks for prosecution history items will be preceded with ‘USPTO:’ and will always show up as closed items. Additionally, AppColl will create new tasks in response to the prosecution history of the matter. The number of t...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Insert Scheduled Report Content in the Body of an Email

The linked article  explains the step for scheduling a report to be run with the results emailed to the recipient(s) as at attachment (pdf or csv). You are now able to include the contents of the attachment in the body of the email as HTML. For example, a 30 day docketing report does not need to sent as a PDF attachment. But rather the contents can ...

0 min reading time
Updated March 16th, 2022 by Mason Davis

Auto-Push Task Due Dates

AppColl provides the infrastructure for complex workflows of tasks where the creation of one task can auto-trigger a number of additional tasks with differing due dates. There may be workflows where all due dates of a task group should change if one of them changes. The task type details page has a check box for enabling this functionality. If the b...

0 min reading time
Updated January 14th, 2022 by Mason Davis

Simplify Creating Reports for Multiple People using the Current User as a Filter

If you have multiple people in your firm or company that need to receive a report with the same information but filtered based on the current user, you can do this easily by specifying the "<current user>" as the value for a filter in the Filters box for columns that are AppColl contacts. When different people login, they will see different re...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Invention Manager Setup Overview

The Inventions Module has a number of setup screens, visible in the Navigate section, for customizing your disclosure flow. Below is a list of each setup screen and how they function. Only patent committee members have access to these setup screens. AwardsThe Invention Manager provides an inventor awards program whereby monetary awards can be set up...

1 min reading time
Updated April 8th, 2022 by Mason Davis

Add Foreign Annuity Payment Tasks (w/ Video)

The following video outlines the steps for creating exemplary foreign annuity payment tasks.  Please note:  The exact dates used are not to be taken as law. Rather, they are used strictly to show how the process would work. It would be up to the user to verify the actual due dates for tasks such as this....

0 min reading time
Updated January 14th, 2022 by Mason Davis

Filter Contact Records

Contact records can be filtered in the same way as matters, tasks and billing items. From the Contacts Module, click the 'Add Filters' button. The below popup appears for entering one or more filter criteria. In this example, the filters are inventors having an address in the United States. There are 89 inventor records and only 10 of them have Unit...

0 min reading time
Updated January 12th, 2022 by Mason Davis

QuickBooks: Import Payments from QB to AppColl (AppColl PM Plus)

Please note:  this feature is only available in AppColl Plus.  Click here  for pricing and details on the plus features. Importing Payments from QuickBooks You can import payments from QuickBooks to any AppColl invoice that has been linked (you'll see a green "QB" logo). Select your invoice(s) from the Manage Invoices page, click the "QuickBooks" bu...

0 min reading time
Updated January 7th, 2022 by Mason Davis

Why are New Tasks Generating When I Change a Matter's Date?

Many tasks in AppColl are triggered by a change of value in a matter's Filing Date, Priority Date or Issue Date, depending on the matter Type. For example, AppColl generates a number of tasks for U.S. Utility-Type applications (Provisional, Non-Provisional, Continuation, Continuation-in-Part and Divisional) when the Filing Date value changes, such a...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Add Date Offsets to Form Letters and Emails

To add offset dates, use syntax similar to the following: {Task.RespondBy(-7d M/d/yy)}                            Subtract 7 days from the Respond By date {Matter.FilingDate(+1m)}                                     Add one month to matter Filing Date {Matter.FilingDate(+12m)}                                   Add one year to matter Filing Date {Mat...

0 min reading time
Updated January 27th, 2022 by Mason Davis

USPTO Fee Schedule Updates

AppColl can generate billing item templates automatically from the USPTO Fee Schedule - see  this  article. The USPTO periodically updates these fees and makes them available  here . If you create billing item templates for USPTO fees please note that they will  not be updated automatically  when the USPTO changes the fee schedule. You will need to ...

0 min reading time
Updated January 7th, 2022 by Mason Davis

Color Coding Tasks

If you are an Account Administrator, you can change the color of tasks for various deadline types and due dates. Click the Settings link in the upper-right corner of any page, and scroll down to the Task Background Colors section. Click on the box for the type and date combination you want to change. You can either select a particular color by click...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Retainer Bank Account

When entering a retainer type billing item, you can specify a bank account to assist in the generation of trust account reports. The bank account field appears just below the retainer amount in retainer type billing items. The information in this field is for your use only and isn't linked to any other fields in AppColl....

0 min reading time
Updated March 17th, 2022 by Mason Davis

Formatting Numbers in Form Letters and Emails

To format number fields in form letter and emails, use syntax similar to the following: {Invoice.Balance( <format> )} where  <format>  is similar to one of the following: Format Description Syntax Example Result  for "1234.567" 0 Show the number as an integer {Invoice.Balance(0)} 1235 0.0 Show the number as a floating point number with o...

0 min reading time
Updated April 6th, 2022 by Mason Davis

Background Operations

A background operation is processing that occurs "in the background" while a user is performing other tasks in the system. The two main background operations are updating matters from the US PTO via the Update Matter button on the matter details page and scheduled reports, which run at specified days and times. To view background operations that are...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Fix All-Day Calendar Entries and Events that Span Two Days

AppColl can generate all-day calendar entries sent to people in response to two primary events in the system: 1) Tasks are created or updated that have notifications with calendar entries.2) A calendar entry is manually sent using the calendar icon in the Links column of the All Open Tasks page of the Tasks module. By industry standard, an all-day c...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Manage Data Synced to PM Pro/Plus or Tandem Accounts

Please  click here  for a Tandem Account Overview. Please  click here  for instructions on setting up a corporate Tandem account and the initial data sync. Once a law firm's AppColl PM Plus account is connected to another PM Plus, PM Pro or corporate Tandem account, there are different options for controlling what data is synced. By default, the dat...

3 min reading time
Updated January 25th, 2022 by Mason Davis

Mass Changing Existing Tasks

There may be instances when you wish to make mass changes to existing tasks. Depending on what you wish to change, the process differs. Below is a list of the procedures for each primary task field. Task Owner Please  click here  for specific instructions on changing the owner of multiple tasks. Task Comments Currently, you can append comments to mu...

2 min reading time
Updated March 17th, 2022 by Mason Davis

Import New Matters from a Spreadsheet (w/ Video)

Importing matters from a spreadsheet is the primary means for getting your data into AppColl. The following videos and instructions will assist you in this process. Scroll to the bottom to watch the videos on the below steps. Click Here  to learn about advanced features of the importer. Attachments Matter Import Template.xlsx Populating the Spreadsh...

3 min reading time
Updated January 11th, 2022 by Mason Davis

Determine Which e-Office Actions Have Recently Been Processed by AppColl

When e-Office Action processing is enabled in your account, AppColl creates a new Tasks module report called 'USPTO e-Office Actions in Last 7 Days'. You can run this report from the Tasks module or the Reports module to see all e-Office Actions processed in the last 7 days.  In the Tasks module, locate the Select Report dropdown menu in the Change ...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Add Special Characters to Form Letters and Emails

You can add characters after (or before) a non-blank field in a form letter or email using the following syntax at the start or end of the field name: “+nnn” where nnn is the 3 digit decimal ASCII code of the character you wish to add (see table below). For example, {+044+032Matter.Inventor3+033} would add to the form “, John Smith!” if the matter h...

1 min reading time
Updated March 17th, 2022 by Mason Davis

Email Notifications - Disclosure Status Change

AppColl provides the option to create email notifications any time invention disclosure status' changes. Often times such emails are sent to inventors to alert them to such changes. However, these email can be sent to any individuals associated a disclosure. Important: Making changes to task rule notifications is relatively harmless. However, changi...

0 min reading time
Updated January 31st, 2022 by Mason Davis

Billing Timers

AppColl has a built-in billing timer allowing users to track their time for one or more tasks. Billing timers can be added, paused, completed or deleted as needed. Once a billing timer starts, a "Fee" billing item is created along with any details (i.e.,  who, client, matter, tasks, etc.). The timer continues until it is paused. Paused billing timer...

2 min reading time
Updated March 17th, 2022 by Mason Davis

Import Contacts from a Spreadsheet

Contacts can be imported from a spreadsheet in the form of a CSV or XLSX file.  Click here  for the spreadsheet which is to be used. Please note that the attached spreadsheet includes every possible contact field. Many of which are unnecessary. The only required fields are role and a (name or company). There are handful of rules you will want to fol...

1 min reading time
Updated January 18th, 2022 by Mason Davis

Being cc'd on AppColl Generated Emails Sent to Someone Else

To copy someone for all emails sent to a particular person, follow these steps: Go to the Contacts module and find the contact whose email you want to have copied. Click on the contact to open the Contact record. Add the email address in the "Email Cc" text field. If desired, you can enter multiple email addresses separated by commas. For example: “...

0 min reading time
Updated January 18th, 2022 by Mason Davis

Session Navigation History

AppColl stores your session's browsing history, which allows you to return to any previous point in your session with a single click. In the upper-left corner of your screen is a small blue downward-facing arrow. Click the arrow to display a popup of your browsing history. Click any of the rows in the popup window to jump to that page.  The blue arr...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Add or Update Patent Matters Using XML Files from Private Pair (w/ Video)

This video teaches the process for adding or updating patent matters via XML files that are downloadable from Private Pair. XML files can be used to both create a new matter as well as update an existing matter. Also, multiple XML files can be downloaded from Pair at once.  Click here  for instructions. As of March 2018, U.S. patent matters and PCT ...

0 min reading time
Updated February 16th, 2022 by Mason Davis

Add Custom (User-Defined) Fields to Matters

You can add custom fields in the matters module - up to 16 string fields and 4 date fields - to store information associated with a matter that is unique to your account. These custom fields appear in matter detail pages around the middle of the page. When setup, these fields have identical functionality to the built-in fields. They can be added as ...

1 min reading time
Updated March 22nd, 2022 by Mason Davis

Multiple Country Matter Duplication

It is sometimes necessary to create multiple child matters for different countries that all share the same parent. For example, when creating matters for designated states from an EP matter.  This can now be done easily in AppColl by using the Multi-Country Duplicate feature. All relevant information is copied from the current matter to the created ...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Trust Account Reports (AppColl PM Plus)

Please note:  this feature is only available in AppColl Plus.  Click here  for pricing and details on the plus features.   Overview Trust account reports are used to assist in reconciling actual bank account balances with debits and credits from retainers received from customers. These reports are generated entirely from retainer type billing items ...

2 min reading time
Updated April 14th, 2022 by Mason Davis

Search and Filter for Information

AppColl allows filtering for specific information you wish to see, in any of the seven modules. In the Change View section in the left column, click the Add Filters button. This will produce a popup window, where you can select filters, as shown below. The top row lists any optionally preset filters (in this case, all open tasks). To filter, use the...

2 min reading time
Updated January 25th, 2022 by Mason Davis

Expiring Matters

AppColl automatically updates matters to an "Expired" Status when the Expiration Date for the matter is greater than or equal to the current date. As such, future expiration dates can be added and matters will properly update to 'Expired' once the date is reached. Please note:  AppColl automatically adds an expiration date for Provisionals when a fi...

0 min reading time
Updated May 11th, 2022 by Mason Davis

Adding Matter Specific Text to Invoices

This article describes how to add matter specific text to invoices which is shown beneath the title of the matter in the invoice. First, on the settings page, create a matter custom field called "InvoiceDescription". You must use this exact name. It should be a text box type. Next, add the matter specific text in the matter details page. Note that y...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Run Reports and Save the Results to PDF, CSV, or Email (w/ Video)

This video provides the steps for re-running existing reports and outputting the results to different media types....

0 min reading time
Updated January 14th, 2022 by Mason Davis

Mass Update Contacts

You can easily update one or more fields for your contacts by exporting the information you want to change, changing the information in Excel and importing the changes back into AppColl. Here are the steps: From the Contacts Module, filter for the information you want to change. For example, if you want to update/add addresses for your inventors, yo...

1 min reading time
Updated January 27th, 2022 by Mason Davis

Invoice Numbering and Naming

The Invoice Number and Invoice Name are two distinct things. An Invoice Name is an internal reference used by you to identify the invoice at a glance. Whereas, the Invoice Number is displayed in the invoice and visible by customers. See below. Invoice Name By default, AppColl names invoices based on the invoice date and customer. Invoice names can b...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Change the Default Matter Folders

AppColl automatically creates a sub folder for each new matter created in AppColl. The sub folder, named after the AttorneyRef, is placed under the client folder. Each matter folder has four default sub-folders named: It is possible to change the default folders that are created for each matter by following these steps: Click the Settings link in th...

0 min reading time
Updated January 12th, 2022 by Mason Davis

View Prior PDFs of Invoices That Have Changed

If you change an invoice that has already been sent, you can update the PDF by opening and resaving it. However, there may be times when you want to access the originally created PDF. Below are the steps. 1. In the Billing module, click on the Manage Invoices link in the left margin.2. Locate the invoice and click on the InvoiceName. 3. In the left ...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Information Disclosure Statement Submitted Date

When working with Information Disclosure Statements in AppColl, you have two date fields available: IDS Date : Enter the date that the IDS was created in AppColl. Submitted Date : Enter the date the IDS was actually uploaded to the USPTO. Leave blank if IDS hasn't been submitted....

0 min reading time
Updated April 6th, 2022 by Mason Davis

Bulk Management of Invoices

To speed up the management of invoices, AppColl has three commands that operate on multiple invoices from the Manage Invoices page in the Billing module. The 'Generate Invoices' command creates invoices for multiple clients. This command is equivalent to clicking on the "Add" button, selecting a client, and then clicking on the Save button multiple ...

1 min reading time
Updated March 17th, 2022 by Mason Davis

Ignore Matter Details Differences

AppColl can retrieve bibliographic information for your matters from Private Pair, PEDS, TSDR and EspaceNet. AppColl looks for any discrepancies between the data currently stored in AppColl and the data retrieved from one of the data sources mentioned above. If discrepancies are found, AppColl places a yellow triangle next to the data field(s) as sh...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Format State and Country Names in Form Letters and Emails

AppColl can automatically generate emails, calendar invites and form letters that are populated from information in your AppColl account. This function operates in a similar manner to the mail-merge function of word processors, and allows you to generate standard emails, calendar invites or letters in response to events or manually. For example, you...

1 min reading time
Updated January 11th, 2022 by Mason Davis

Copy Prior Art References from One Matter to Another (w/ Video)

If you have a group of references cited in one matter and you wish to copy these references to another matter, follow these steps: Click on the Prior Art module button. Click on the row for the Matter you wish to move references from. Select (by clicking on the left check box) all of the references you wish to copy to another matter. Click on the Li...

0 min reading time
Updated February 1st, 2022 by Mason Davis

User Password Settings for Account

AppColl provides the ability to manage your account's user passwords, such as the syntax, rotating passwords and screen timeouts.   Note : only account administrators can change these settings. To change the settings, click the Settings link in the upper-right corner. Locate the Login Settings section, as shown below. Use the "Password must contain ...

0 min reading time
Updated January 10th, 2022 by Mason Davis

Manage the Invention Disclosure Form

The invention disclosure form is the heart of PM Invent. It's used by inventors to submit their ideas through a series of questions. The form's setup screen is accessible by hovering over the Invent Module tab and clicking Setup Disclosure Form. Only account administrators have access to the form.  AppColl allows for up to 48 possible questions that...

1 min reading time
Updated August 31st, 2022 by Mason Davis

Formatting Text Fields in Form Letters and Emails

To format text fields in form letter and emails, use syntax similar to the following: {Matter.Title( <format> )} where  <format>  may contain one or more of the following Format Code Description Example Result  for "This Is the (100th) Matter Title" ToUpper Convert the text entirely to upper case THIS IS THE (100TH) MATTER TITLE ToLower ...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Generate a 30/60/90 Day Docket Report (w/ Video)

This video provides the steps for creating a docketing report....

0 min reading time
Updated August 24th, 2022 by Mason Davis

Filter Your Data with Database Queries

Overview For some of the AppColl modules, you can create filters by using “programming language” database queries to select records from within that module. These queries use Boolean expressions that use the column headings from the particular module. If you are comfortable writing queries in this way, you can quickly create complex filters and repo...

3 min reading time
Updated March 24th, 2022 by Mason Davis

Sending Invoices to Clients via Email

After an invoice has been generated you may wish to send the PDF of the invoice to the client via email. This can be done from within AppColl using the Email to Client command in the invoice details page. When you click on the button, any changes to the invoice will be saved and a popup will appear to allow you to pick the  email template  to use fo...

0 min reading time
Updated July 7th, 2022 by Mason Davis

Merging Multiple Fee Billing Items into one Flat Fee Billing Item

Note: Merging fee billing items an optional feature. Please contact AppColl support to enable merging in your account if you cannot access this feature. AppColl allows multiple fee billing items to be merged into one split flat fee billing item. This allows an invoice to have one line item which includes tracked hours from multiple timekeepers. Some...

3 min reading time
Updated January 26th, 2022 by Mason Davis

Contact Aliases

AppColl assists in the management of contact names where multiple different spellings of a name may exist in various matters or documents by providing the Alias field in a contact. This field contains a semi-colon separated list of alternate spellings for the name of the contact. When AppColl searches for a name it will look in the alias fields to f...

0 min reading time
Updated February 1st, 2022 by Mason Davis

Recover Deleted Information

To recover deleted information, click the "Trash" link in the upper right corner of the window. Locate the item you deleted and click on the check box next to it in the left column, then click the Undelete button in the left margin. If you accidentally permanently deleted an item from the Trash window, please contact AppColl support  as soon as poss...

0 min reading time
Updated January 26th, 2022 by Mason Davis

How to include Task-Based Information in Email Notification Templates

When creating emails, calendar invites or form letters for a specific task type, the referencing information for different elements of the notification may vary. For example, the referencing information of a specific  task the notification is tied to is different than the referencing information of the task triggering the specific task. If you use e...

1 min reading time
Updated January 10th, 2022 by Mason Davis

Import Priority or Subject Matter Connections between Patent Matters

Priority and Subject Matter connections can be added to your patent matters in a few different ways. XML files from Private Pair   XML files imported from Private Pair contain priority connection information for all U.S. matters and PCT matters filed directly in the U.S. As such, these connections are automatically added, during XML imports. Please ...

1 min reading time
Updated January 11th, 2022 by Mason Davis

List of all Available Fields in Form Letters and Emails

The tables below shows all the database fields, and their syntax, that can be used in form emails and form letters.   General Now {General.Now} General CurrentUser {General.CurrentUser} General EmailPostamble {General.EmailPostamble} Matter AbandonedDate {Matter.AbandonedDate} Matter Abstract {Matter.Abstract} Matter ActualCost {Matter.ActualCost} M...

2 min reading time
Updated December 3rd, 2022 by Mason Davis

3 Month Deadline for Trademarks

As you may know, the United States Patent and Trademark Office (USPTO) has issued a new examination guide regarding the changes being made to office action response periods for section 1 and/or section 44 applications. Starting December 3, 2022, trademark applicants will have three months (with an optional three-month extension), instead of the curr...

1 min reading time
Updated January 26th, 2022 by Mason Davis

Import Prior Art References from Espacenet (Pending, Issued, U.S. and Foreign Applications) (w/ Video)

AppColl integrates with  EspaceNet  to add or update prior art references for published and issued patents for both U.S. and foreign countries. To do this, go to the Matter Prior Art page for a matter and click the “Load Available Refs” button on the left side of the screen. Please Not : Private Pair does not provide an easy-to-access list of refere...

0 min reading time
Updated January 7th, 2022 by Mason Davis

"Review USPTO Communication" Tasks

Whenever a U.S. trademark, U.S. patent, or PCT matter receives updated transactions from the USPTO (via an XML import, an e-Office Action or TSDR) AppColl either creates an explicit docketing item or a catch-all ‘Review USPTO Communication’ task. The Review task is only created if no other task was created due to the new transaction. For example, an...

0 min reading time
Updated January 18th, 2022 by Mason Davis

Getting Started Guide (Where do I begin?)

AppColl has a downloadable "Getting Started Guide" (attached) that takes you through the basic steps to get your account setup. The guide covers the following topics: Getting Help Terminology Basic Account Setup Other Things You should Know Attachments AppCollGettingStartedGuide.pdf...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Import Tasks

You may have situations where you need to add many tasks into AppColl, especially if these tasks would not have been created from information in Pair of TSDR. International matters are a good example.  Below are the steps to import a group of tasks, using the attached spreadsheet: Note which columns are labelled "Mandatory for Add." When completing ...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Enable e-Office Action Processing

To utilize e-Office Actions within AppColl, there are  three  pieces to be set up.   PLEASE NOTE: e-Office Action processing will not work until you complete the first section. Enabling e-Office Actions with AppColl Go to the Settings link (only available to account admins) in the upper right corner of AppColl , select the "Matters" tab and scroll d...

1 min reading time
Updated May 20th, 2022 by Mason Davis

Handling Trademark "File Statement of Use" Deadlines

As with  other extendable deadline tasks , "File Statement of Use" tasks should  ONLY  be marked complete if the statement of use was actually filed before the deadline. Specifically, the task is for filing the statement itself, not filing an extension of time. If you filed for an extension of time instead, mark the "File Statement of Use" task as M...

0 min reading time
Updated July 7th, 2022 by Mason Davis

Generate Matter-Specific PTO Forms

With a few clicks AppColl can auto-populate many USPTO forms from data in your AppColl account. The form(s) are then exported to your computer as PDF file(s) which can be opened for viewing and/or editing in a PDF reader.   One or more forms can be generated for one or multiple matters. Forms can be generated for a single matter from the matter deta...

1 min reading time
Updated March 16th, 2022 by Mason Davis

Customizing LEDES File Generation

This article describes how to customize LEDES files and solve problems associated with naming differences when transmitting LEDES files generated by AppColl to clients. Note that this customization can only be setup by an account administrator. Normally LEDES fields are populated from standard AppColl matter, contact and invoice fields. Some LEDES f...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Choose from Multiple Dates with Task Types

When creating a custom task type, a reference date must be defined along with a date offset. For example, the "Respond to Final Office Action - 2 Month Deadline" task uses the triggering task's reference date, offset by 2 months as shown below.  Notice the highlighted drop down called "Use this date only". You have the option to select a second date...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Send Client Reporting Emails when Tasks with External Deadlines are Created

This article explains the steps for creating client emails any time a task with an external deadline is generated.  Please note : AppColl does not send emails directly to clients. The email will be sent to a specific user within your law firm or company (e.g., the task owner, matter paralegal, or matter attorney). You may then copy the contents of t...

0 min reading time
Updated January 7th, 2022 by Mason Davis

Regenerate Tasks (w/ Video)

When new or edited task types are added into AppColl, we do not apply those changes retroactively. For example, a new task type is created called "Send Reporting Letter to Client" and triggers when a matter issues. This task is not auto-created for existing issued matters. It only applies moving forward. This is done on purpose to prevent rampant ta...

0 min reading time
Updated April 8th, 2022 by Mason Davis

Task Type Default Comments

Task types have a Default Comment field that can be used to store useful information about that task type, such as what specific actions have been done or need to be done to complete the task, standard steps that should be taken to complete the task, or information about the task that caused this task to be triggered. AppColl will generate the Defau...

1 min reading time
Updated January 25th, 2022 by Mason Davis

Understanding Task Statuses

AppColl has a number of standard task statuses that cause varying events and convey different information. This article focuses on the standard statuses and when to use them. Open: This is the status for tasks that haven't been completed in some way. By default, all tasks with an Open status will appear on your docket. Completed: This status is used...

1 min reading time
Updated January 18th, 2022 by Mason Davis

Change Your Password or User Name

If you want to change your password, follow these steps:    Click on the "Your Profile" link in the upper-right corner of any page.  Click the Change Password button in the left column. Complete password text boxes. Your passwords must be at least 5 characters long.  Click the Save button. If you want to change your user name (login), contact AppCol...

0 min reading time
Updated January 10th, 2022 by Mason Davis

Reassign Roles to Multiple Matters

Each matter may have multiple persons involved, such as attorney, partner, contributor, client, assignee, paralegal, foreign associate or law firm. You can easily update these values for multiple matters at once by following the steps below:   In the Matters module, select all of the matters you wish to change by clicking the check boxes for each ma...

0 min reading time
Updated January 11th, 2022 by Mason Davis

De-duping Non-Patent Literature (NPL) Prior Art References

If you have multiple copies of an NPL reference, you can remove the duplicates and make sure that all matters, using this reference, point to the remaining version. This can be done automatically or manually.    To access these features, click on the All References link in the Navigate section of the Prior Art module. There are two buttons called "R...

1 min reading time
Updated January 14th, 2022 by Mason Davis

Create a Client or Solo Inventor Contact Record (w/ Video)

Adding a client, or solo inventor, is a simple process of going to the Contacts module, clicking the 'Add' button, selecting a role and populating the contact information. The following definitions provide some insight into the client fields. See the video at the bottom. Client vs Client/Solo Inventor  - Solo Inventor is used when you have an indivi...

0 min reading time
Updated March 17th, 2022 by Mason Davis

QuickBooks: Overview (AppColl PM Plus)

Please note:  this feature is only available in AppColl Plus.  Click here  for pricing and details on the plus features. AppColl speaks QuickBooks! Once you've enabled AppColl Plus, you're ready to start sending Client Contacts, Invoices, and Payments between AppColl and QuickBooks. AppColl integrates with QuickBooks in four ways: *  Sending Client ...

0 min reading time
Updated January 18th, 2022 by Mason Davis

New Menu Icons

On June 5th, 2019, we updated the look of AppColl's top-right menu to be more user-friendly. This change didn't remove any functionality; it just grouped related links under icons. Details about each icon and its contained items are as follows:   User Options   Your Profile: Manage your contact information, change your password, or set your login pa...

0 min reading time
Updated August 4th, 2022 by Mason Davis

Generate Tasks from Emails Received into AppColl

Please note:  this feature is only available in AppColl Plus. Click  here  for pricing and details on the plus features. Tasks can be auto-generated when an  email is sent into AppColl  through the Email Intake feature. Users can also specify what text must be (or not be) present in the subject line and/or the sender email address for triggering to ...

0 min reading time
Updated May 20th, 2022 by Mason Davis

Add and Update U.S. Trademark Matters from TSDR

U.S. Trademarks can be updated or added into AppColl via spreadsheets or by using the Update Matter button in a trademark matter details page. Adding new Trademarks via spreadsheet Click here  for importing trademarks or any other type of matter  Adding new U.S. Trademarks via the Update Matter Button In the Matters module, click the “Add” button in...

1 min reading time
Updated January 7th, 2022 by Mason Davis

Delete Files Attached to a Task

You can delete a document(s) attached to a task by opening the task detail page (from either the Tasks or Matters module). In the Documents section, click the trash icon for an individual document, or the 'Clear' button for all documents attached to the task. Please Note:  This does not delete the document itself. It only removes the link between th...

0 min reading time
Updated October 25th, 2022 by Mason Davis

Set up a Retainer Account

In the Billing module, on the Billing Items page, click the Add button in the left margin. Select the Client. This will populate the Matter and Task drop-down menus. (optional) Select a matter and/or task for this retainer. In the "When" text box, select the date the retainer was created. In the "Who" text box, select the person in your firm respons...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Add Inventors to Form Letters and Emails

You can add all the inventors to forms using {Matter.Inventors}. If you wish to add certain inventors to forms, use {Matter.Inventor<n>}. (Note that {Matter.Inventor1} is the same as {Matter.FirstInventor}.) If the inventor doesn’t exist (i.e., {Matter.Inventor3} for a matter that only has 2 inventors), the field will simply be deleted from yo...

0 min reading time
Updated September 15th, 2022 by Mason Davis

New Users Start Here

The following list of articles and videos address the most common topics and questions that arise in your first few weeks with AppColl. We also recommend scheduling a  live New User webinar  hosted every Tuesday. Additionally we have a list of  recently archived webinar topics  covering many aspects of AppColl. How to Set Up Your Account AppColl Ter...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Discount Invoices

There are several ways to provide discounts in an invoice. Percentage Discount To discount  all  Fee billing items in an invoice, enter a Discount percent in the Amount Due section on the right side of the invoice details page. Please note that percentage discounts do not apply to expenses. Discounting a Specific Billing Item To discount a single Bi...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Invoice Locking by Client

In order to prevent invoice errors, invoices will lock by client whenever someone is working on an invoice for that client. Whenever a particular client is locked, a lock icon will appear next to invoices for that client to indicate that those invoices cannot be edited at this time. A message will also appear in the lefthand column indicating what c...

0 min reading time
Updated March 17th, 2022 by Mason Davis

How to Create and Save a Basic Report (w/ Video)

This video shows you how to create and save a basic report to be run whenever you wish. This is a matter focused report on all pending non-provisional applications for a specific client....

0 min reading time
Updated January 26th, 2022 by Mason Davis

Use a Citation Matrix to Verify Which Prior Art References Have Been Cited in Matter Familes

Matter Families can be complex entities having dozens of matters and perhaps 1000s of prior art references. AppColl provides a feature in the Prior Art module for downloading a Citation Matrix for a matter family and reviewing which references have been cited in which matters. Like the screenshot below, select one or more matters you wish to generat...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Add a Company Logo to Email Templates

When creating email templates, as explained  here , you can also add a logo or any other image file(s) you wish by following these steps: 1) Edit or create the email template you wish to add a logo. 2) Click the <> symbol as shown below. This opens the html editor of the email template 3) Paste the following syntax in the desire location in th...

0 min reading time
Updated January 27th, 2022 by Mason Davis

Import Billing Items

If you maintain billing items in spreadsheets or other means outside of AppColl, you are able to import them into AppColl using the attached  Billing Items Import Template.csv  spreadsheet file. The spreadsheet includes some sample items to illustrate the syntax needed. Here are the steps: 1. Remove all the sample data, leaving the top row intact. 2...

0 min reading time
Updated July 7th, 2022 by Mason Davis

Find Misplaced Files

AppColl allows you to search for files or folders by name and a modified date range.    From anywhere in the Files module, click on the Browse/Search button to see the below popup window. Enter text of the file or folder you wish to search and optionally enter a date range when the file(s) or folder(s) were last modified. AppColl returns a list of a...

0 min reading time
Updated January 10th, 2022 by Mason Davis

PM Invent Views - differences between Inventor, Account Admin and Non-Admin logins.

The Invent Module looks different depending on the login type accessing the Module. For example, inventors have a very limited view while account administrators can see everything. Inventor View When inventors log in to AppColl, they don't see any of the Prosecution Manager module such as Tasks, Matters, Files, etc. They only see a table of disclosu...

1 min reading time
Updated March 24th, 2022 by Mason Davis

Getting Started with AppColl (Video)

This 45 minute webinar gives you all of the information you need to know to get started with AppColl.  Your browser does not support HTML5 video....

0 min reading time
Updated January 25th, 2022 by Mason Davis

Close or Update the Status of Multiple Tasks (w/ Video)

AppColl provides the ability to update multiple tasks at once. The three global completion states are Complete, Not Needed and Transferred. Depending on your set up, you may have additional custom completion states. You can update multiple tasks by following these steps: Go to the Tasks module and check the boxes next to all of the tasks you wish to...

0 min reading time
Updated January 27th, 2022 by Mason Davis

Generate LEDES Files (1998B and 2.0)

A Legal Electronic Data Exchange Standard (LEDES) format invoice is used to transmit billing information electronically to a client. You only need to use LEDES invoices if your client requests that you bill them electronically using a LEDES invoice. AppColl automatically generates both LEDES 1998B and 2.0 invoices every time an invoice is saved.  Pl...

1 min reading time
Updated February 1st, 2022 by Mason Davis

Verify that Task-Specific Email Reminders are Being Sent to Users

If you are not sure whether a user is receiving task-specific email reminders, try the following: 1. Verify that emails are being sent by reviewing the Account Activity report. In the Reports module, select an activity report from the Report dropdown menu at the top of the window, such as "Account Activity - All." If emails are being sent, their ent...

1 min reading time
Updated April 25th, 2022 by Mason Davis

How Can I Create Task Reminders?

AppColl can generate reminders for tasks (i.e., docketing items) in a number of ways, to alert you to upcoming due dates. Below is a list of options and article links for creating each reminder type. 1)  Custom Docketing Reports : You can easily create a custom docketing report with whatever columns, ordering and filtering criteria you want. You can...

1 min reading time
Updated April 6th, 2022 by Mason Davis

Bulk Updating Billing Item Hourly Rates to Current Values

AppColl allows timekeeper  client-specific hourly  rates to be specified that populate billing items automatically. After a billing item has been created, the hourly rate will not change unless it is manually updated, even if the underlying client specific rate is updated. If you wish to update billing items to the current specified rate you can use...

0 min reading time
Updated May 20th, 2022 by Mason Davis

What Information is Imported into U.S. Trademarks from TSDR?

Once U.S. Trademarks are  updated from TSDR , the following information is imported.  Client - comes from the Applicant field in TSDR Serial or Registration Number - If a matter only includes a reg number, AppColl imports the serial number. If a matter only has a serial number, AppColl imports the reg number, provided the case is registered. Title D...

0 min reading time
Updated August 17th, 2022 by Mason Davis

Billing Profit

AppColl's billing profit feature is used to help manage situations where the hourly rate paid by a client is split between the timekeeper doing the work and the law firm. For example, you may have an patent agent drafting patent applications for a client. The client is charged $300/hour. The patent agent receives $225/hour and the remainder, $75/hou...

1 min reading time
Updated March 14th, 2022 by Mason Davis

Create or Remove Matter Families (or related sets)

Please Note:  Updating matters from Private Pair, PEDS, EspaceNet or TSDR will automatically add priority connections for patent and trademark matters. However, subject matter connections must be added manually or via a spreadsheet import. Matter Families, which are also known as "Related Matters" are built by establishing priority or subject matter...

1 min reading time
Updated January 18th, 2022 by Mason Davis

Show Item Activity History

For most item details pages, there is a "Show History" link in the upper right corner. Clicking the link opens a vertical pane on the right side of the screen showing all the history for that specific item.  This history contains the same information available in the Account Activity reports in the Reports module, but filtered for this specific item...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Import Multiple Private Pair XML Files

If you have multiple XML files to upload to AppColl, you can combine them all into a zip file and then import the single zip file into AppColl using the big blue arrow at the top of the page. Be sure to create the zip file without any subfolders, as AppColl will ignore any files in subfolders. When importing zip files, AppColl will process the XML f...

0 min reading time
Updated January 13th, 2022 by Mason Davis

Schedule Reports to Run Automatically (w/ Video)

Emailed Reports can be scheduled to run at pre-defined intervals, by following these steps:   Hover over the Reports module and select ‘Manage Report Schedules’. Click on the Add button and the New Report Schedule page will open. From the Report drop down, select the report you wish to schedule. From the ‘Send On:’ drop down, select the scheduling c...

0 min reading time
Updated December 16th, 2021 by Mason Davis

Editing the Scoring Matrix

A scoring matrix may be created whereby persons associated with a disclosure can provide a numeric score followed by answers to specific questions. The scoring matrix set up screen is accessible from the Inventions Module by clicking the "Setup Scoring" link. AppColl creates a default matrix which can be fully edited. SummaryWithin the scoring matri...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Create Uninvoiced Fees and Expenses

There may be times when time and expenses should be recorded and tracked, yet should never appear on an invoice. For example, multiple hourly time entries are created for drafting a patent application, However, the eventual invoice only needs to show a single billing item of "Draft and File Patent Application". The individual hourly entries won't be...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Add Invoice Description(s) to LEDES Files

There are two ways to add an invoice description to each line in a LEDES file's INVOICE_DESCRIPTION column. This can be done globally for all line items in the LEDES file. Or it can be done on a matter by matter basis. Adding a Global Invoice Description to each line in a LEDES File Each invoice page has a Comments section as shown below. Any text p...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Update Information for Newly Filed U.S. Patent and PCT Applications

After filing a new U.S. or PCT patent application (in the U.S.), the USPTO may take several days before it properly populates all the information in Private Pair. This applies to XML files and the "Update Matter" button on a matter details page. If any matter data (such as the filing date) is missing, or any task is failing to generate, try re-downl...

0 min reading time
Updated December 16th, 2021 by Mason Davis

Disclosure Notifications

By default, AppColl creates three types of email notifications that may be sent to various parties of a disclosure flow. The syntax of the notifications may be changed at will by following the specific article links below. Disclosure Status Change - emails can be sent to one or more inventors (i.e., all inventors, lead inventor, or first inventor) a...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Delete Files or Directories

Any files and folders can be deleted from AppColl by following these steps: 1) Go to the folder in the Files module where you wish to delete data. 2) Check the checkbox next to the items you wish to delete. You can delete both files and folders at the same time. 3) Click the delete button. If items are accidentally deleted, they can be recovered fro...

0 min reading time
Updated January 18th, 2022 by Mason Davis

In-place Editing

The in-place edit feature in AppColl allows you to quickly update fields in the Tasks, Matters, Billing and Contact modules directly from the main table. With this feature you can easily make changes to records without having to open the record. Additionally, you can in-place edit tasks from within a matter details page. To perform an in-place edit,...

1 min reading time
Updated January 26th, 2022 by Mason Davis

Add or Update Links Between Multiple References and a Matter

The following steps outline the process for adding or updating links between multiple prior art references and a patent matter:   In the Prior Art module, click on the All References link in the Navigate Section of the left column. Select all of the references you wish to link or update to the matter. (Using a filter on the “UsedBy” field may help f...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Create Reminder Task Types

( Please note:  This process must be done by an Account Administrator.) You can easily create custom reminder task types that are used to alert you of upcoming deadlines. These differ from email-based notifications in that they actually appear on your open docket. For example, let's assume you want a 3-month and a 1-month reminder to file a non-prov...

0 min reading time
Updated January 14th, 2022 by Mason Davis

Make Reports Private

AppColl allows anyone to create and save reports that can be run from a module using a drop-down list in the Change View section of the page. By default, these reports are 'global' and can be viewed and run by anyone with a login. With multiple users in a system it's possible to create a large number of reports in the drop-down that makes it hard to...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Attach a Document to Multiple Tasks

Follow the steps below to attach a document to multiple tasks. Go to the Tasks module. Check the box to the left of all tasks that you wish to attach the document to. Click the Add Document/Form Letter button in the Make Changes section. Select the the folder to save the document to. Please note that even though you're associating a document to mult...

0 min reading time
Updated March 16th, 2022 by Mason Davis

Email Conversations Tab (AppColl PM Plus)

Available for AppColl PM Plus, the Conversations Tab allows another view for the emails that are sent into AppColl for a particular matter. Now when an email comes to a Matter's Intake email, AppColl will display the message on the Conversations Tab in a similar way as your email inbox. With this feature, you can easily download attachments, view, a...

1 min reading time
Updated September 21st, 2022 by Mason Davis

Invoice Numbering

Invoice numbers are used to identify a set of billable items in an invoice for which payment can be accepted independently. Invoice numbers are entered in the invoice details page. You can have one or multiple invoice numbers per invoice. For example, you may wish to group billing items by matter in one invoice and give each group a different invoic...

1 min reading time
Updated March 18th, 2022 by Mason Davis

Time Manager

AppColl's Time Manager simplifies the entry and updating of billing items associated with a person's time. The Time Manager, available on any page in AppColl, is used to start/pause/stop billing timers and to quickly enter and edit "Fee" type billing items for the person currently logged in.   To use the Time Manager, hover over the clock at the top...

6 min reading time
Updated March 18th, 2022 by Mason Davis

Use Queries to Require or Display fields in an Invention Disclosure Form

Fields in an Invention Disclosure Form (IDF) can be hidden/displayed or made required depending on the state of other fields.  In order to do this go to the “Setup Disclosure Form” page, select “Displayed when query is true” for one of the IDF fields, and enter the query in the “Display Query” textbox.  An example is shown below. The above query (Ge...

0 min reading time
Updated May 20th, 2022 by Mason Davis

Clean up US Trademark Tasks After Import (w/ Video)

Once US trademarks have been imported, TSDR will be queried that night to bring over all bibliographic information and tasks. There maybe a number of tasks created that have already been done. AppColl does not attempt to analyze which of these tasks have actually been done. Thus, we leave it up to the user to clean them up. The main tasks to clean u...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Regenerate Tasks for Matters

Changing or creating new task types take effect immediately. However, they are not applied retroactively. If you wish new or edited task types to apply to all existing matters, please follow the below instructions. First, in the Matters module, select the matter(s) needing the updated task type by checking the checkbox on the left of the matter in t...

0 min reading time
Updated June 27th, 2022 by Mason Davis

How to Change Themes

In AppColl, you can change the theme you are working in.  NOTE: Themes is currently a BETA feature that will evolve with customer feedback.  To do so, hover over your initials and click "Your Profile"  On the left-hand side, click the themes dropdown and select a theme. Click Save. Your theme will be applied. The following themes are currently avail...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Delete Invoices (Paid or Unpaid)

There may be situations where invoices (paid or unpaid) need to be deleted. A  couple of steps are necessary to do so.  Already paid invoices cannot be deleted until the underlying payment(s) are deleted first. Identify and delete all payment-type billing items (i.e. "Payment from Client" and "Payment from Retainer") applied to the invoice. This wil...

0 min reading time
Updated April 6th, 2022 by Mason Davis

Default Attorney

A default attorney can be specified for a client in the AppColl contacts module. In addition to generally indicating which attorney is responsible for a particular client, the setting has two specific uses in AppColl. 1) It is used in the PM Invent feature of AppColl to route an invention disclosure to a particular attorney. Click  here  for more in...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Add or Update Foreign Patents from Espacenet

Information for foreign patents may be extracted from Espacenet.  Please Note:  docketing history is not available from Espacenet. Only bibliographic information. Click here  for information on extracting information from the EspaceNet database...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Add References that have Already Been Cited to the PTO

References that have already been cited to the PTO can be added into AppColl in a couple of different ways. Importing references from EspaceNet   Please see this article. Import data from USPTO SBO8A EFS forms. If you have the  original  SB08A forms you submitted to the PTO (not the scanned copies in the image file wrapper in Pair), you can do the f...

0 min reading time
Updated January 7th, 2022 by Mason Davis

Create Custom Task Types (w/ Video)

Creating custom task types can be tricky at first. However, once you get the hang of it, the process becomes easier. AppColl offers monthly webinars on this process, in addition to the videos below.  Click here  if you're interested in signing up for the next Task Types webinar. Or you may watched an archive of the same topic.  Please note:  Only ac...

0 min reading time
Updated January 10th, 2022 by Mason Davis

Matter Next External Task and Due Date

When adding or changing tasks, AppColl automatically updates two fields in the Matters module, the Next External Task and the Next External Task Due Date, with information from the task with the nearest due date that has an external deadline type for a particular matter. These fields can be useful when creating reports from the Matters module and ar...

0 min reading time
Updated March 18th, 2022 by Mason Davis

Tasks in the Daily Docketing Emails

Please Note:  These daily docketing reports have been disabled for accounts created since mid 2017. We recommend creating custom docketing reports  as explained here , as there is greater flexibility in the data being given. Each morning, AppColl sends a daily docketing email to all task owners. The emails show upcoming docketing tasks when their du...

0 min reading time
Updated February 1st, 2022 by Mason Davis

AppColl Appears to be Running Slow

There are two components to the performance you see with AppColl. One is the amount of time AppColl takes to generate the page you see. The second is the time it takes for the page to be sent from AppColl’s servers to your computer. At the bottom of each page in AppColl are two numbers, one designated with "A" and one designated with "N", as shown i...

0 min reading time
Updated January 11th, 2022 by Mason Davis

e-Office Action Task Creation

Whenever AppColl receives an e-Office Action email from the USPTO, it creates an event-type task for the matter with a name starting with 'USPTO e-Office Action:'. This indicates that AppColl received an e-Office Action email for the matter. AppColl then generates action-type tasks, triggering on this event-type task. If some open tasks are generate...

0 min reading time
Updated March 16th, 2022 by Mason Davis

Advanced Spreadsheet Import Options

AppColl's importer offers a handful of advanced functions that are not described in the  primary article  on importing matters. These additional features and information include: Add Column Ignoring Rows Bulk Edit Exporting Data Disable Task Generation Show Row check boxes Column Manipulation Add Column Additional columns can be added to the spreads...

1 min reading time
Updated May 20th, 2022 by Mason Davis

Turn on Automatic Updates for Trademarks from TSDR

If your U.S. trademarks are not being updated with docketing tasks, you may have some of these features turned off on the Settings page. You need to be an account administrator to access these settings. Click on the Settings link in the upper right corner of any page Scroll down until you see the USPTO Import Settings Check “Enable automatic USPTO t...

0 min reading time
Updated January 27th, 2022 by Mason Davis

Record Payments from Clients or Retainers

Because payments are applied directly to an invoice or invoices, you must first have at least one outstanding invoice before you can record payments. (Create and send an invoice to a client as described  here .)  1. If necessary, set up the retainer as described here . 2. Create a billing item as described  here with a billing item Type, "Payment fr...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Lock Invoices

There may be times when an invoice should be locked from editing even from people that normally have edit permissions for the Billing Module. There is a  user permission setting  which allows a user to lock or unlock invoices from being edited by anyone who does not have this permission.  Note:  account admins and users having the below setting enab...

0 min reading time
Updated July 6th, 2022 by Mason Davis

USPTO Fee Schedule Billing Item Templates

AppColl can download information from the USPTO and create billing item templates for all items in the  USPTO Fee Schedule . After the templates have been created, you can easily create expense billing items for PTO fees by simply selecting the fee from the template drop-down when creating a new billing item. To create billing item templates for all...

0 min reading time
Updated March 18th, 2022 by Mason Davis

Invoice Naming Scheme

Please note that this feature is only available for AppColl account administrators. From the Settings page, you can specify the default naming scheme for your invoices. When an invoice is created, the text in this setting is used, with field substitution, to generate the name for the invoice. Note that you can use fields from the invoice to create t...

0 min reading time
Updated March 18th, 2022 by Mason Davis

The Different Private Pair XML Buttons

As of March 2018, U.S. patents and PCT application matters can be added or updated from Private Pair without the need to download XML files.  Click here  for instructions on using the new Update Matter button. Please note that this process requires your Private Pair digital certificate file and password to be stored in AppColl. U.S. patents and PCT ...

0 min reading time
Updated January 14th, 2022 by Mason Davis

Search for Contact Records

The search bar at the top of each page can be used for searching contacts in addition to matters. In fact, the search bar looks for both matters and contacts based on the search term(s) used. For example, searching for 'john' returns all matters and contacts including this term. In the below example, contact records are found in the name fields and ...

0 min reading time
Updated January 14th, 2022 by Mason Davis

Edit a Report

Saved reports can be edited and re-saved at will. You can change the filters, the displayed columns, and the column ordering. Here are the steps: Go to the module that was used to create the report. Select the report you wish to edit from the Select Report drop down in the Change View section of the page on the lower left hand side. AppColl will run...

0 min reading time
Updated February 16th, 2022 by Mason Davis

Bulk Edit Command

The Bulk Edit command, available in the Tasks, Matters, Billing and Contacts modules, allows you to set a single field in multiple records to the same specified value all at once. To execute a bulk edit command, select all of the records you wish to modify and click on the Bulk Edit button. Important note:  The bulk edit command allows a large numbe...

1 min reading time
Updated January 26th, 2022 by Mason Davis

Create Matter-Based Form Letters (w/ Video)

This video provides the steps for generating and associating a form letter to a specific matter.  First, you must  create a form letter template  and upload it to AppColl....

0 min reading time
Updated January 25th, 2022 by Mason Davis

View all Open Tasks for Matters Assigned to a Partner or Attorneys Under His or Her Supervision

To view all open tasks for matters assigned to a specific attorney or partner, follow the steps below: If you haven't already, enable the Partner field: Click the Settings link in the upper right corner of any page. (Only account admins can enter the settings) Scroll down to Matter Optional Fields and check the box for Enable Partner field. Click th...

0 min reading time
Updated January 12th, 2022 by Mason Davis

QuickBooks: Send Client Contacts from AppColl to QB (AppColl PM Plus)

Please note: this feature is only available in AppColl Plus. Click here for pricing and details on the plus features. Sending Client Contacts On the "Manage Invoices" page, click the "QuickBooks" button. You do not have to have any invoices selected to use this feature. Click on the "Send client contact information to QuickBooks" button. If you have...

0 min reading time
Updated March 24th, 2022 by Mason Davis

Schedule AppColl Reports to Amazon S3

Reports can be scheduled and sent to users via  email, FTP and SFTP . Reports can now be sent to Amazon S3 buckets as well. Please note you must have an Amazon AWS account in order to use S3 buckets. Step 1) Create your bucket in Amazon Step 2) Go to the permissions tab as shown below. Step 3) Click "Add account". The canonical ID of AppColl is: 821...

0 min reading time
Updated January 7th, 2022 by Mason Davis

"Review USPTO Status Change" Tasks

Whenever a U.S. trademark, U.S. patent, or PCT matter receives an updated status from the USPTO (via an XML import or TSDR), AppColl will create a ‘Review USPTO Status Change’ task and put the status in the comments section. The purpose of the task is to alert you that the status of the application has changed. This refers to the official PTO status...

0 min reading time
Updated January 11th, 2022 by Mason Davis

"Review USPTO e-Office Action" Tasks

AppColl will generate a "Review e-Office Action" task for certain actions when it receives an e-Office Action for a matter. If you wish to disable these, follow the below steps: Go to the Tasks module. Click on the Manage Task Types link on the left side of the page in the Navigate section. Find the “Review USPTO e-Office Action” task you wish to di...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Prior Art Module Overview (w/ Video)

The Prior Art Module is used to manage prior art references associated with your matter and generate Information Disclosure Statements. This video provides a basic overview of the module....

0 min reading time
Updated May 16th, 2022 by Mason Davis

What Tasks are Created When I File an Application?

The following charts outline the tasks that are created when U.S. Utility Applications and PCT Applications are added to AppColl.   U.S. Utility Applications (including continuation applications) Most of the following task types are created: When the Filing Date changes         and While the Matter Type contains “Utility”        and While the Countr...

0 min reading time
Updated January 14th, 2022 by Mason Davis

Create a Law Firm Contact Record (w/ Video)

If you plan to bill for your time, you must create a law firm contact record which is used in the "Remit To" section for the invoice. This video walks through the steps of creating a law firm contact record....

0 min reading time
Updated January 14th, 2022 by Mason Davis

Interpret Activity Logs

AppColl provides activity log reports called 'Account Activity". These reports, which are broken down as date ranges, can be found in the Reports module under the report drop down. These reports show a line-by-line breakdown of everything that occurs in an account where a change is made. For example, modifying a matter would be shown. However, someo...

2 min reading time
Updated February 1st, 2022 by Mason Davis

Save Your Current Table View

AppColl has default filters and column settings that decrease the amount of information shown in each module. To change the filters or columns, follow the steps in the article,  Searching and Filtering for Information . AppColl remembers your new settings, even if you log out, so they are still intact when you return to a module. To return to the or...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Import Prior Art References from a Spreadsheet

As of March 2018, AppColl now integrates with EspaceNet allowing you to retrieve already filed prior art references for issued matters.  Click here  for more details. The below process is still available and is necessary for pending matters. If you maintain prior art references in spreadsheets or other means outside of AppColl, you are able to impor...

0 min reading time
Updated May 20th, 2022 by Mason Davis

How can I find and import all my U.S. Trademarks based on Attorney Name

It's possible to retrieve all your U.S. Trademarks by attorney name by using the TESS system.  Here's the steps. 1) Go to http://tmsearch.uspto.gov 2) Next click the "Word and/or Design Mark Search (Free Form)" link.3) Enter search string of ("attorney name") [AT]  such as ("john smith")[AT] and click "Search Query" 4) This will return a list of all...

1 min reading time
Updated May 16th, 2022 by Mason Davis

Generate Form Letters for Matters

With a few clicks AppColl can auto-populate custom form letters in rich text format (RTF) or DOCX from data in your AppColl account. Custom form letters are RTF or DOCX files created using a program such as Microsoft Word with  embedded form fields  that are uploaded to the FormLetters folder in your account as shown  here .  One or more form letter...

1 min reading time
Updated October 26th, 2022 by Mason Davis

Automatically Merging Billing Items

AppColl supports merging of multiple fee billing items into one split flat fee. For more general information about this, click  here . When working with merged billing items you can configure AppColl to automatically merge billing items associated with certain tasks into one split flat fee billing item. Important: automatic merging can happen ONLY i...

0 min reading time
Updated January 10th, 2022 by Mason Davis

Inventor As-Filed Name for a Matter

On many occasions the name of an inventor may change between patents filed by that inventor. When certain PTO forms are filed the "as-filed" name ideally should be used in the forms for a matter. AppColl works most effectively if any one inventor has just one contact record with one name. To allow for matter specific variations of inventor names, Ap...

0 min reading time
Updated January 7th, 2022 by Mason Davis

Completing Tasks

Tasks can be closed from either the Tasks Module or from the matter details page where the task is associated. Complete a task from the Tasks module From the Tasks module, find the desired task and click the Status of 'Open' in the Task Status column. From the popup window shown below, select 'Completed' from the Status drop down menu. (Optional) En...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Rename Files or Directories

Any file or folder in the Files module can be renamed by following these steps. Find the file or folder you wish to rename and check the box next to it. Please note: only a single file or folder can be changed at once. Click the rename button and enter the new name of the file or folder and click OK....

0 min reading time
Updated June 24th, 2022 by Mason Davis

Add a Company Logo to Invoices

You can include your logo in the upper left corner of each page in the invoice PDF. The image size on the page is 1.5” wide by 0.75” tall and your image size should be least 450 x 225 pixels. AppColl will automatically scale the image to fit on the page, so images with larger pixel dimensions are acceptable. Images with aspect ratios close to 1.5 by...

0 min reading time
Updated September 19th, 2022 by Mason Davis

Invoice Preview and Dashboard Report Caching

To improve performance when viewing large invoices in the Billing module and reports in the Dashboard (PM Plus), AppColl saves the previous result and displays it quickly rather than recalculating and new report and/or invoice. Invoice previews are saved whenever the invoice is saved from the invoice details page. Dashboard report results are saved ...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Email Notifications - Disclosure Action Items

AppColl allows for creating custom email notifications after any event in an invention disclosure. Emails can be sent to person(s) having the "next action" in a flow or even when the disclosure status changes (https://support.appcoll.com/customer/portal/articles/2089366-email-notifications---disclosure-status-change). Please Note: Making changes to ...

0 min reading time
Updated January 10th, 2022 by Mason Davis

Inventor Login Management

Inventor management with PM Invent is simple, straightforward and intuitive. Logins are created from the "Request Disclosures" button from the Invent Module. Inventor logins are disabled the same way as traditional prosecution manager logins from the Contacts Module. Below are the basic steps to configure logins and/or create new inventor contacts r...

1 min reading time
Updated February 1st, 2022 by Mason Davis

Video Tutorials

AppColl provides a number of video tutorials covering a wide array of topics. You can access these videos  from here  in our YouTube Channel....

0 min reading time
Updated January 27th, 2022 by Mason Davis

Add Taxes to an Invoice

You can add tax to an invoice by marking Billing Items as taxable and then specifying a tax rate when creating the invoice. 1. Create the billing item as described  here,  selecting the Taxable Item checkbox. 2. Create an invoice as described  here  that is set to include those billing items that include the "Taxable Items" option. 3. In the invoice...

0 min reading time
Updated January 14th, 2022 by Mason Davis

Delete Reports

You can delete previously saved reports directly from the Reports Module. Once you are in the Reports Module, select the desired report from the drop down menu. Once the report runs, you can delete it by clicking on the trashcan next to the drop down....

0 min reading time
Updated January 25th, 2022 by Mason Davis

Populate the Application Data Sheet (ADS) Form AIA/14

AppColl provides a mechanism for generating the US PTO's AIA/14 Application Data Sheet, by extracting information from your database and automatically populating the form, which can then be downloaded as a complete PDF file. The follow article explains which portions of the form AppColl can populate and by which means. Please Note : This article app...

2 min reading time
Updated January 12th, 2022 by Mason Davis

Create Retainer Refunds

If you have completed work on a project without using all the retainer funds, follow these steps: In the Billing module, click the Add button in the left margin. Select the client. In the "When" text box, select the date of the refund. In the "Who" text box, select the person responsible for issuing the refund. In the "Type" text box, select Retaine...

0 min reading time
Updated January 18th, 2022 by Mason Davis

Specify Confidentiality Text

Account Administrators can create text to appear at the bottom of all PDFs of generated reports and Invention Disclosure Forms to designate the forms as Confidential.  In any module, click the Settings link in far upper-right corner. Scroll down the Settings page to the Confidentiality Text section and enter "Confidential" or other text into the tex...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Enable and Disable Logins (w/ Video)

Enabling and Disabling logins are fully controlled by an administrator of your account. From the Contacts Module, you can enable/disable a login with the click of a button. Enabling a Login Navigate to the Contacts Module. Make sure the person you wish to enable a login for already exists in the contact database. It is imperative that they have an e...

0 min reading time
Updated January 18th, 2022 by Mason Davis

Simultaneous Use of Multiple Tabs and Windows

You may find it beneficial to have multiple tabs open for multiple matters, a matter and a billing item, a billing item and an invoice, etc. AppColl supports having multiple pages open at the same time. Simply right-click on a module button or a column heading, then click "Open Link in New Tab," or "Open Link in New Window". You will then easily be ...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Configure PM Invent

There are a handful of configurations to be reviewed and set before you start requesting disclosures from inventors using PM Invent. The following settings can be done in any order. Review the email sent to inventors Choose the default attorneys assigned to disclosures Review the notifications sent to inventors and attorneys Review the invention dis...

1 min reading time
Updated January 11th, 2022 by Mason Davis

Upload Files to AppColl

To upload a  single  file into AppColl, follow these steps:   Go to the Files module. Browse through the directory structure until you find the directory in which you are going to store the file. You can click on the file names at the top of the table to easily traverse back up the directory structure. (optional) Click on the New Folder button to cr...

0 min reading time
Updated January 26th, 2022 by Mason Davis

What happens if AppColl receives an e-Office Action for a matter that's not in my account?

If AppColl processes an e-Office Action email from the US PTO for a matter that cannot be found in your account, AppColl will send an email to your Account Administrator with a copy of the e-Office Action....

0 min reading time
Updated December 5th, 2022 by Mason Davis

Contacts Module Overview

The Contacts Module stores every entity associated with your AppColl account. This include: clients, inventors, attorneys, foreign associates and any other roles that fits your needs .  Please Note : Additional roles can be added by contacting AppColl Support. Each contact record includes numerous fields for storing contact information. Depending on...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Setting up an Inventor Award Program

AppColl provides for creating complex invention award programs whereby inventors can be automatically granted awards for disclosure submissions, disclosure acceptances, patent filing and issuance to name a few. Award amounts can divided in numerous way such as inventors sharing a total pool of money, min and max amount per inventor and many other pa...

0 min reading time
Updated May 20th, 2022 by Mason Davis

Retrieve U.S. Trademark Applicants from TSDR

By default, AppColl does not retrieve U.S. trademark applicants from TSDR. However, users can enable retrieval and decide where the applicant is stored. From the Settings page in the upper right corner of any screen, scroll down to the USPTO Import Settings section. Click the "Import Trademark Applicant as matter" checkbox and select one of the radi...

0 min reading time
Updated January 10th, 2022 by Mason Davis

Manually Creating a Matter (w/ Video)

Aside from Excel imports or XML imports, matter can be created manually, as explained below. From the Matters module, click the Add button in the upper left corner of your screen. Complete the required information in the Add Matter popup window (shown below) and click the OK button. In the resulting Matter Details page you must, at a minimum, provid...

0 min reading time
Updated October 18th, 2022 by Mason Davis

Change the Client Name for Matters That Have Invoices

There are instances when the client of a matter needs to change. Making this change is not an issue, unless the matter has invoices associated with it. In this situation, the client cannot be changed without deleting the invoices first. In order to keep everything intact, the solution is to create a duplicate matter. The old matter has a different A...

1 min reading time
Updated January 26th, 2022 by Mason Davis

Attach Form Letters to a Task (w/ Video)

The following steps outline the process for creating client-specific form letters associated with a specific task. Create a form letter template and upload it to AppColl, as shown here.  Go to the Tasks module. Select one or more tasks to attach to the form letter to. Click on the Add Document/Form Letter button. Click on the form letter radio butto...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Matter Statuses and Dates

Each patent and trademark matter in AppColl must have a status. In general, a matter's status is based on one or more dates in the matter itself. However, some statuses can be manually set. For example, if a matter only has a filing date, the matter status is 'Pending'. In general, the latest date is used to determine the status. For example, if a m...

2 min reading time
Updated May 20th, 2022 by Mason Davis

Creating Trademark Section 8 & 9 and 8 & 15 Declaration Open Window Tasks

AppColl creates "File Section 8 & 9 Declaration of Use/Renewal" and "File Section 8 & 15 Declaration of Use/Incontestability" tasks with their actual deadlines and not when the open window period begins.  Section 8 & 9 Declarations can be filed between the 9th and 10th year. Our due date is at the 10th year and not when the open window p...

1 min reading time
Updated January 26th, 2022 by Mason Davis

Form Emails and Letters Overview

AppColl can automatically generate emails, calendar invites and form letters that are populated from information in your AppColl account. This function operates in a similar manner to the mail-merge function of word processors, and allows you to generate standard emails, calendar invites or letters in response to events or manually. For example, you...

1 min reading time
Updated January 11th, 2022 by Mason Davis

Add the Current AppColl User into Form Letters and Emails

To insert the current user in a form, use {General.CurrentUser} as the field substitution. You can also use contact specific fields to further select information, such as {General.CurrentUser.First}, which would insert the first name of the current user. Or {General.CurrentUser.Email} for show the current user's email address....

0 min reading time
Updated January 11th, 2022 by Mason Davis

Create and Upload a Form Letter Template (w/ Video)

This video explains the basic steps for creating and uploading a form letter into AppColl...

0 min reading time
Updated March 17th, 2022 by Mason Davis

Email Notifications - Notify Prosecuting Attorney

By default, AppColl sends an email to the attorney/agent selected to prosecute the now created unfiled patent application. Important: Making changes to task rule notifications is relatively harmless. However, changing the task rule itself (i.e., title, triggering events, etc.) can have drastic effects on the disclosure flow. Please contact AppColl s...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Insert Charts into the Body of an Email

As discussed  in this link , reports can be scheduled to run and emailed to recipients at desired intervals. With the addition of  advanced reporting and charts , such content can also be included in a scheduled report as either PDF attachments or embedded into the body of the email itself as shown below.  The "Insert Image" button shown above adds ...

0 min reading time
Updated January 27th, 2022 by Mason Davis

Sections of an Invoice

The following sections can be added to an invoice. Each section can be separately included, with a page break inserted before the section if desired.  Each invoice section can re-arranged as desired . The chosen arrangement will be reflected in the PDF created version of the invoice. For example, some customers prefer the amount due section to be sh...

4 min reading time
Updated January 12th, 2022 by Mason Davis

When Invoice Amounts Have Changed

There may be a time when you open an existing invoice and a dialog box pops up with the message “As a result of changes to billing items included in this invoice since the last time this invoice was saved, the invoice amount has changed…." What does this mean? AppColl automatically includes any fee or expense billing items in an invoice unless: The ...

0 min reading time
Updated January 27th, 2022 by Mason Davis

Enter Billable Hours and Other Expenses

You can manually create billing items in AppColl, as shown below. If you prefer, you can upload multiple billing items using a spreadsheet as explained  here . Finally, you also can create Billing Items using AppColl's timer feature. 1. In the Billing module, on the main table, click the Add button in the Make Changes section of the left margin. 2. ...

1 min reading time
Updated January 25th, 2022 by Mason Davis

Tasks with “Open Document(s) from TSDR” in the Documents Column

For U.S. trademark matters, AppColl adds a link called “Open Document(s) from TSDR” in the Documents column for each trademark task. You may need to add this column to the Tasks module by clicking the Columns link in the upper right corner, as discussed  here .)  Clicking on this link opens any documents available in TSDR that have the same date as ...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Remove Billing Items from Existing Invoices

Removing Billing Items from Existing Invoices Follow these steps when you have a billing item attached to an invoice and you wish to remove it and use it in a different invoice: 1. In the Billing module, click on the Manage Invoices link in the Navigate section of the left margin. 2. Click on the relevant invoice name. 3. Find the billing item in th...

0 min reading time
Updated January 10th, 2022 by Mason Davis

Fill Out Invention Disclosure Forms

The Invention Disclosure Form (IDF) is filled out by one or more inventors and submitted to the assigned attorney once complete. The IDF has four components: 1) Title; 2) Inventors; 3) Documents;  and 4) Questions. Title - Inventors must provide a title before the record can be saved. Inventors The inventor creating a disclosure is automatically add...

1 min reading time
Updated March 21st, 2022 by Mason Davis

Tandem Account Home

The Tandem account home page provides a quick and easy way to view high level statistics of your IP portfolio.  Six tiles are available to show charts based on data in your account. To change the information shown in one of the tiles, click on the pencil edit icon   in the upper right of the tile. Select the type of data you wish to show and the for...

0 min reading time
Updated January 27th, 2022 by Mason Davis

Add Credits to an Invoice

To create a “credit” invoice:In the Billing module, add one or more billing items (as described here (https://support.appcoll.com/customer/portal/articles/1846433-entering-billable-hours-and-other-expenses)) with a billing item Type of “Fee Adjustment" or "Expense Adjustment" as appropriate, with a negative amount.  Create an invoice (as described h...

0 min reading time
Updated January 7th, 2022 by Mason Davis

Auto Generate Calendar Entries When Tasks with External Deadlines are Created

Do you want to automatically generate calendar entries for upcoming due dates. See the below video and/or screenshots on how to do this. This content focuses on external deadlines only, such as Respond to Office Action task types. This process also applies to e-Office Action tasks. Below the video are screen shots of what the custom task rule looks ...

0 min reading time
Updated January 12th, 2022 by Mason Davis

CreatedBy and Who Contact Fields in Billing Item

To help track updates to billing items, AppColl provides two contact fields to associate people with billing items. Who : This field is the person/timekeeper doing the work or processing the expense CreatedBy : This read-only field is the person that created the billing item. It is set automatically by AppColl. Both fields can be added as columns to...

0 min reading time
Updated January 28th, 2022 by Mason Davis

Retainer Balances

The balance remaining in a retainer account is the value of the Retainer Amount field in the retainer Billing Item (as created  here ), minus all payments from the account and plus all refunds to the account. A  payment from a retainer account  is created using a "Payment from Retainer" type Billing Item. A  refund is created  using a "Retainer Refu...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Files Module Overview

The files module is used to store files on AppColl servers such that they are accessible from anywhere using any web browser. AppColl automatically creates top level directories for each client, once the client name is associated with a matter.  When a matter is created, AppColl automatically creates a folder, with a name matching the AttorneyRef. T...

0 min reading time
Updated January 12th, 2022 by Mason Davis

QuickBooks: Import Client Contacts from QB to AppColl (AppColl PM Plus)

Please note:  this feature is only available in AppColl Plus.  Click here  for pricing and details on the plus features. Importing Client Contacts from QuickBooks On the Manage Invoices page, click on the "QuickBooks" button. You do not have to have any invoices selected to use this feature. Click the "Import client contact information from QuickBoo...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Bulk Downloading Invoice PDFs and LEDES Files

Bulk downloading invoice PDF documents and LEDES files can be accomplished for archival reasons or to send a client all their invoice details at once. This option will download all PDFs and any LEDES file to a single zip file which can be extracted on a local computer. Here are the steps: Filter on the desired invoices you wish to download. Do not a...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Cross-cite Prior Art References

If a new matter is added to a matter family, all the references associated with the family can easily be cross-cited to the newly added matter. The matter family is defined at the matter level. For example, if the new matter claims priority to a parent, the connection must be manually added first. Once, the connection is made, as shown below, any ot...

0 min reading time
Updated March 18th, 2022 by Mason Davis

WIPO DAS Codes

AppColl can auto-populate the Application Data Sheet (form AIA/14) for a U.S. patent application stored in AppColl. The Foreign Priority section of the AIA/14 allows for entering a WIPO DAS Code (called Access Code in the form) for each foreign priority connection. AppColl allows for entering a DAS code for each foreign patent as well as priority co...

0 min reading time
Updated April 7th, 2022 by Mason Davis

Data Backups and Archives (Exporting your Data)

You can back up all of your data in AppColl with just a few mouse clicks.  Backing up your AppColl Database Backups are available for Tasks, Task Types, Matters, Prior Art, Billing, and Contacts. Within the desired module, follow the steps below.        1) Click the Excel icon in the upper-right corner of the screen.   2) In the popup window, select...

1 min reading time
Updated March 16th, 2022 by Mason Davis

Default Invoice Settings

When a new invoice is created for a client, the settings last used for that client will be loaded automatically. If this is the first invoice for a client then the default invoice settings will be loaded. To save the default invoice settings, open or create an invoice with the desired settings and click on the "Make Settings Default" button....

0 min reading time
Updated January 26th, 2022 by Mason Davis

Where Did All These Inventors Come From?

You may notice a large list of inventor contacts records appearing after your initial set of matters are imported. If your patent matters have been populated with data from Private Pair or EspaceNet, AppColl automatically creates contact records for each inventor. These contacts records only include a name and a role of inventor. It is possible to e...

0 min reading time
Updated March 17th, 2022 by Mason Davis

QuickBooks: Send Invoices from AppColl to QB (AppColl PM Plus)

Please note:  this feature is only available in AppColl Plus.  Click here  for pricing and details on the plus features. Sending Invoices On the Manage Invoices page, select the invoice(s) you want to send over to QuickBooks, and click the "QuickBooks" button. Then click the "Send invoice(s) to QuickBooks" button from the popup window. If you haven'...

1 min reading time
Updated January 26th, 2022 by Mason Davis

Add the Current Date and Time into Form Letters and Emails

To add the current time and date, use {General.Now} as the field. Note that you can use date offsets and formatting such as: {General.Now(-7d M/d/yy)} - 7 days past from today's date {General.Now(+1m)} - 1 month from today's day More information on formatting dates can be found  here ....

0 min reading time
Updated January 25th, 2022 by Mason Davis

Delete Tasks

Tasks can be deleted from both the Tasks module and the matter details page for the task. Please Note:  AppColl highly recommends that you do not delete any tasks, unless they were created in error. It is preferable to simply mark tasks as Completed, Not Needed, Reviewed, Missed, etc. This maintains a complete history of the matter. Tasks Module  - ...

0 min reading time
Updated May 20th, 2022 by Mason Davis

Frequency of Patent and Trademark Updates from the Private Pair, TSDR and EspaceNet

Depending on the type of matter and it's country, AppColl can update details automatically or manually.   U.S. Patents and PCT Applications Filed in the U.S. e-Office Action emails can be used to automatically docket items as they are emailed from the PTO. Click here for setting this up. Please note: e-Office Action emails only add docketing items a...

1 min reading time
Updated January 25th, 2022 by Mason Davis

Create Task Types that are Date Dependent

There are instances when a date range affects whether a task should generate. For example, Canadian trademark registrations recently changed where the renewal period varies depending on the registration date. Specifically, Canadian trademarks registered before June 17, 2019 had a 15 year renewal period. Whereas, Canadian trademarks filed on or after...

0 min reading time
Updated March 29th, 2022 by Mason Davis

PM Invent Overview

Please note:  this feature is only available in AppColl Plus.  Click here  for pricing and details on the plus features. PM Invent provides an infrastructure for efficiently capturing inventor ideas and contact information in an organized manner. The objective of PM Invent is to make the process as simple as possible for the inventor. The basic flow...

1 min reading time
Updated January 27th, 2022 by Mason Davis

Billing Overview

The Billing module is used to keep track of billable hours and expenses, and to generate and track invoices sent to a client. It generates invoices in PDF format that are customizable to include various types of information and levels of detail. Unlike some other billing systems, AppColl stores billing items and invoices separately. You first genera...

0 min reading time
Updated January 11th, 2022 by Mason Davis

Format Dates in Form Letters and Emails

To format dates, use syntax similar to the following: {Task.RespondBy( <format> )} where  <format>  may contain the following d                   Day of the month (1 - 31)                      A single-digit day is formatted without a leading zero. dd                 Day of the month (1 - 31)                      A single-digit day is fo...

0 min reading time
Updated September 19th, 2022 by Mason Davis

Add "Outstanding Balance" to an Invoice

1. Hover over the Billing module button and click on the Manage Invoices option. 2. Click the Add button, and create a new invoice as explained here.  3. Click on the None button in the upper right to de-select all Sections & Options. 4. Check the "Include" checkboxes for sections: Outstanding Invoices, Account Activity, Amount Due.  5. If appro...

0 min reading time
Updated April 6th, 2022 by Mason Davis

Complexity Field

AppColl has a standard complexity field that is available in the the Tasks, Matters and Billing modules. This field does not have any specific interpretation by the system, but it is intended to be used to indicate the complexity of the associated items such that schedules and billing costs can be adjusted accordingly. For example, you could create ...

0 min reading time
Updated March 16th, 2022 by Mason Davis

Add Contacts (w/ Video)

Manually adding contacts to AppColl is accomplished by following these steps. A video is shown at the bottom. From the Contacts Module click the add button in the upper right corner. A contact details page for a Patent Attorney is shown at the bottom of the screen. Select a role from the drop down menu in the upper left. Depending on the selected ro...

0 min reading time
Updated March 17th, 2022 by Mason Davis

PM Invent - Frequently Asked Questions

Below is a list of frequently asked questions (FAQ) about the PM Invent product. What is it?   PM Invent provides an infrastructure for efficiently requesting and capturing inventor ideas and contact information in an organized manner. The objective of PM Invent is to make the process as simple as possible for the inventor. The easier it is for inve...

2 min reading time
Updated January 18th, 2022 by Mason Davis

Frequently Used Terms (Terminology)

AppColl sometime uses terminology that may not be the same as you are used to. Below is a list of important terms and how they are defined in AppColl.   Affiliated A person is Affiliated with a matter if they are listed as the Matter Partner, Matter Attorney, Matter Contributor or Matter Paralegal. AppColl can generate reports based on matter affili...

1 min reading time
Updated January 18th, 2022 by Mason Davis

Track System Changes and the Activity Log

AppColl tracks changes made to any of your information. To review what changes have been made, who made them, and when they were made, go to the Reports module and select one of the Account Activity reports from the Report dropdown list in the upper center of the window. To narrow the information in the report, use the Add Filter button in the Chang...

0 min reading time
Updated January 27th, 2022 by Mason Davis

Change Field Names Within an Invoice

Note: You must be an account administrator to perform this action. Click the Settings link in the upper right corner of any page. Scroll down until you find the “Invoice Phrase Mappings” section. Enter the phrases you wish to change in the form phrase=replacement;. E.g. Retainer=Trust Account;Services=Fees; Click the “Set Invoice phrase mappings” bu...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Change Invoices that have Already Been Sent to a Client

There may be situations where invoices (paid or unpaid) need to be deleted. A  couple of steps are necessary to do so.  Already paid invoices cannot be deleted until the underlying payment(s) are deleted first. Identify and delete all payment-type billing items (i.e. "Payment from Client" and "Payment from Retainer") applied to the invoice. This wil...

0 min reading time
Updated July 11th, 2022 by Mason Davis

Billing Item Templates Overview

Billing item templates are used to simplify the creation of billing items for standard fees or expenses. For example, if you have a standard set of flat fees that you charge for specific tasks, such as drafting a provisional patent application or responding to an office action, you can create a billing item template that includes the fee amount and ...

1 min reading time
Updated January 26th, 2022 by Mason Davis

e-Office Action Document Download and Automatic Pair Update (AppColl PM Plus)

Please note:  this feature is only available in AppColl PM Plus.  Click here  for pricing and details on the plus features. AppColl can automatically retrieve Pair documents associated with e-Office Action emails. For example, if an e-Office Action email states that a Non-Final Office Action was communicated, AppColl can retrieve this document from ...

1 min reading time
Updated September 30th, 2022 by Mason Davis

AppColl PM Plus Features Overview

This article covers basic information on each AppColl PM Plus feature, which includes: Automatic download of documents and XML data from Private Pair QuickBooks™ Online Integration  PM Invent disclosure collection infrastructure Conflict Checking Automated Email Communication Handling Advanced Graphical Reporting Trust Account Reports Email Conversa...

2 min reading time
Updated January 12th, 2022 by Mason Davis

Change Sent or Paid Invoices

Please Note:  A new PDF is created each time an invoice is changed and saved, with the PDF link showing the most recent file. You can see all previous invoice PDF files by clicking the "View Revisions to PDF" link just below the PDF and LEDES links. Changing a Sent (but not paid) Invoice There may be situations when you need to change, remove, or ad...

2 min reading time
Updated January 25th, 2022 by Mason Davis

"Review Differences" Tasks

AppColl can retrieve bibliographic data from Private Pair, TSDR and EspaceNet.  Click here  for more information on how these data sources can be used. AppColl creates a ‘Review Differences’ task for a matter any time discrepancies are found between data currently stored in AppColl and data retrieved from one of the data sources mentioned above.  Ap...

0 min reading time
Updated April 15th, 2022 by Mason Davis

Add Logins to your Account

You may add more users by navigating to the Account Management area:  1) Hover over the settings icon at the top right of any AppColl screen.  2) Select Manage Account.   3) Click on the Logins / Matters tab.  4) Select the first drop down and add +1 or the number of additions you would like to add:   5) Click Save Changes.6) Add your new user's con...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Create Extendable Deadlines for Tasks (w/ Video)

AppColl does not automatically create extension of time tasks for docketing items with affirmative steps to be completed (i.e., Respond to Non-Final Office Action, File Notice of Appeal, File Statement of Use, etc.). This is done to avoid flooding your docket with extensions that may never be needed. In order to see extensions for a task, you will w...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Record Actual Hours Worked

After completion of work for a client, you may want to bill a different number of hours than were actually needed. You could, for example, be charging the client a flat fee for the work, regardless of the number of hours worked. You may also have an employee working on the the task who is undergoing training, so will likely take longer than normal f...

0 min reading time
Updated January 18th, 2022 by Mason Davis

Change Columns and Column Ordering in a Table

You can add or remove columns (data fields) from most of the main tables in AppColl.  1.         Click on the Columns link in the upper-right corner of the main page in any module (except the Prior Art module). 2.         In the pop-up window, in the Available Columns box on the left, click any column heading you would like to add to the table. Clic...

0 min reading time
Updated February 1st, 2022 by Mason Davis

Activate the AppColl PM Plus Trial

The following article discusses the steps for activating your AppColl PM Plus 30-day trial. Please note: the trial can only be enabled by an account administrator. Click here (PM Plus Features) to read more about these features. For account administrators. click the "Manage Account" link in the upper right corner of any page. You should see the foll...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Customize Biller’s LEDES Timekeeper Classification

AppColl automatically creates LEDES electronic billing files for invoices, provided the invoice has a clear start and end date as well as a Tax ID number for the law firm sending the invoice.  Click here  for more information on LEDES files. By default, AppColl selects an appropriate value for the TIMEKEEPER_CLASSIFICATION column in LEDES files base...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Manage Email Notifications Associated with Task Types

Notifications are emails that are sent as a result of tasks being created or updated. AppColl's Notification Manager helps manage and organize email notifications, making it easy to attach or edit the same notification to multiple task types and easy to see which task types have notifications. The Notification Manager, accessed using the "Manage Not...

1 min reading time
Updated February 16th, 2022 by Mason Davis

Conflict Checking

Please note: this feature is only available in AppColl PM Plus. Click here for pricing and details on the plus features. Overview AppColl’s conflict checking feature is designed to assist in identifying potential conflict of interest situations where doing the best thing for one client may harm another due to an adverse relationship between the the ...

4 min reading time
Updated April 20th, 2022 by Mason Davis

Manually Create Account Syncs to a PM Plus or Tandem Account

While an account sync can be created by following the steps here, you can also create one manually. This is necessary if you are creating a sync to an existing AppColl account. Before a sync can be manually added between a source and destination account (i.e., another PM Plus/Pro or Tandem account), the accounts must be authorized to sync with each ...

2 min reading time
Updated January 11th, 2022 by Mason Davis

Download Files from AppColl

AppColl can download one or more files or folders to your hard drive. To download a single file, follow these steps: Browse to the file you wish to download.  Right click on the file to save the file to your local hard disk. Note: Depending on the browser and operating system you use, the syntax when right-clicking and saving the file may vary. (Opt...

0 min reading time
Updated December 16th, 2021 by Mason Davis

Invoice Details Visible in Billing Items

Invoice details can now be seen from the Billing Items summary screen. Click the columns link and select one or more columns you wish to include.  Once the columns are selected, the details can be seen. This added functionality allow for greater depth of reporting on billing items. For example, you can filter on all billing items that are 30 or more...

0 min reading time
Updated March 24th, 2022 by Mason Davis

Add Notifications to Custom Task Types (w/ Video)

This video explains how to include notifications in your custom task type rules. ...

0 min reading time
Updated January 28th, 2022 by Mason Davis

Apply Payments to an Invoice

Applying payments to invoices is a matter of adding Payment-type billing items to the invoice. Payments can be made from retainers or newly collected money (e.g. checks, wire transfers, credit card, etc.) In order to use retainers to pay an invoice, a retainer billing item must already exist in AppColl and have a positive balance. Click  here  to le...

1 min reading time
Updated January 18th, 2022 by Mason Davis

Set Your Login Page

AppColl provides the ability to specify which module will be opened after you login. By default the Tasks module will be opened. You can specify another module or have AppColl return to the module you were in when you logged out. Click on the 'Your Profile' link in the upper right to change your login page....

0 min reading time
Updated March 17th, 2022 by Mason Davis

Invention Manager

AppColl's Invention Manager product is custom built for each customer. As such, all documentation is kept private. If you are an existing Invention Manager customer, please contact AppColl support (support@appcoll.com) for detailed documentation....

0 min reading time
Updated December 16th, 2021 by Mason Davis

Corporate Organization Charts

Please Note: This feature is only available for customers who have purchased our Invention Manager product. Contact us directly if you wish to import organization information. AppColl can import your complex corporate org charts with unlimited numbers of employees and connections. Up-line and down-line charts are graphically displayed with drill dow...

0 min reading time
Updated August 22nd, 2022 by Mason Davis

Set Up Users and Roles

Once your disclosure flow has been agreed upon by you and AppColl, you will be provided, via email, with a number of demo logins to test the flow on your own. These are the same ones used by AppColl to demo your flow. Demo Logins We highly recommend leaving the demo logins intact. We use these accounts to implement changes to your flow and/or troubl...

1 min reading time
Updated March 16th, 2022 by Mason Davis

Change User Permissions and Restrict Access

Account Administrators can change permissions for any contacts in their account.  Please Note : Account admins have access to everything, so their permissions cannot be altered. In order to change a user's permissions, open their contact record and click the "Permissions" button on the left. The below popup appears. Some of the options may not be av...

1 min reading time
Updated January 25th, 2022 by Mason Davis

Update Patent Matters with Private Pair XML Files

As of March 2018, U.S. patent matters and PCT applications can be added or updated from Private Pair without the need to download XML files.  Click here  for instructions on using the new Update Matter button. Please note that this process requires your Private Pair digital certificate file and password to be stored in AppColl. Updating your patent ...

0 min reading time
Updated January 10th, 2022 by Mason Davis

WIPO Country Code List

The following table lists all the 2-digit country codes used by WIPO. AppColl uses the same codes whenever the CountryCode field is shown. The codes can also be used for task rule triggering events instead of the full country name. For example, a triggering event used in a task rule could use  CountryCode contains "US" just as easily as using  Count...

2 min reading time
Updated January 7th, 2022 by Mason Davis

Where are Documents Attached to Tasks Stored?

The location of documents tied to a task can be found in two ways.  1) From the Tasks module, click on the relevant task to open the task details. In the Documents section, each document in the list has a trash icon and a folder icon. Click on the folder icon to open the folder in the Files module that contains the document.    2) From the Tasks mod...

0 min reading time
Updated May 20th, 2022 by Mason Davis

Update Matters from Private Pair, EspaceNet and TSDR

Matters can be updated from multiple sources from within the matter details page.  To do this, open the details page for a matter and click the “Update Matter” button on the left side of the screen.  A popup appears allowing one to configure the update as shown below. Published US patent applications, issued US patents and PCT cases filed in the US ...

1 min reading time
Updated March 17th, 2022 by Mason Davis

File Supplemental IDS

AppColl generates a "File Supplemental IDS" task for pending U.S. patent applications any time a related matter receives one of the below events shown in the task triggers. The new task has a due date of 90 days out. As an example: APP-01-US1 is a pending U.S. non-provisional application APP-01-US2 is a pending U.S. continuation claiming priority to...

1 min reading time
Updated September 30th, 2022 by Mason Davis

Form Field Explorer

Form fields are used to insert information from your AppColl account into emails or documents. A form field explorer is available on certain pages and can be accessed by showing the History/Discussion left-hand panel and clicking on the Form Fields tab. The purpose of this explorer is to list all available form fields, allow previewing of their valu...

0 min reading time
Updated January 25th, 2022 by Mason Davis

Importing Overview

Information can be imported into AppColl through spreadsheets and/or Private Pair, TSDR and EspaceNet. Spreadsheets In order to populate your AppColl account, basic information for each of your matters must be added to a spreadsheet .csv file.  Click here  for the spreadsheet template. Additional importable information includes docketing items, prio...

1 min reading time
Updated January 25th, 2022 by Mason Davis

Anatomy of a Task Type

AppColl generates a number of tasks or docketing items when one or more triggering events occur. But how does a task type work and what are all the parts? This article describes each part of a task type. The red numbers correspond to a section of the task type. Click here  for instructions on creating custom task types. 1)  Type Name : This is the u...

2 min reading time
Updated April 14th, 2022 by Mason Davis

AppColl Overview Manual

AppColl is a cloud-based intellectual property management system that includes seven distinct and integrated modules. These modules are: Tasks, Matters, Prior Art, Files, Billing, Reports, and Contacts. This document provides an overview of AppColl and each of these modules, what they do, and why you would use them. Common Features of All Modules Ea...

13 min reading time
Updated March 17th, 2022 by Mason Davis

List of Docketing Tasks that are Generated for U.S. Application when Data is Imported from the USPTO

These tables show the docketing tasks that AppColl generates when data is imported. Please note that there may be docketing tasks required during prosecution of a patent or trademark that are not generated by importing data from these websites. For this reason, you must carefully review the tasks generated during import to make sure all required tas...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Change the Citation Status of Prior Art

 AppColl has a "Set Citation Status" button in Prior Art pages. This button can be used to manually change the status of one or more references. A popup window appears when one or more references are checked and the button is clicked. The popup window two sets of option groups: one to set the status of the reference relative to being cited in an IDS...

1 min reading time
Updated January 10th, 2022 by Mason Davis

PrivatePair/TSDR/EspaceNet/Google Patents Status Indicators

AppColl interfaces with many public and private databases to retrieve information for patents and trademarks. At times, one or more of these database may become unreachable or have significant delays. With the PTO's shift from digital certificates to MyUSPTO sponsorships, Private Pair has had significant delays and times where the system isn't avail...

1 min reading time
Updated May 10th, 2022 by Mason Davis

AppColl Community Forum

Community Forum.pdf...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Add Discounts to Invoices

You can apply a percentage discount to  all  the professional services fee in an invoice. You can add an overall fee discount by specifying a discount rate when creating the invoice. Note: Discounts are applied to all fee items and cannot be designated for specific items. If it is necessary to apply discounts to certain fees only, you would want to ...

0 min reading time
Updated January 12th, 2022 by Mason Davis

Write off Invoices

You can write-off all or part of an invoice by creating a "Write-Off" type billing item. If you create a write-off that reduces the invoice balance to zero, the status of the invoice is automatically set to “Write-Off."   In the Billing module, click the Add button in the Make Changes section of the left margin. Select the client. Select “Write-Off”...

0 min reading time
Updated January 10th, 2022 by Mason Davis

Differences Between Matter Assignee and Client Fields

The Client field is normally used to indicate the entity that is paying for the work being performed on a matter. The Assignee is used to indicate the entity that has ownership of the matter. Often these entities will be the same. If so, only fill the Client field; if they are different, complete both fields. One primary use of the Assignee field is...

0 min reading time
Updated March 21st, 2022 by Mason Davis

Tandem Account Invitations

AppColl Tandem accounts are a great solution for clients requesting direct access to their IP information in your account. You can invite your clients to setup a no-cost Tandem account and receive updates of their data from your account. AppColl Tandem accounts receive data via the Account Syncing feature of AppColl PM Plus. For more information, cl...

3 min reading time
Updated January 12th, 2022 by Mason Davis

Change the Client Associated with an Invoice That's Already Been Paid

Accidentally generating an invoice and applying it to the wrong client is a common mistake. Once the invoice has been paid, undoing the error takes a few steps as shown below: 1. Create a new matter for each one included in the invoice. On the Matter Details page for an original matter, click the Save and Duplicate button. Complete the page for the ...

1 min reading time
Updated April 15th, 2022 by Mason Davis

Search for Matters and Contacts

AppColl has a convenient way to search for matters and contacts that is available from any page in AppColl. Click on the search box at the top of every page and start typing. When you enter one or more characters into the search box, AppColl searches for matters and contacts using the following database fields (in a case insensitive manner). AppColl...

1 min reading time
Updated January 25th, 2022 by Mason Davis

Update the AttorneyRef for Multiple Matters

The AttorneyRef is the unique identifier for all your matters. For patent and trademark matters, we generally recommend these values match the values in Pair and TSDR. There may be situations where you want to mass update the AttorneyRef for some or all matters. You can do this by exporting data to an Excel spreadsheet, making the changes and import...

0 min reading time
Updated January 26th, 2022 by Mason Davis

Mark Prior Art References as Not Needing to be Cited in an IDS

Prior art references associated with a matter, that have not been cited in an IDS or by an Examiner, will always show as needing to be cited in an IDS. There may be circumstances where art does not need to be cited, but the association between a matter and a reference is still required. If a reference has not been cited, it's added to the Cite Count...

0 min reading time
Updated January 18th, 2022 by Mason Davis

Delete Information from AppColl

You can delete items from the various modules in AppColl, as shown below. Certain items, such as contacts, cannot be deleted if they are used by other modules in the system. Go to the module that contains the information. On the main page of the module, locate the information you want to delete and check the checkbox in the left column of the row.  ...

0 min reading time
Updated March 30th, 2022 by Mason Davis

Why Can't I Delete a Contact?

AppColl prevents contact records from being deleted if the contact is associated with one or more of matters, tasks, billing items and invoices. This is to prevent unforeseen consequences. For example, AppColl prevents deletion of an inventor contact listed as an inventor on one or more applications. The association between the application and the i...

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Updated April 15th, 2022 by Mason Davis

Increase the Matter Count for your Account

You may add more users by navigating to the Account Management area:  1) Hover over the settings icon at the top right of any AppColl screen.  2) Select Manage Account.   3) Click on the Logins / Matters tab.  4) In the Matters row, enter the number of Matters you would like total for your account. If you have maxed out your matters, increase the nu...

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