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Contacts

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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 foll...

Last updated: January 7th, 2025 by Mason Davis

Enable and Disable Logins

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...

Last updated: April 4th, 2024 by Mason Davis

Add Contacts

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...

Last updated: July 14th, 2023 by Mason Davis

Create a Client or Solo Inventor Contact Record

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...

Last updated: July 14th, 2023 by Mason Davis

Create a Law Firm Contact Record 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....

Last updated: July 14th, 2023 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...

Last updated: March 16th, 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 ...

Last updated: July 7th, 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...

Last updated: January 26th, 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...

Last updated: October 2nd, 2024 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...

Last updated: March 30th, 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 ...

Last updated: January 14th, 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 Patent Center 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 ...

Last updated: December 8th, 2023 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...

Last updated: January 14th, 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...

Last updated: December 8th, 2023 by Mason Davis

Restricted Access

Overview Restricted Access is a feature in AppColl that restricts the matters that can be viewed by a user. When Restricted Access is enabled for a user, they can only see information related to a specified set of matters.  Things to note about users with Restricted Access: They do not have access to the Files module, although they can view files re...

Last updated: October 2nd, 2024 by Mason Davis

Contact Roles

Below is a description of common roles that a contact can have as well as suggestions of when to use certain roles. Please note: We can add additional roles beyond the roles listed below. Just contact Support to set these up. Account Administrator – the primary user who has full permission to do anything within the system. There should only be one p...

Last updated: November 14th, 2024 by Mason Davis

Contact Role Fields

There are specific roles in AppColl that must be used depending on the position, actions, and capacities of the person/entity assigned to that role. While permissions can be detailed for every contact, roles provide a baseline assignment for an added contact. To see a list of the most common roles and their functions, click here.  For every role ava...

Last updated: November 14th, 2024 by Mason Davis

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