Invention Management Platform
ClearAccessIP provides a comprehensive invention disclosure workflow and is the first to integrate on-demand landscape analyses for each disclosure via IPDealRoom™. Use the invention disclosure workflow to maintain a single record of all inventive ideas, and use the on-demand landscape analyses to find related filings and competitors.
Creating an Invention Disclosure
Users are able to add invention disclosures to the platform in three ways: 1) directly within a Manager account; 2) with a bulk .csv import; and 3) with an URL that allows outsiders and inventors to access the form.
Using ClearAccessIP’s Invention Disclosure Form (IDF)
Some Managers will want to fill out an invention disclosure form (IDF) from right within the platform. This is most common when an engineer sends counsel an IDF in a different form than is accepted by the IDF import; when a Manager wants to start on a form before sending it out to engineers to finish up; or when the Manager is also the inventor.
Users can fill out an IDF from the invention disclosures tab by clicking the +NEW INVENTION DISCLOSURE button.
This will display the blank IDF, ready to be filled out and submitted.
The IDF will appear in that Manager’s profile immediately upon submission.
Importing IDFs in Bulk
Just like patents and trademarks, invention disclosures can also be imported in bulk. Most users will upload in bulk for two reasons: 1) to upload all of their old and pending IDFs; and 2) to better enable “blue skies” and other ideation meetings.
Either way, the template is available with the “Import Excel Sheet” button on the invention disclosures tab.
That template will include not only identifying information for the IDF (inventor names, title), but also standardized invention prompts that work with the machine learning and status information (status creation date, responsible attorney and notes). Save, import and the assets will become available immediately.
Use this template in ideation and “blue sky” meetings to record inventions right into platform. Managers can then email these partial disclosures to the inventors who will continue filling it out in advance of filing a patent application.
Allowing Inventors to Access IDFs
Some organizations will choose to embed a URL on an intranet or in other documents for inventors.
Note that each Manager account has a unique upload URL, so any forms filled out using that link will only be placed in that Manager’s account. Organizations with multiple Managers should consider a workflow around who will be responsible for IDF intake and how the document will be used across the organization.
Embed the link by clicking the “Share Form” button and copying the URL into documents for inventors.
Any inventor who follows the link will reach a blank invention disclosure form. This URL will not allow outsiders to access other disclosures.
That URL can be used by an unlimited number of inventors, and all IDFs will become immediately available in that Manager’s profile.
The forms will remain editable by both parties. However, because not all inventors will have their own login, some may copy the URL of the IDF into their notes to access it again later, or counsel may simply share it with inventors each time there are new questions to answer.
Filling out the Invention Disclosure Form (IDF)
The form itself is part of a workflow that supports ideation, invention review, and eventual patent filing.
The form is structured around three platforms; 1) the Inventor Management Platform; 2) the Content & Machine Learning Platform; and 3) the Workflow Platform.
Entering Inventor Information
It’s important to include the first name, last name, email and residential addresses of each inventor to support the application filing. All of this information will be required by the Patent Office, so capturing it from the beginning will save time and effort later on.
While most counsel would request that Inventors to fill out each disclosure prompt, it is especially important for users looking to find related filings with the IPMap. The more complete the disclosure, the more reflective the automated landscape will be. The platform date stamps all submissions and updates, so some users may wish to compare IPDealRoom™ results of multiple submission in advance of drafting a patent application.
ClearAccessIP provides a number fields that help to create a workflow that turns more invention disclosures into patent applications.
The workflow is aided by following the status fields. Users can update these from the main invention disclosure page or within an individual disclosure. Just click on the text to update.
Update the fields from within the disclosure by clicking the drop downs or filling in the appropriate text.
“Latest Status” Fields
The latest status field is used to help group IDFs based on stage of evaluation. The platform provides four: “In Progress”, “To File”, “Inactive”, and “Deferred”.
In Progress is the default. IDFs that are In Progress are either still awaiting final submission or are awaiting invention review.
After a final invention review, the user can change the status to To File. This creates a queue and to-do list for prosecution counsel within the invention disclosure workflow.
Invention disclosures that will not become patent applications can be marked as Inactive. The platform will maintain a record of any inactive disclosures.
Mark a disclosure as deferred when there has yet to be a decision of whether it will become a patent application.
“Responsible Attorney” Field
The Manager may input the name of the responsible attorney in the responsible attorney text field for note-keeping purposes. This is most useful in ideation meetings. Some may share the invention disclosure with the responsible attorney later by clicking the share button and emailing that link to the responsible attorney.
“Creation Date” Field
The platform allows for manual creation dates as to support onboarding old IDFs. The Creation Date will default to the submission date if left blank.
Users may leave notes for themselves, inventors and counsel in the notes field.
Uploading Files and Adding Notes to an IDF
Users can only upload files after submitting the disclosure. The upload can be found on each IDF page.
Drag and drop or upload files from folders. They will save automatically.
Sharing and Editing Invention Disclosures
Hiring outside prosecution counsel? Want to support an invention review committee? All invention disclosures easily shareable and editable.
There are two methods by which users can share invention disclosures. The first is via the share link on the main IDF overview page. Copy and send the encrypted link to anyone who needs to edit the IDF. Anyone with the link can view and edit the form.
The second share link is found within the form itself. Clicking the title of the IDF or submitting a draft will create a page where users can add notes, upload files, and find the share button. Copy and send the encrypted link to anyone.
Anyone with the link can view and edit the form.
Automated Pre-Filing Searches
The workflow and disclosure repository are not the only strengths of ClearAccessIP’s invention disclosure platform. Invention disclosures, like patent applications and grants, can be input into the machine learning to help users:
- Surface similar filings based on the natural language used of the disclosure
- Quickly determine the breadth of a new patent application
*ClearAccessIP’s Invention Disclosure Platform allows users to create an on-demand landscape analysis based on the text of an Invention Disclosure.
Step 1 - Creating and Viewing an IPMap™.
Users can access that pre-filing search directly from the Invention Disclosure Module. Simply find the IDF for which you want to do the search and mouse over to the rightmost icon, a globe. Click the Create dealroom button.
The IPMap with that list of related assets will be created in a matter of minutes. Once created, users can go back to that link at any time to view those assets. Learn more about how to use the IPMap most effectively.