Managing patents well isn’t just about having access to the latest documents or the right tools, it’s about making sure the review process runs smoothly and consistently for your whole team. That’s why we’re excited to introduce two important updates: Smart Rules and Access Rights Upgrades.
With Smart Rules, key steps in your monitoring workflow can now be automated—from moving or tagging patents to starting legal status watches—so your process becomes faster, more reliable, and less dependent on manual follow-ups. Together with more flexible access rights, these updates give you full control over collaboration while keeping security and accuracy in place.
Smart Rules: Automate Key Steps
We’ve added two new ways to automate parts of your daily patent work:
- Automatically move or copy patents when a certain tag, ranking, or DDM is added
- Automatically start legal status watches based on the same triggers
These updates help build a more complete and consistent patent process.
Move Patents Automatically Based on Tags
Let’s say your company monitors a stream of new patents weekly. Right now, users manually review, tag, and then move relevant patents to the right technology portfolios. That takes time, coordination, and awareness of internal processes.
Now, with move rules in place, it looks like this:
- New patents come in via monitoring.
- The AI Categorizer evaluates them and defines whether they’re relevant.
- The AI Tagger applies the appropriate technology tags, or a colleague performing the initial review can manually tag patents based on the relevant technology or product.
- Thanks to move rules, those tagged patents are automatically moved to the right portfolio, where the correct users already have access.
This upgrade means:
- Fewer manual steps. If the right tag or ranking is added, the system handles the next move.
- Fewer mistakes. No more wondering where a patent belongs—the rules take care of it.
- Business continuity. If someone is sick or away, the process continues without disruption.
It’s a key brick in building an end-to-end automated workflow, helping you save time, reduce errors, and ensure consistent IP handling across your organization.
Legal Status Watches Activated Automatically
When patents are ranked as particularly important—say, a 5-star ranking—it often means they should be tracked for legal changes. But until now, that meant extra steps: flagging the patent, activating the legal status watch manually, and hoping no one forgot.
With this update, legal status watches can be automatically triggered when certain tags or evaluations are applied.
Why it matters:
- It saves time. No need to click around or remind team members to follow up.
- It reduces risk. Important patents are always watched—no one forgets to set it.
- It supports your internal processes. Even team members unfamiliar with the details can stay compliant just by applying the correct evaluation.
Access Rights Management: More Granular Control
We know IP is sensitive and not everyone in your organization needs the same level of access. Previously, access rights were either very limited or too broad. In many cases, the available options didn’t fully support our clients’ workflows — users had to be given more access than necessary just to perform basic tasks.
Now, with more granular access rights, it’s easier to tailor permissions to match your team’s needs precisely, without compromising control.
That’s changing.
You can now define access rights with much more flexibility. For example:
- Give a user permission to move patents between portfolios, without allowing them to delete patents or change the monitoring query.
- Allow R&D colleagues to help with reviewing and organizing results, without granting them editing rights over the full patent list.
With these new options:
- You reduce the risk of accidental changes.
- You empower more team members to contribute.
- You stay in full control of your workflows.
Why This Update Matters
These updates aren’t just about convenience, they’re about building smarter, faster, and more resilient patent processes:
- Automated workflows reduce manual effort and free up your team for higher-value work.
- Granular access means your team can collaborate without compromising sensitive data.
- Consistency and continuity are built into your IP operations—even when people are out of office.
Ready to Explore the New Features?
These updates are live on the platform now.
