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Do You Use Spreadsheets to Manage Your IP Docketing?

ドケッティング (案件管理)
Person using IP docketing software
Tags: PATTSY WAVE (パッツィウェーブ)

Are you still using spreadsheets for IP docketing? Using spreadsheets for IP docketing can be risky, error-prone, and less efficient.


Managing IP assets and docketing activities gets further complicated as you may have IP assets data, such as cost estimates and IDS references, saved in separate spreadsheets and documents stored in multiple folders. Three key challenges intellectual property teams face while managing their IP tasks and deadlines with spreadsheets are:



Elevated risks associated with manual data entry

Working with spreadsheets entails manual entry and validation of the data received from different sources, such as outside counsel or IP agents. Multiple people working within the same spreadsheet increases the risk of incorrect data entry. As a result, you will get inaccurate reporting of your entire patent or trademark portfolio. This increases the risk of making wrong decisions or missing important deadlines and office actions.


Incomplete visibility into the portfolio

Spreadsheet-based reports are frequently created from scratch every time. With limited customization options and the inability to integrate with other data sources, you may not have complete visibility into your IP portfolio.


Inefficient IP management processes

Unnecessary time spent sharing information over multiple email exchanges can slow your team down. Using spreadsheets for IP lacks integration with other tools, workflow automation, and deadline-tracking capabilities that can improve efficiency and collaboration. In addition, you cannot immediately view associated documents, track upcoming office actions, or schedule activities, which could jeopardize your IP Assets.


PATTSY WAVE® Automated IP Docketing Software

Improves Efficiency, Creates Visibility, and Adapts to Your Needs


IP docketing software, such as PATTSY WAVE®, significantly enhances your IP team's productivity. PATTSY WAVE'S integrated workflow and collaboration tools help you automate repetitive manual tasks. In addition, integrations with various tools, such as the Document Management System (DMS), facilitate easy access to updated information across the platform. Since data is synched automatically across different tools in the same format, your team can access accurate and reliable data.


PTO office integration helps you quickly get new patent details, automatically generate maintenance fees or annuities, docket office actions, and track associated deadlines. Annuity payment integration helps you execute maintenance payments timely and efficiently with full visibility of the payment workflow. These integrations eliminate time-consuming manual data entry and increase your team’s efficiency, thus allowing your IP team to focus on strategic activities.


Optimize Your Workload

With the Workload Management dashboard, you can manage the volume and nature of IP work flowing through the office on any given day. You can also further break down the data by the types of deadlines coming due, such as statutory or non-statutory.


Real-time communication with the help of trigger-based notifications and alerts of deadlines and pending communications significantly reduce email exchanges and improve collaboration. Pre-formatted correspondence simplifies the communication process, saves time, maintains consistency, and reduces the chances of errors. Performance measurement and tracking help you optimize the utilization of your resources, such as IP teams, external law firms, and agents.


PATTSY WAVE Workload Management Dashboard Screenshot

Fig. 1 PATTSY WAVE Workload Management Dashboard


Visualize and Track IP Portfolio Performance

The data-rich interactive and dynamic Performance Analysis dashboard in PATTSY WAVE lets you quickly obtain a bird’s-eye view of your entire patent and trademark portfolio. You can visualize the coverage of your IP assets across the globe and evaluate the status and types of filings. In addition, the ability to further segment the portfolio by client or business group, country, patent type, or trademark class helps you see your IP strategy in action.


Getting Started with IP Management Software

Managing IP assets in spreadsheets is outdated for multiple reasons: It limits collaboration, poses security risks, and is not scalable as your organization grows. Additionally, your team may spend too much time on administrative tasks and manual entry. Transitioning to an automated IP docketing software with workflow automation, trigger-based alerts, and interactive dashboards reduces risk and workload for your team.

When transitioning from a spreadsheet-based process to IP management software, carefully considering your goals, existing strategies, and user adoption is paramount. It is essential to check whether the software vendor aligns with your existing processes and future needs. Additionally, partnering with an IP management software company committed to helping you achieve your business goals can help you get started quickly and scale up faster.


G2 recognizes PATTSY WAVE as a leading IP management software for Small Businesses and, overall, as a Leader and Momentum Leader for Winter 2024

top honors from G2
top honors from G2
top honors from G2
top honors from G2

Key Takeaways

Using spreadsheets for IP docketing involving complex IP activities can be risky, error-prone, and less efficient. Three key challenges intellectual property teams face while managing their IP tasks and deadlines with spreadsheets include:

  • Elevated risks associated with manual data entry
  • Incomplete visibility into the portfolio
  • Inefficient IP management processes

With increasing workloads and reduced resources, IP teams need to accelerate investment in better technological solutions, such as PATTSY WAVE, to  improve productivity and free up time to serve clients.


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