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This document describes how to receive a user document with IPAS version 3.1. It introduces pre-requisites in terms of system configuration parameters that are required and used for reception of application. It covers the functionality as well as basic data structure of files and an application reception (for a Patent/ Trade Mark or an Industrial Design) in IPAS.



Following configuration parameters as highlighted in red are required to be done in the IPAS Designer and these indicate the required configuration values for an application reception in the IPAS environment. This can be verified by exporting the IPAS configuration in XML format with IPAS Manager and by editing the configuration file in IPAS Designer.

File Origin:

  • File origin: a code to identify the source of file
  • File origin name: common name to identify the source of file

 Document Origin:

  • Document origin: a code to identify the source of this document
  • Document origin name: a common name to identify the document source
  • File origin: Select to choose the origin of file under which this document origin falls
  • E-doc seq(using doc nbr)
  • E-folder seq(using doc nbr)
  • E-doc seq(using doc nbr) for Office Document

Document Sequence:

  • Document sequence type: as the name suggests, type of sequence
  • Document sequence name: a common name for this sequence
  • Annual series: indicates whether this series will be reset yearly, meaning it will use the year
  • Fixed series: if it’s a fixed pattern series, specify the format of the series here

Map file type to doc sequence:

After creating the document sequence you need to associate the sequence with individual file type. Click on the node “Map file type to doc sequence” to define different file type; Click on the file type to input the values of attributes as below:

  • File type: a code to identify the type of file; One letter value field, related to application types and used in the IP titles numbering mechanism to segregate the title types (Ex: M for marks, P for patents, D for designs,…)
  • File type name: a common name to identify the type of file
  • Document sequence: select to choose the document sequence which you wish to associate with this file type to generate the file number.

 Application type:

As the name suggest, you can create different types of application that your IP office deals in. To create a new application type, right click on the node “Application type” and click on “Insert”. This will create a new node “null” in the tree structure. See the below image:

  • Application type: A unique code to identify this application type; this is used to segregate the IP title types within a specific country (TM, Patents, UM, GI…)
  • Application type name: A common name to identify the application type
  • Basic IP right: IP rights associated with the application type; like for application type of Trademark, the associated IP rights would be Trademarks [MARKA]
  • Generates file of type: select to choose the file type with which this application type is associated; for example for an application type “PCT Patents” the file type would be “Patents”
  • Generates process of type:  select to choose the process with which this application type is associated;

Application subtype:

Application subtypes is sub-categorization of application types. Like for example for an application type of Patent, we can have PCT Patents and Industrial Design as application subtype.

  • Application Type: name of the application type. This will be prefilled by the system
  • Application subtype: Code identifying the application subtype
  • Application subtype name: Common name to identify the application subtype
  • Renewal: Indicates whether the application subtype is a renewal application
  • PCT: indicates whether the application subtype is PCT If the application is a national phase entry of a PCT or regional application, it is required to capture the PCT or regional application details.

Other optional configuration parameters for application reception are further detailed in IPAS Designer documentation and related use cases.

Daily Log

The concept of daily log in IPAS is to allow the IP Office to track how many incoming user documents (including applications) are received and outgoing office documents are sent on a given date for a particular office location of the IP Office (i.e. document origin) where the document is filed. For this, IPAS system maintains internally a unique sequential number for each document. The range of the first and last internal document numbers received or sent is tracked in the related daily log.

Before proceeding to receive user document, please ensure that you have a daily log in open state for the required date. Daily logs are managed with IPAS Administrator interface.


Basic Flow (Application Reception)

To Receive an application, please follow the below steps:

  • Login into IPAS web interface.
  • Click on the navigation links “Reception and notification” > “Input document reception”.
  • Select the checkboxes “Document Origin” and “Reception Date” in the new Pop-up window
  • Tick the “Non Interactive Reception” checkbox if the reception date is not the current system date. This is required while recording a reception with a past date in case of delayed reception
  • Click the navigation links “Proceed” > “Application”.
  • Select "Application" as the category of document which you wish to receive.
  • Select “Application Type and SubType” as required.
  • Click on the navigation links “Next” to verify the information entered and “Receive”.
  • Print the receipt by clicking the “Print Receipt” link for the applicant/agent. This will usually open the receipt with the new generated receipt number in a text file which can then be printed. If the receipt is required to be printed in some other document format such as a MS Word document (for using macros if required), then ensure that the following configuration is set in Designer.
  • The configuration “Use MSWord to render TXT Content” is checked in the Configuration Parameters in the IPAS Designer.

The reception of an application for a Trademark, Patent or Industrial design is completed at this point.

Alternative Flow

If the application is a national phase entry of a PCT or regional application, it is required to capture the PCT or regional application details.

  • Alternatively, a new mark / patent application can also be created by “Patents” > “Bibliographic data” or “Trademarks” > “Bibliographic data” and New Patent or New Mark.
  •  We can capture the NICE Classes, the Mark Name, and the Owner Name during reception of an application by setting the following properties (as shown in the screenshot below) in the IPAS Designer and importing the changes subsequently to the database using the IPAS Manager.

Expected Result

Once above Application Reception process is completed successfully, the system should show the print receipt of the newly received patent/ trademark/ industrial design application.

Further actions

After the reception, office user need to capture the details for the newly received application. The user can view pending data capture (data capture not done yet) for the applications received during the day, or during a period, by navigating in the following order.

  • Go to Home Page. Click “Other
  • Click “Files not captured
  • Enter the data for “File Sequence”, “File Type”, “File Series”, “File Number from” and “File Number To” fields

For further details, please refer to related use cases mentioned below.

Related Use Cases

Other use cases related to this FAQ are:

  • Capture the priority details for a trademark and patent application
  • Capture NICE Classes details for a trademark application
  • Capture the priority date and view the novelty date range option for a trademark application.
  • How to implement EDMS in IPAS
  • Annuities for a Patent.


Affected Data Structure

Additional database information is provided in this section to facilitate IPAS support activities in the IP Office only. It is NOT RECOMMENDED to make any changes directly in IPAS database tables.

When user document is received in IPAS, following database tables are affected:

  • IP_DAILY_LOG record is updated with the last assigned internal document number of the related date
  • New records are created in IP_DOC  and IP_DOC_FILES  for each affected file if applicable; this is to track basic document information
  • New records are created in DO_EFOLDER , DO_EDOC; this is to track specific details of application file and documents in EDMS
  • New record is created in IP_DOC_PAYMENTS is created if details are captured at reception

It should be noted that additional database tables will also be affected if other configuration parameters are set such as EDMS related mappings. But this will be covered in the related use cases.




While receiving the user document, the system may show the error as “No daily log book exists for that date”.

This means for the selected document origin and reception date no daily log is found or the daily log exists but it is not open. Please make sure daily log is created for the recepion date and in open state.

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