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nameReceive new application with EDMS enabled.doc



This document describes how to receive a new application in IPAS (version 2.7.0) having EDMS enabled. It introduces pre-requisites in terms of system configuration parameters that are required and used for reception of new application and storage of application documents in EDMS. It covers the functionality as well as basic data structure of application file and application document in IPAS.



Following configuration parameters as highlighted in red are required to perform the operation of indicating the application subtype and e-doc mapping type for 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.

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Figure 1

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Figure 2

As shown above (in Figure 1), basic mandatory configuration parameters for application are:

  • E-doc type, a unique alphanumeric code to identify this document type inside IPAS.
  • E-doc type name
  • E-doc origin

Also, as shown in Figure 2, the mapping of application sub-type with e-doc type

  • Application type, subtype and name
  • E-doc mapping type specifying the e-section type for a Patent Application.
  • If the application type is used for National Phase entry for PCT application, the PCT checkbox should be checked.

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

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Figure 3

To make use of EDMS document management system, it is required to define the cut-off date (e-doc start date) in the IPAS Manager by selecting ‘Configuration’ à ‘Paramenters’ as shown in the above figure 3. All existing files and documents received before the cut-off date are considered as back-files. All documents related to a back-files are digitalized and stored in EDMS as a single document. It is possible to define bokmarks in this single back-file document with sections referring to the individual documents. Application files and documents received after the cut-off date are considered as front-files and digitalized as individual documents,
Daily Log

The concept of daily log in IPAS is to allow the IP Office to track how many incoming application documents 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 an application, 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

To Receive a new application, please follow the below steps:

  • Login into IPAS web interface.
  • Click on the navigation links “Reception and notification” > “Input document reception”.
  • Select the values for “Document Origin” and “Reception Date”
  • 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 Type And Subtype" as the type of application which you wish to receive.
  • Fields (Special Reception Date, Received Mark Owner, External Office and External Office Filing Date) can be entered, if applicable
  • Click on the navigation links “Proceed” to verify the information entered and “Receive”.
  • Print the receipt for the applicant/agent.

The reception of user document 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.

Expected Result

Once above process is completed successfully, the newly received application should show the application document (e.g. filing form) in its workflow screen through the eDoc icon.

When EDMS is enabled, IPAS will show 2 links to view the documents.

The ‘EDMS’ link on the application view bibliographic screen will open the single consolidated documents of this file.

To view the individual documents, go to the workflow screen of the file and click on the “Events” tab that lists all the individual documents and actions. All the documents can be viewed by clicking on the ‘View’ links.

It should be noted that the system will ask for one time user authentication[1] when clicking the link to view an EDMS document.

If the document has not been scanned then the document will show a watermark ‘not yet captured’.

For more details about document scanning, please refer to WIPOScan documentation.

Further actions

Data Capture Flow

After reception of a new application, it is required to capture bibliographic information of the application.

  • Go to Home page.
  • Click on the navigation links “Patents” > “Bibliographic data” > “New Patent”  or ”Trademarks” > “Bibliographic data” > “New Trademark”
  • Select the File Type, and enter the File Series and File Number as per the generated Print receipt.
  • Click on the “Proceed” link to add more information.
  • Click on the “Technical” tab and enter data for the “Title”.
  • Click on “Owners” and click on the “New” link.
  • Enter the owner details (Person name and Nationality & Residence Country Code is mandatory).
  • Click on the “Update Highlighted” link.
  • Click on the “Save all Changes” link to save the application file details


Print the IPAS receipt number on the first page of the application document and scan the document using a third party scanning software.

The scanned images will be generated in an output folder in tiff/pdf format. The office has to use an Index tools like WIPOScan to package these images as documents, store them in EDMS and map them to the corresponding IPAS application file. Then it is possible to access this digitalized version of the document from IPAS (see related user case below).

Related Use Cases

Other related use cases may be added in the FAQ:

  • How to receive user document that affects another user document
  • How to receive user document in response to an office document
  • How to receive user document that changes the ownership/representatives of affected file(s)
  • How to receive user document to pay annuity of affected file(s) of patent application
  • How to receive user document for renewal of affected file(s) of trademark and design applications
  • How to implement EDMS in IPAS


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 application, 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.

While viewing a document, if it contains watermark ‘not yet captured’, this means that the document has not been scanned and stored in the EDMS.

Scan and index the document.

[1] Ussually, the office will provide a generic account to access the EDMS system.