User Manual3.3
Contents
1. 11 PRIORART CAT CORE M 11 MATTER SECTION BASIC INFORMATION cccssssssssssccccssssssssccccccssssssssscccccssssssssscccscsssssssssccssssessees 11 eiae lo e 11 KIATE m 12 DETE BUTTO e 12 Ads as P LIPSUM 12 blo M 13 FILER S EMAIL FULLNAME AND REGIS IRATON NUMBER tema esu Fi eene ie a 13 EVALACDRE ES FORINVO E 13 MATTER SECTION OPTIONAL INFORMATION sccccccccsssssssssscccssssssssssccccsssssssssccccssssssssssccssesssees 14 lens idc d 14 Add SIAC IAG ASCO RETE E RE 14 Remove Ageing c eaten eects 14 Add Syncing ECU ONS IS oci Pao o cR 15 NC NTE CA TE ORE aree e E e 15 VIEW CATE ORY BUTTON T TT 15 CLOSED CHECKBOX eee nr ee ee 16 DOCUMENTS SECTION 17 eJ efe e 17 EITT 17 ME ic E E EE Y 18 US PATENTS AND PUBUCA TIONG 182. 9 syncios User Manuals Table of Contents OVERVIEW cac 1 INTRODUCTION AE E E E E EE E E E EE 3 LOGIN PASSWOR D EEE 3 IDS SECTION eee 4 PEN COSE ARRON E EEEE E E AE E EEEE EER 4 21h VIEW 4 tee ton cea pec NA EEAS 6 alza m 6 FILE BUTTON SIGN CHECKBOX DUAL PURPOSE 7 ens ul H 7 oq O 9 7 CMEC AND UNGUE TT 8 AND FEO FEE 8 a 9 ARR e a E EEE O R 9 ENT E E E E A EA EEEE 9 DEPOSIT ACCOUNT NUMBER OPTIONAL 10 DEFAULT 5 EMAIL FULL NAME AND REGISTRATION NUMBER REQUIRED FIELDS 10 INVOICE TININ A M Q 11 Ups C
3. EDU Delete Report To view a list of prior art references manually deleted from the user interface enter a client name in the filter box and shift left click on the Excel icon Click OK in the Script Prompt window Choose SynclDSDeleteReport from the zip folder The following documents were manually deleted from a synchronized matter As a result these matters may not be identical to the other matters in the associated synchronization group Of course you may manually add one or more of these documents back to the matter 20020021701 20020021701 20020021701 20020021701 20020021701 20080181196 20090323708 20020021701 20080181196 20090323708 NOTE Delete Reports do not include prior art references deleted by way of the deleteall function References deleted by way of the deleteall function are completely erased from the client s database Spellcheck Spell check is available in the Other Documents section of SyncIDS As you manually type words into this section any misspelled words will include a red underline You may right click on those words in order to view and choose suggested spellings Categories Optionally in the client section above you may enter a comma separated list of categories for that client These categories may then be selected in the Sync with categories drop down menu in the matter section above to characterize the current matter
4. EMNI AA E NA 18 FORRIN PATENTS 18 Removal of non literal duplicates cease GEN URN du GR INI NUI EN RN UNUM NI M 20 M A 21 Removal of non literal 21 CO DIS 22 9 22 ioa p Y S 9 22 Appending PDF ucecsesecssssssssssssssssssesssssssssesssnsssssesessssessssssesssesssesussesessesessesucsesussesucsesessesessesessesucseseesesesseseeseseesesesseaeeseseeseeess 22 Embedded 22 EEE TING A DOCUMENT FROMA MATTER serississiropn ini Sn a iE EE A IE E a EES EE EEE T 22 DOCUMENT FROMA CHEND 22 DEUTER PORT 23 NR EE ANENA um 23 EEE E A E E A E A E A E E A E A A E 23 OUR FEES iaa EAE 24 REQUEST LEGACY DATA MIGRATION 24 DIAT 25 DC 25 ALIENS amp RENAMING MATTERS cscscsssssssssesesesscsesscscsesscsesesscsesssscscsssscsesussssesssssscsscscscssescscssessscsusassesucssseseesc
5. Here in the document section the Category drop down menus may be used to similarly categorize documents Categorized documents are automatically added to similarly categorized matters Matters and documents may belong to more than one category 23 Our Fees There are no upfront costs no monthly fees and no storage fees SynclDS simply charges 80 each time you file an IDS After you indicate an IDS has been filed SyncIDS will charge you 80 Use the Send Invoices drop down menu in the Client section to select monthly or immediate invoicing for each client Monthly invoices are broken down by client matter number for cost recovery Immediate invoices only include one client matter and are emailed as soon as you tell SynclDS that you are filing the IDS By default SyncIDS emails invoices to the user that filed IDS However you may over ride this default on a per matter basis in the matter section Request Legacy Data Migration To commence a migration email info SynclDS com and request the SyncIDS Data Migration Template The template simply requires 4 pieces of information for each matter client matter country code and applications Typically we can gather most of this information from public PAIR based on the serial number you enter If a matter is not yet available on public PAIR or includes non patent literature we will contact the person listed as the filer for this matter to request copies of the previously file
6. Open Close Arrow Click on the open close arrow to open and close the Matter section a i 110000 Help File 015 1410000 All Documents Sort 11 Matter Number Enter a new matter number in the Matter input box to add a matter to the client indicated above in the client section Enter an existing matter number to view or modify information for that matter Example 1 opens matter number 1 Required fields First inventor Smith Application 14 345 678 Art Unit 1234 Filing date 1 2 2013 Optional assistant fields Filer s e mail John Doe company com Filer s full Filer s registration 12345 Send invoices ohn Doe company com Optional synchronization fields Two way sync with matters b Matter closed Delete Button Press the Delete button and then the Yes button in the confirmation request to permanently delete a matter Deleting a matter has no effect on matters that are synchronized to the deleted matter Required fields First inventor Smith Application 14 345 678 Art Unit 1234 Filing date 1 2 2013 Rename a Matter If you wish to rename a matter simply enter the gt sign after the existing matter and then enter the new matter The following example changes Matter 100 to 200 Example YE 4100 gt 200 12 Required Fields First Inventor Application Number Art Unit and Filing Date Examples e Smith enters this person as the first i
7. http www uspto gov ebc portal efs pdf creation pdf i e SyncIDS stores PDFs in the format in which they are uploaded Deleting a Document from a Matter You can delete a document from a matter by removing the document number or description Note deleted documents may be manually added back to a matter but will not be automatically added via synchronization with another matter or category Deleting a Document from a Client To delete a U S or Foreign reference from a client s database replace the document number with the word deleteall WARNING Deleteall removes the reference from everywhere it is referenced in that client s database not Just a family of matters U S Patents and Publications Issue Publication Date Inventor x 102 23 2010 Lal 7992092 0 3 00 2011 Davi 15 1 1 29 2011 ly oungner 22 To delete an NPL from a client s database click the Author Title Date Pages etc hyperlink to view the assigned NPL serial number Replace the NPL serial number with the word deleteall Other Documents NPL Serial Author Title Date Pages etc deleteall EFROPEAN PATENT OFFICE Communication under Rule 71 3 1 Foreign Counterpart of U S Application No 121879 394 5 21 2012 0 Page s 1 7 Published in NPL57 EUROPEAN PATENT OFFICE EUROPEAN OFFICE ACTION from Tf Foreign Counterpart of U S Application No 12 879 394 10 19 2011 Page s 1 5 0 Published in EP
8. Alien12345678 gt 88888888 If this Alien is a pending matter it will have the potential to generate IDSs If this pending matter is one that your firm does not handle you may want to close this matter in SynclDS To close the pending Alien matter go to the matter section in SyncIDS and check the Matter closed box Data Normalization Removal of literal and some non literal duplicates is part of the data migration process Non literal duplicate example Feistel H Cryptography and Computer Privacy pp 15 23 Scientific American May 1973 Winner gt Feistel Horst Cryptography and Computer Privacy pages 15 23 Scientific American vol 228 No 5 May 1973 Disclaimers When in doubt our default process is to leave non literal duplicates in your database On occasion our data normalization system may remove a non duplicate reference Upon request we will provide you a report of which documents were deemed non literal duplicates Foreign Patent Retrieval Foreign patents that are retrieved through the legacy data migration process are the originals and hence in the native language See the next section below Foreign patents for handling translations Non patent literature NPL Documents e NPL descriptions are migrated However the corresponding PDFs are not retrieved due to copyright Issues e Simply click on the blank page icon to upload the pertinent NPL for the IDS you are planning to file Note you will
9. Cited Uncited Timing Statement PTO Fee 10000 1 3 13 None 0 10000 2 0 16 0 10000 3 0 16 18197 v 1 97 e 2 vl 0 The folders contain everything you need to file an IDS including a completed IDS form and PDFs of any non U S references Clicking on the folder will provide you the completed IDS form and PDFs of any non U S references Each PDF reference is named according to the CITE number listed on the IDS form Note these folders are in ZIP format etCache gt IE 4K78WMJ9 gt lawfirmcom 10000 1 PendinglDS Search lawfirm Name Type Compressed size lawfirmcom 10000 1 IDS 1449 Nuance Power PDF Document 10 KB lawfirmcom 10000 1 CITE 12 Nuance Power PDF Document 371 KB lawfirmcom 10000 1 CITE 13 Nuance Power PDF Document 131 KB TIP To quickly retrieve the completed IDS form only no attached references hold down Shift and then Click on the folder Cited and Uncited The Cited and Uncited columns indicate the number of cited and uncited references for each matter Sign Client Matter Timing Statement PTO Fee O 10000 1 None 0 102 so 2 OQ so 90 O0 590 101 1 97 d v 151 97 1 v 180 J OQ 5180 Timing Statement and PTO Fees Timing The Timing column allows you to select the correct time period for each IDS IDSs must be submitted within one of the three time periods defined
10. US section gt Patent gt Date gt Inventor last name gt Convenience link to PDF e Foreign section gt Patent gt Date gt Country Code gt PDF retrieved from Espacenet e NPL other documents gt Description of reference O O O Disclaimers The SyncIDS legacy data migration process uses databases from the USPTO as well as Espacenet for obtaining the prior art references of US and Foreign applications Part of the data migration process uses Optical Character Recognition OCR software to extract the necessary information OCR software does occasionally create data errors and we do have a quality control process that attempts to catch and correct these errors Invariably there will still be some errors that exist in the migrated data set However in our experience there are far fewer errors in our migrated data than a human would make by trying to manually transcribe the same information SynclDS relies the integrity of the USPTO and Espacenet databases However there may be errors in these databases Aliens amp Renaming Matters If the USPTO returns any members of a family that you did not provide SyncIDS will add those to your migration list with the matter Alien application If this Alien is one of your matters as opposed to another firm and you wish to rename it simply enter the gt sign after the existing matter and then enter the new matter 23 Example Existing gt New
11. a new client number in the Client input box to add a new client Enter an existing client number to view or modify information for that client 013 1110000 Required fields Deposit account 12 3456 Default filer s e mail J ohn Doe company com Default filer s full ohn Doe Default filer s registration 12345 Send invoices Immediately Entity Large Optional synchronization field RedWigets White Wigets BlueWigets Prior art categories Examples 10000 opens client number 10000 10000 Widgets Inc opens client number 10000 and assigns the optional name Widgets Inc Deposit Account Number Optional Optionally you may enter a PTO deposit account number for this client which flows to the IDS form whenever an IDS filing fee is required Any IDS filing fees for this client will be charged to this deposit account with a request to the PTO to note the appropriate docket number Examples A fee is required and a deposit account number is provided reference attorney docket number 10000 1 for this transaction his Information Disclosure Statement is being filed in accordance with 37 CFR 1 97 d Therefore this Information Disclosure Statement is subject to the fee set forth in 37 CFR 1 17 p No fee is required and a deposit account number is provided No fee is required This Information Disclosure Statement is being filed in accordance with 37 CFR 1 97 b If necessary the Director
12. fields Toggle between Two way sync with matters or One way import from matters Close a matter to turn it into Two way sync with matters a giver of references only not a receiver e g patented yn g IS SUO abandoned or foreign Matter closed L lt lt A matters Documents Section e Dates and inventors are automatically entered for U S patents and publications e Document numbers may be entered as a list e PDFs may be uploaded in batch e Document data may be uploaded in a batch text file e Auto completion eases data entry and ensures consistent document descriptions Documents Sort U S Patents and Publications Cited Document Number Issue Publication Date Inventor Categories 8000000 08 16 2011 Greenberg 1 5000001 08 16 2011 Lindstrom 9 8000002 08 16 2011 Brauneck 8000008 08 16 2011 Sander p Document numbers may be 7000003 7000004 7000005 7000006 20140123456 Dates and Inventors are automatically entered entered as a list PDFs may be uploaded manually or a batch file Foreign Patents Cited Document Number Publication Date Country Categories 1234567A1 01 02 2014 AU d Document data may be 0 v entered manually or ina Cited Author Title Date Pages etc Categories 2 Auto completion to ensure consistent document
13. is hereby authorized to charge or credit Deposit Account No 12 3456 for any additional fees or any underpayment or credit for overpayment in connection herewith Please reference attorney docket number 10000 1 for any such charge or credit A fee is required and a deposit account number is not provided his Information Disclosure Statement is being filed in accordance with 37 CFR 1 97 d Therefore this Information Disclosure Statement is subject to the 90 small entity fee set forth in 37 CFR 1 17 p This fee is provided herewith No fee is required and a deposit account number is not provided No fee is required This Information Disclosure Statement is being filed in accordance with 37 CFR 1 97 b Default Filer s Email Full Name and Registration Number Required Fields Enter the email address full name and registration number of the patent attorney or agent that is primarily responsible for this client This default filer may be over ridden on a per matter basis in the matter section below Examples John Doe Company com will set this attorney or agent as the default filer for this client and will automatically enter his name and registration number if this information has been previously entered e John Doe will set John Doe as the default e signature for this client 12345 associates this registration number with this attorney or agent 10 Invoice Timing Use the Send Invoices drop d
14. manually change a matter s status to open i e generates IDSs by simply unchecking the Matter closed box e g for foreign jurisdictions with IDS like requirements Translations If you have a particular matter that has a foreign patent translation you may add the translation to the existing original patent by holding down the shift key and right clicking on the existing PDF icon This will allow you to append an additional file If you would like to completely replace the existing document right click on the PDF icon without holding down the shift key Documents Patents and Publications Issue Publication Date Inventor Categories Foreign Patents Cited Document Number Publication Date Country Categories f 9446356A1 07 21 1994 wo H04204521A 07 24 1992 JP E ee 3X 9w Document Number 4728177 indicate an English language translation is included with foreign reference choose either T1 T2 T3 from the categories section L 2011012345 11 1 2013 OE ee 19 If at least one 1 T2 or T3 category is chosen the following NON ENGLISH LANGUAGE DOCUMENTS box will appear on the IDS Transmittal Page NON ENGLISH LANGUAGE DOCUMENTS T1 Non English language document and or corresponding English language equivalent document T2 This reference is not in English but an English translation is attached to the reference submitted herewith This reference is not in English but an E
15. Name com shows all of the matters that have an uncited reference for your entire firm YourFirmName com All shows all of the matters for your entire firm even matters where IDS 15 needed joe YourFirmName com shows all of the matters that have an uncited reference for this user joe YourFirmName com AIl shows all of the matters for this user even matters where no IDS is needed 10000 shows all of the matters that have an uncited reference for this client 10000 AII shows all of the matters for this client even matters where IDS is needed 10000 1 shows all of the matters that have an uncited reference for the family of matters that this matter is in 10000 1 AII shows all of the matters for the family of matters that this matter is in even matters where no IDS is needed Excel File Click on the Excel icon to open a spreadsheet that shows what has been filed and what needs to be filed You can include all of the data for your entire firm or you can filter what is included in the spreadsheet by attorney agent client or patent family All matters even matters where no 105 is needed are always included Note if you are running an older version of Excel you may need to rename the file to have an xls extension instead of an xml extension Sign Client Matter Cited Uncited Timing Statement PTO Fee Oo o 10000 1 3 13 None 0 10000 2 0 16 0 10000 3 0 16 None 0
16. acsscsesesecacseseeasseseeseaeeess 25 DATA NORMALIZATION 26 B oe ERRORI RC 26 gere ii 26 NON PATENT LITERATURE NPL DOCUMENTS 26 LINIRESOEVABEEIPATENT DOCUMENTS 27 NEW IDSSAND OFFICE oc 27 EEEE 27 OFFICE ACTION SWEEPS 1 27 TRAINING amp HELP 27 Overview SynclDS is a tool which manages your prior art references tells you where IDSs need to be filed prepares the IDS form and provides all of the references you need for uploading to the USPTO The simplicity of SyncIDS makes it easy to master quickly ensuring a smooth transition into your workflow IDS Section Automatically shows all of the matters where IDSs need to be filed Provides a search filter box to narrow results for higher working efficiency e Provides an Excel spreadsheet to see what has been filed and what needs to be filed e Everything needed to file each IDS is automatically placed into folders including a completed IDS form and any non U S PDFs e Each IDS form includes an optional transmittal page which includes Timing Certification Statement and PTO fees information Si flawfirmcom 0000000000 Client Section e Allows you to view and modify information for
17. ady in the database for the current client that are similar to the one you are entering document windows will pop up to assist you You can select one of these descriptions with the mouse or the up and down arrow keys Up to three document window are displayed at a time If you do not see the document description you are looking for use the right arrow button to view additional selections PDFs You can upload PDFs for foreign patents and non patent literature by left clicking on the corresponding white document icon When you select the document for uploading it does not matter what the file is called on your system You can also batch upload your documents See Batch Uploading You only need to upload each document once Any other matters that cite that same document will automatically use that copy Once a document is uploaded left clicking on the PDF icon for that document will open that document Replacing a PDF You can replace an already uploaded document by right clicking on the PDF icon for that document Appending a PDF You can append an already uploaded document by Shift right clicking on the PDF icon Appended documents will be attached to the back of the original PDF This method is used to attach English language Abstracts and English language translations to already uploaded non English language documents Embedded Fonts It is the responsibility of the user to prepare PDFs according to the USPTO guidelines found here
18. ape 3 anes o s90 gt Acme 101 184 180 E gt Acme 102 0 188 1 97 d v 180 Example 10000 includes all of the matters for that client SynclDS Report Filter 10000 Legend Date 10 22 2014 X Cited O Should cite Blank Not cited CLIENT f 10000 Matters 1 2 3 Serial Art Unit Filing Date Inventor Smith Smith Smith v v v Status U S Doc Date Inventor PDF Stored 20140123456 5 8 2014 Newton Yes o o O 7000003 2 14 2006 Suzuki Yes o O 7000004 2 14 2006 Suzuki Yes o O 7000005 2 14 2006 Suzuki Yes o O 7000006 2 14 2006 Chen Ye o O 7500000 3 3200 Ye 1 7500001 3 3 2009 Tameshige Yes O 7500002 3 3 2009 Kage Yes O 7500003 3 3 2009 Motyam Yes O 7500004 3 3 2009 Homer Yes o 8000000 8 16 2011 Greenberg Yes X o O 4 2 1904 4 indetram Van Help Button You may click on the Help Button in the IDS section to obtain a copy of this User Manual You may also right click on any item within SynclDS for detailed help on that item Help File For example right click on a button to find out what that button does right click on an input field to see examples or right click on a whole section to find out how to 50 use that section If you need immediate assistance please
19. atter name into the syncing box Separate matters with a comma only i e no spacing If you add a matter to the syncing box that SyncIDS does not recognize SynclDS will automatically create that matter Remove Syncing Instructions To correctly remove a matter from syncing simply delete the unwanted matter from the sync box WARNING Any changes made to the two way syncing box affects all matters listed in the box not just the matter you are currently viewing 14 One Way Import Use the one way import feature to copy all of the art from other matters to the current matter Duplicates are automatically removed Updates to the other matters will also be copied to the current matter unless the relationship is removed Note deleted documents may be manually added back to a matter but will not be automatically added via synchronization with another matter or category You can click on the One way import from matters label to switch to two way synchronization described above Alternatively or in addition you may establish prior art categories described below and keep matters up to date in that manner Examples 2 will import references from matter 2 to the current matter 2 3 will import references from matters 2 and 3 to the current matter Add Syncing Instructions Simply add the exact matter name into the syncing box Separate matters with a comma only i e no spacing If you add a matter to the syncing
20. box that SyncIDS does not recognize SynclDS will automatically create that matter Remove Syncing Instructions To correctly remove a matter from syncing simply delete the unwanted matter from the sync box WARNING Any changes made to the two way syncing box affects all matters listed in the box not just the matter you are sitting in Sync with Categories In the client section above you may enter a comma separated list of categories for a client These categories may then be selected in the Sync with categories drop down menu to characterize the current matter In the document section below Category drop down menus may be used to similarly categorize documents Categorized documents are automatically added to similarly categorized matters Matters and documents may belong to more than one category Note deleted documents may be manually added back to a matter but will not be automatically added via synchronization with another matter or category View Category Button Select one or more categories from the Sync with categories drop down menu on the left and then press the View Category button to view all of the documents for the current client in that category Note you will no longer be viewing just documents for a particular matter If you want to see all uncategorized documents for this client press the View Category button with no categories selected in the Sync with categories drop down menu 15 Matter Closed Che
21. by 37 C F R 1 97 Pop up help will appear when you hover the cursor over one of the drop down menus to help you select the correct time period Always select the first correct time period Statement The Statement column allows you to select the correct certification statement for each IDS Pop up help will appear when you hover the cursor over one of the drop down menus to help you select the correct certification statement Always select the first correct certification statement If the current time period is defined by 1 97 d and neither of the certification statements is correct you may need to file a Request for Continued Examination RCE to change your time period and have the references considered PTO Fees Depending on the client entity size see Client section time period and certification statement the PTO may require a filing fee If that fee is required it will be automatically reflected in the column and a request to debit your deposit account will be automatically included with your IDS Each client may have a different deposit account number entered in the Client section below Client Section e Allows you to view and modify information for each client e Allows you to create optional prior art categories for each client Open Close Arrow Click on the open close arrow to open and close the Client section 1110000 Help File 215 1110000 Sort Documents Client Number Enter
22. ckbox Check this box when a matter issues or goes abandoned to stop generating IDSs for that matter In addition check this box for foreign matters that are not subject to disclosure requirements As a result these foreign matters will contribute their art to U S matters however no IDSs will be generated for the foreign matter where they are not needed Closed matters are Givers of references but not Receivers 16 Documents Section e Dates and inventors are automatically entered for U S Patents amp Publications e Document numbers may be entered as a list e PDFs may be uploaded in a batch file e Document data may be uploaded in a batch text file e Auto completion eases data entry and ensures consistent document descriptions Open Close Arrow Click on the open close arrow to open and close the Documents section Keeping the Documents section closed when not in use improves the response time of the other sections 233 11 110000 Help File 6 1110000 Documents Sort The documents section holds all of the prior art for a matter Documents Sort U S Patents and Publications Cited Document Number Issue Publication Date Inventor Categories M f soo fosie2011 o y v fA sooo losieao Lindstrom C Y v fh soc2 losieao Bramek C Y 2 Afsoo000s fosieao save n gt 7000003 7000004 7000005 7000006 20140123456 Foreign Patents C
23. contact your SyncIDS account representative or contact us at info syncids com We provide 24 hour email telephone and screen sharing support at no charge 6 File Button Sign Checkbox dual purpose Purpose 1 Insert e signature Check the Sign checkbox next to the folder icon if you want SynclDS to insert an e signature on the Transmittal Page e g John Doe You can Sign all of the IDSs displayed simultaneously by clicking the Sign hyperlink at the top of the checkboxes column Purpose 2 Tell SyncIDS you filed IDS After you file an IDS with the USPTO check the corresponding Sign checkbox and then press the Filed button in the upper right corner 1 ment PTO Fee ERE E After you press the Yes button to confirm that the checked IDSs have been filed the references in those IDSs will be automatically checked Off as cited for those matters so they are not cited again The checked IDSs are filed Yes No iming Statement PTO Fee 97 b v None 0 WARNING Matters that are missing one or more required fields cannot be filed and therefore cannot be signed In addition if a document number date inventor name country code or PDF is missing that reference will not flow to the IDS form See each section for Required Fields Client Matter Click one of these hyperlinks to go directly to that client matter Open the Client section and or the Matter sections to view the data Clien er
24. d documents The data SyncIDS enters includes the inventor the filing date the art unit U S patent publication data foreign document data including most PDFs and non patent literature data excluding PDFs If we migrate your historical data using our proprietary legacy data migration process we charge an additional 80 per matter This additional charge is added to each IDS you file on any matter for that client until they are exhausted i e 160 per matter Alternatively migration charges may be paid up front If you want to spread migration costs over time and avoid any overhead charges below is an example of our migration pricing structure Spread migration cost over time 1 10 IDSs filed 80 IDS fee 80 migration fee 160 11 IDSs filed 80 IDS fee 0 migration fees are exhausted 80 We will hold the migration charges for up to one year until an IDS is filed for this client Each time an IDS is filed one of these held fees will be billed out For example if you have SyncIDS enter the legacy data for 24 100 matters the next 100 IDSs you file for that client will cost 160 instead of 80 After that the fee drops back down to 80 per IDS In this manner you may more easily pass these costs on to your client Data Migrated e Matter Section Inventor Name Serial Number Art Unit Filing Date Two Way Sync with Matters data e g subject matter or family relationships o Status i e open or closed e
25. descriptions Smith et al Title of Article Journal of Medicine Vol 5 No 2 pp 1 2 Introduction SynclDS is a prior art database When new documents or matters are added to the database SynclDS automatically shows all of the IDSs that need to be filed and everything needed to file each IDS is automatically placed in a separate folder including a completed IDS form and any non U S PDFs SyncIDS is divided in to four sections 1 The IDS section automatically generates IDSs that need to be filed 2 The client section allows you to view and modify information for each client such as the default filer and prior art categories for that client 3 The matter section allows you to view and modify information for each matter such as the first inventor s name and any links to any related matters 4 The document section includes all of the prior art for a matter Each section of SynclDS is described below You can also right click on any item within SynclDS for detailed help on that item For example right click on a button to see what that button does right click on an input field to see examples or right click on a whole section to find out how to use that section Login Password Users may generate their own login by entering their email address Contact Us Authenticate E mail lawyer lawfirm com Current password eeeeeeee Remember me Forgot Password ssssssssssssssssssssssssssssssssssssssssssssssssssssssss
26. each client File Sign Client Matter Cited Uncited Timing Statement PTO Fee 10000 1 3 13 None 0 D gt 10000 2 0 16 0 O0 O 10000 3 0 16 0 apes TE so O ABC 2 0 4 1 97 d v 1 97 e 2 90 101 184 4 180 E gt Acme 102 0 188 180 e Allows you to create optional prior art categories for each client 94110000 Required fields Deposit account 12 3456 Default filer s e mail J ohn Doe company com Default filer s full name ohn Doe Default filer s registration 12345 Send invoices Immediately Optional synchronization field RedWigets Blue Widgets White Widgets Prior art categories When new documents or matters are added to the database this section automatically shows all the IDSs that need to be filed Search the database by using the filter box Everything needed to file each IDS is automatically placed in these folders including a completed IDS form and any non U S PDFs Matter Section e Allows you to view and modify information for each matter e Synchronize matters by matter number or category Required fields First inventor Y oungner Application 12 345 678 28 17 Filing date 8 0 2012 Synchronize matters by Lou NE matter number or category Optional assistant fields Filer s e mail John Doe company com Filer s full name John Doe Filer s registration 12345 Send invoices to Accounting company com Optional synchronization
27. ited Document Number Publication Date Country Categories O 123456741 01 02 2014 AU Other Documents NPL Cited Author Title Date Pages etc Categories 4 8 Smith et al Title of Article Journal of Medicine Vol 5 No 2 pp 1 2 Sort Button Press the Sort button to sort all of the documents in the current matter by document number Note cited documents are always listed before uncited documents 17 Cited Checkboxes If the document has already been cited in this matter e g in a previous IDS not filed using SynclDS or cited by a Patent Office Examiner check the Cited box on the left If the Filed button in the IDS section above is pressed the corresponding Cited checkboxes will be automatically checked U S Patents and Publications When you enter a U S document number the date and inventor are typically entered automatically PDFs for U S patents and publications are automatically linked to FreePatentsOnline com Occasionally you may have to enter the date and inventor manually for older patents Any edits made to a reference will automatically flow everywhere else that reference is mentioned for that client H I You may edit the Document Number Issue Publication Date and Inventor e Note that editing a Document Number will not result in SyncIDS automatically looking up the date and inventor at the USPTO The date and inventor will need to be manually adjusted if
28. lowance on a weekly basis 20 fee is charged only when SynclIDS finds and enters data into a matter Please email info syncids com for more information Training amp Help Every effort has been made to make SynclDS simple and intuitive to use however training is encouraged Onsite and internet telephone training sessions are available free of charge e Email info syncids com call 817 722 5776 for assistance e On line help is available within SynclDS e Right click on any item for help on that item e The latest SynclDS manual is always available by clicking the Help button at the top of the IDS filter section 27
29. necessary Batch Information Entry You can enter multiple U S document numbers by separating them with semicolons The dates and inventors are typically entered automatically If you select one or more categories for the documents before you enter the list each document will be placed in those categories Example 6000000 6000001 6000002 You can also separate U S document numbers with spaces or carriage returns e g copy and paste from a spreadsheet or text file by first entering a semi colon Examples 6000000 6000001 6000002 6000000 6000001 6000002 Foreign Patents Enter the document number publication date and country for each foreign document in this section Foreign document PDFs may resolve overnight via Espacenet net if the document number is entered in the correct numbering format for that country Should a required field be missing such as the document number publication date country code or PDF the reference will not flow to the IDS for that client Any edits made to a reference will automatically flow everywhere else that reference is mentioned e Foreign patents that are retrieved through our legacy data migration process are the originals and hence in the native language Foreign patents resolved overnight by Espacenet net will include necessary embedded fonts 18 e All foreign matters retrieved through our legacy data migration process are closed i e no IDSs generated by default in SyncIDS You may
30. never need to upload that NPL to SynclDS again e Alternatively we can provide you with a list of all needed NPL documents You may choose to provide SyncIDS a file with all of the documents named using the SyncIDS generated name 26 Non patent Literature Description PDF Stored NPLIOWWillermatic Pulser Literature 12 55 www millerwelds com NPL11 MIG GMAW Millermatic 250X Literature Mo 12 49 www millerwelds cam Unresolvable patent documents e Although our data team makes every effort to locate and populate historical data there are a small number of instances where we do not succeed due to circumstances beyond our control e On the rare occasion when this occurs SynclDS will provide a blank page icon or blank field The simplest approach is for the user to supply the missing item foreign PDF inventor or issue date on an as needed basis New IDSs and Office actions SynclDS provides if necessary a 30 60 day sweep to retrieve any new IDSs and Office Actions that might have been filed in the interim following your initial Legacy Data Migrations Mulligans This is the term that we use to refer to matters that we were not able to obtain using or proprietary legacy data migration system Mulligans are explained and handled in the SyncIDS Mulligan Procedure document Office Action Sweeps Optionally SynclIDS will monitor Public PAIR activity for Office Actions and Notices of Al
31. nglish abstract is attached to the reference submitted herewith For each reference not in the English language which was cited by a foreign patent office ina counterpart foreign application a copy of the English language search report or Office action indicating the degree of relevance determined by the foreign patent office is submitted herewith MPEP Section 609 04 a III second paragraph Removal of non literal duplicates You may update the losing document number to an existing winning document number to remove non literal duplicates Non literal duplicate example Add A1 to losing document number to correctly remove the non literal duplicate Foreign Patents Cited Document Number Publication Date Country Categories 1123456781 01 02 2014 AU 0 v 234567 01 02 2014 AU 0 v WARNING Never delete non literal duplicates since it may be the sole description in another matter s By choosing a winning description the reference remains while the description is updated REMINDERS SyncIDS automatically removes literal duplicates in all sections Any edits made to a reference will automatically flow everywhere else that reference is mentioned 20 Other Documents Enter the author title date pages etc for each non patent literature NPL document in this section If an NPL description or PDF is missing that reference will not flow to the IDS form Any edits made to an NPL descrip
32. nventor for this matter 14 345 678 or 14345678 enters this number as the application number for this matter 1234 enters this number as the Art Unit umber for this matter e 1 2 2013 enters this date as the filing date for this matter If Required Field information is not yet know enter TBD to be determined or the like Filer s Email Full Name and Registration Number To override the default filer for a matter enter the email address full name and registration number of the patent attorney or agent that is responsible for this particular matter here Examples e JaneJohnsonQ company com will override the default attorney or agent see Client section for this client with this attorney or agent e Jane Johnson will set Jane Johnson as the e signature for this matter e 67 891 associates this registration number with this attorney or agent Email Addresses for Invoices By default SyncIDS emails invoices to the user that filed the IDS Optionally you may enter alternate and or additional email addresses for each matter Multiple email addresses should be separated by semi colons If you would like all invoices for your firm or particular clients sent to a default email address please let us know at info syncids com Examples partner lawfirm com accounting lawfirm com partner lawfirm com accounting lawfirm com docketing lawfirm com 13 Matter Section Optional Information Synchronizing matter
33. own selection menu to select monthly or immediate invoicing for each client Monthly invoices are broken down by client matter number for cost recovery Immediate invoices only include one client matter and are emailed as soon as you tell SynclDS that you are filing the IDS By default SyncIDS emails invoices to the user that filed the IDS However you may over ride this default on a per matter basis in the matter section Entity Size Determination of a client s entity size e g micro small or large dictates the IDS fee amount at the USPTO If an IDS fee is required the cost will automatically be reflected in the Fee column according to the entity size Prior Art Categories Optionally you may enter a comma separated list of categories for each client Categories may be added or deleted at any time These categories may then be used to characterize matters and prior art documents Categorized documents are automatically added to similarly categorized matters Matters and documents may belong to more than one category Note deleted documents may be manually added back to a matter but will not be automatically added via synchronization with another matter or category Example Red Widgets White Widgets Blue Widgets will establish these three prior art categories for this client Matter Section Basic Information e Allows you to view and modify information for each matter e Synchronize matters by matter number or category
34. s sis 10000 1 3 13 50 10000 2 0 16 50 o 10000 3 0 16 50 o ABC 3 l 90 lt 2 0 1 90 D Once logged in SynclDS defaults to list all the matters where IDS needs be filed for your entire firm To Do List 3 fawirmcom SSOS S S S SyncIDS displays 10 matters at a time To view the next Sign Client Matter Cited Unci group of matters click the right arrow 10000 1 3 13 You can filter the To Do List to view IDSs due attorney agent client or patent family Normally only matters with at least one uncited reference are shown However you can view all matters even matters where IDS is needed by including a pipe symbol and the word All Users may filter the To Do List as shown below lawfirm com gt shows all firm To Do List matters 10000 gt shows all client 10000 To Do List matters lawyer lawfirm com gt shows all of lawyer s To Do List matters To view all matters for client 10000 whether they need an IDS or not Simply add to the end of your entry Example 70000 all gt shows all 10000 matters Viewing a family in a client with multiple families Putin the client and one of the family members and add to the end Example client matter all conversely 70000 1 all Note that the pipe symbol 3 is usually found on the key above the Enter key and is a solid straight vertical line Examples YourFirm
35. s to other matters and or prior art categories enables SynclDS to automatically generate all of the IDSs that need to be filed when new documents or matters are added to the database Two Way Sync Synchronizing matters using the two way sync feature ensures that the art cited in the synchronized matters is identical When two or more matters are synchronized for the first time duplicate references are automatically removed After that when a reference is added to one matter in a group the reference is automatically added to all of the other matters in that group Groups may be formed based on family or subject matter relationships Optional synchronization fields Two way sync with matters Matter closed Note deleted documents may be manually added back to a matter but will not be automatically added via synchronization with another matter or category If a group of matters are already synchronized you only need to enter one of those matter numbers to have the current matter join that entire group You can click on the Two way sync with matters label to switch to one way import described below Alternatively or in addition you may establish prior art categories described below and keep matters up to date in that manner Examples e 2 will synchronize references between the current matter and matter 2 e 1 2 3 will synchronize the prior art between all of these matters Add Syncing Instructions Simply add the exact m
36. sssssssssssssssssssssssssssssssssssssssssssssssesssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssassssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssss Change password New password Confirm new password SynclDS will send a welcome email to you with a temporary password along with this User Manual You may change the temporary password to a more memorable password in the Change Password section IDS Section e Automatically shows all of the matters where IDSs need to be filed e Provides a search filter box to narrow results for higher working efficiency e Provides an Excel spreadsheet to see what has been filed and what needs to be filed e Everything needed to file each IDS is automatically placed into folders including a completed IDS form and any non U S PDFs e The IDS form includes an optional transmittal page which includes Timing Certification Statement and PTO fees information Open Close Arrow Click on the open close arrow to open and close the IDS section Keeping the IDS section closed when not in use improves the response time of the other sections 4 105 10000 Help File 1912 1110000 Documents Sort Filter Box View Sign Client Matter Cited Uncited Timing Statement PTO Fee Amel 1 sis Acme 102 0 a
37. tion will automatically flow everywhere else that reference is mentioned for that client Removal of non literal duplicates What are non literal duplicates When there are two or more descriptions closely describing the same reference Non literal duplicate example NPL9 Cooper David S M D Antithyroid Drugs N Engl J Med 2005 352 905 917 NPL10 Cooper David S M D Antithyroid Drugs N Engl J Med 2005 In this example NPL9 is the winning description since more information is provided To remove non literal duplicate NPL10 you must replace its serial number with NPL9 NPL9 s description will then override NPL10 s wherever mentioned in a client s database Click here to view SynclDS serial numbers Type NPL9 within brackets Other Documents NPT Cited Serial Author Title Date Pages etc NPL9 Cooper David 5 M D Antithyroid Drugs N Engl J Med 2005 352 905 917 NPL10 Cooper David S M D Antithyroid Drugs N Engl J Med 2005 T WARNING Never delete non literal duplicates since it may be the sole description in another matter s By choosing a winning description the reference remains while the description is updated REMINDERS SyncIDS automatically removes literal duplicates in all sections Any edits made to a reference will automatically flow everywhere else that reference is mentioned 21 Auto Complete If there are document descriptions alre
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