Equinox Corporate Training Notes

Introduction

  • Training video on how to use Equinox Corporate.

  • Key areas of the system covered: system navigation, case management, document management, budgeting, renewal management, system configuration, report creation, dashboard setup, and light access accounts.

System Navigation

  • Logging In

    • Go to Equinox website: Equinox-ipms.com.

    • Click on the sign-in button at the top right of the screen.

    • Enter email address and password as provided by Equinox team.

  • Company's Default Dashboard

    • Initial landing page after login.

    • Customization options for dashboard and widgets discussed later.

  • Updating Password

    • Navigate to the system tab and choose 'Update password'.

    • Input current password and desired new password.

  • Searching for Existing Cases

    • Option 1: Go to all cases on the left toolbar for an overview.

    • Apply filters for efficient navigation (e.g., inventor or official numbers).

    • Option 2: Use the global search in the top left toolbar.

    • This searches case details and other elements (tasks, charges, documents, commentary, contacts).

    • Each result includes a hyperlink to access the case directly.

Case Management

  • Standard Patent Case Screen

    • Features include: track deadlines, charges, documents, family shortcut, commentary, renewal information, contacts.

    • Default landing page is the case details page, divided into four sections:

    • Key Case Information: Overview and status of case.

    • Official Dates and Numbers: Historical filing, publication, and grant details (customizable date fields).

    • Owner Information: Additional details on owners, including reference numbers.

    • Other Information: Renewals responsibility, notes section, and viewable case image.

  • Customizing the Detail Screen

    • Change layout/order of fields and add custom fields (instructions provided later).

  • Creating New Cases

    • Set up owner contact in the address book first.

    • Address Book Tab:

    • Search by entering a contact's name or view a list in the Owner, Associate, Other Side Contact section.

    • Each entity has three levels: organization, location, person.

    • Adding a New Organization:

      • Click 'Add contact', choose 'Organisation' and 'Owner'.

      • Fill in organization name, type (e.g., SME), extra notes, address, contact details.

    • Add Person:

      • Include contact person's details for correspondence, corresponding email settings, etc.

    • Create New Case:

    • Access folder icon on the top toolbar anytime.

    • Fill out case creation form (select owner, applicant, attorney, category, title, country, case code).

    • Options for patent family auto-creation, additional categories available on request.

  • Case Statuses: Default setting to “open”, various options available for customization.

Filing and Documenting Cases

  • Filing the Application

    • Enter filing details: date, country code, application number (marked fields turn yellow for visibility).

    • Click 'Update' to save changes.

    • Options to link official office access directly from Equinox.

  • Pre-Sets: Predefined tasks triggered by open and filing dates, allowing reminders for future actions.

  • PTO Link: Synchronizes with official records, noting differences in case details; allows field-specific updates.

  • Reporting Features: PTO status report displays general layout; comments can be added to cases for logging purposes.

Document Management

  • Accessing Case Documents

    • Navigate to 'Documents' tab under the case.

    • Document Upload Methods:

    • Drag-and-drop from file explorer.

    • Manual upload via ‘Add document’ button.

  • Document Fields: Preview options to see current document status, folder assignments, and attention notifications enabled.

  • Editing Documents: Check-out options for collaborative editing via Microsoft Office plug-in (details for saving documents back to Equinox covered).

    • Support for version tracking to revert if necessary.

  • Microsoft Office Plug-In: Save emails directly into Equinox from Outlook; follows standardized procedures for case associations.

Budget Management

  • Setting Budgets

    • Navigate to the Finance tab, select 'Budgets' to review existing budgets (e.g., case-related expenditures).

    • Create a new budget with title, activity status, timescale, and allocated amount (e.g., £2000).

    • Assign cases to the budget directly after creation.

  • Tracking Charges: Add individual charges to budget; visible metrics on how much remains.

Renewal Management

  • Managing Renewals

    • Initiate by navigating to the Renewals tab; confirmation of due dates based on initial filing date.

    • Option to override default manual calculations as needed.

    • Enter costs for renewals, produce quotes from charge sheet for renewals.

    • Instructions for Actions: Renewal decisions can be logged (to renew, abandon, ignore). Items moved through confirmation stages post-requests.

  • Bulk Management: General overview for tracking renewals and country laws for compliance checks in Regulated areas.

System Configuration Options

  • System Customization: Accessing System tab enables modification of various settings: adding categories, custom fields, and more.

  • Case Categories/Subcategories: Easy to add new categories (input unique codes) and directly add new sub-category groups.

  • Custom Fields: Adding specific data fields for customization on case layouts.

  • Configuring Layouts: Drag and drop fields that need to be displayed in the user interface when editing cases.

User Management

  • User Administration: Admins can reset passwords, track login history.

  • User Roles: Define permissions for user roles (e.g., consultants can only see cases they are attached to).

  • Light Access Accounts: Allow read-only access for stakeholders (e.g., contractors) with customizable areas of access.

Reporting and Automation

  • Creating Reports: In the report generator, easily customize fields for desired report metrics and formats (PDF, XML, CSV).

    • Scheduled reports functionality allows for routine delivery to specified email addresses.

  • Dashboard Setup: Creative Multiple dashboards can be created, using various available widgets (financial, geographical, etc.).

Conclusion

  • Sign-off thanking for participation, encourages reaching out for additional resources and support.