epoline Online Filing User Guide

epoline Online Filing User Guide
®
epoline Online Filing
Version 2
User Guide
EP Procedure
Copyright © European Patent Office
All Rights Reserved
Last updated: October 2002
Table of Contents
1
PRELIMINARY NOTES ................................................................................1
1.1
INTENDED AUDIENCE ................................................................................... 1
1.2
WINDOWS BASICS ....................................................................................... 1
1.3
THE EPOLINE® SERVICE................................................................................ 1
1.4
SECURITY ................................................................................................... 2
1.5
OVERVIEW OF EPOLINE® ONLINE FILING ..................................................... 2
1.6
USING THIS GUIDE ....................................................................................... 3
1.6.1
Symbols and conventions .................................................................... 3
1.6.2
Tutorial .............................................................................................. 3
1.6.3
Additional information........................................................................ 4
2
TUTORIAL ......................................................................................................7
2.1
INTRODUCTION TO THE TUTORIAL ................................................................ 7
2.2
STARTING EPOLINE® ONLINE FILING ........................................................... 8
2.3
KEY PROCEDURES ..................................................................................... 10
2.4
COMPLETING A NEW FORM ........................................................................ 11
2.5
INTRODUCTION TO FORM 1001E ................................................................ 12
2.6
TRAFFIC LIGHTS ........................................................................................ 13
2.7
VALIDATION MESSAGES............................................................................. 13
2.8
PREPARING THE APPLICATION .................................................................... 14
2.8.1
Request............................................................................................. 14
2.8.2
Names............................................................................................... 15
2.8.3
States................................................................................................ 18
2.8.4
Priority ............................................................................................. 19
2.8.5
Biological Material........................................................................... 20
2.8.6
Contents ........................................................................................... 21
2.8.6.1 Checking the status of documents.................................................. 24
2.8.6.2 Previewing documents .................................................................. 25
2.8.7
Payment............................................................................................ 26
2.8.8
Fees.................................................................................................. 27
2.8.9
Annotate ........................................................................................... 28
2.9
COMPLETING THE APPLICATION ................................................................. 29
2.9.1.1 Previewing the application............................................................ 29
2.10 ADDING A SIGNATURE ............................................................................... 30
2.11 SENDING THE APPLICATION ....................................................................... 37
2.12 TUTORIAL SUMMARY ................................................................................ 38
3
PREPARING A EUROPEAN PATENT APPLICATION...........................41
3.1
OVERVIEW OF FORM EP(1001E)................................................................ 41
3.1.1
Creating a new Form EP(1001E)...................................................... 41
3.1.1.1 Using categories ........................................................................... 42
3.1.2
Form 1001E sections ........................................................................ 47
3.1.3
Form 1001E menu options................................................................ 48
3.1.4
Form 1001E toolbar options............................................................. 49
3.2
REQUEST, FORM 1001E............................................................................. 50
3.2.1
Request for grant .............................................................................. 50
3.2.2
Title of invention............................................................................... 50
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3.2.3
Past record ....................................................................................... 50
3.2.4
Request pop-up menu........................................................................ 51
3.3
NAMES, FORM 1001E................................................................................ 52
3.3.1
Completing names and details .......................................................... 53
3.3.2
Deleting a name................................................................................ 56
3.3.3
Names pop-up menu ......................................................................... 57
3.4
STATES, FORM 1001E ............................................................................... 58
3.4.1
States pop-up menu........................................................................... 60
3.5
PRIORITY, FORM 1001E............................................................................. 61
3.5.1
Priority pop-up menu........................................................................ 62
3.6
BIOLOGICAL MATERIAL, FORM 1001E....................................................... 63
3.6.1
Nucleotide and amino acid sequences............................................... 64
3.6.2
Attaching sequence listings............................................................... 65
3.6.3
Removing sequence listings .............................................................. 66
3.6.4
Attaching a receipt for biological material........................................ 67
3.6.5
Removing receipts ............................................................................ 68
3.6.6
Copying a receipt to the Receipt Book .............................................. 69
3.6.7
Biological material pop-up menu...................................................... 70
3.7
CONTENTS, FORM 1001E........................................................................... 71
3.7.1
Forms Tab ........................................................................................ 72
3.7.2
Technical Documents tab.................................................................. 74
3.7.2.1 Separate files option ..................................................................... 75
3.7.2.2 Attaching technical documents as separate files............................ 76
3.7.2.3 Combined file option..................................................................... 80
3.7.2.4 Attaching technical documents as a combined file......................... 81
3.7.3
Other Documents tab ........................................................................ 83
3.7.3.1 Attaching other documents, Form 1001E ...................................... 83
3.7.4
Listing all documents........................................................................ 84
3.7.5
Previewing documents ...................................................................... 86
3.7.6
Summary of Form 1001E contents .................................................... 87
3.7.7
Removing documents ........................................................................ 90
3.7.8
Contents pop-up menu ...................................................................... 91
3.8
PAYMENT, FORM 1001E............................................................................ 92
3.8.1
Payment pop-up menu ...................................................................... 93
3.9
FEES, FORM 1001E.................................................................................... 94
3.9.1
Standard fees .................................................................................... 94
3.9.2
Changing the claims fee factor.......................................................... 96
3.9.3
Other fees ......................................................................................... 97
3.9.4
Additional fees.................................................................................. 98
3.9.5
Fees pop-up menu............................................................................. 99
3.10 ANNOTATE, FORM 1001E........................................................................ 100
3.10.1 Adding a note ................................................................................. 100
3.10.2 Deleting a note ............................................................................... 102
3.10.3 Validation log................................................................................. 103
3.10.4 Annotate pop-up menu .................................................................... 104
3.11 SAVING FORM 1001E .............................................................................. 105
3.11.1 Saving Form 1001E as a draft ........................................................ 105
3.11.2 Saving Form 1001E as ready to sign............................................... 107
3.11.3 Saving Form 1001E as a template................................................... 109
4
PREPARING THE EUROPEAN PHASE OF A PCT APPLICATION.... 113
ii
4.1
OVERVIEW OF FORM EURO-PCT(1200E)................................................. 113
4.1.1
Creating a New Form Euro-PCT(1200E)........................................ 114
4.1.1.1 Using categories ......................................................................... 116
4.1.2
Form 1200E sections ...................................................................... 120
4.1.3
Form 1200E menu options.............................................................. 121
4.1.3.1 Pop-up menus for Form 1200E ................................................... 122
4.1.4
Form 1200E toolbar options........................................................... 123
4.2
EP PHASE, FORM 1200E.......................................................................... 124
4.3
NAMES, FORM 1200E.............................................................................. 125
4.3.1
Applicant ........................................................................................ 126
4.3.2
Address for correspondence............................................................ 127
4.3.3
Representative ................................................................................ 128
4.4
STATES, FORM 1200E ............................................................................. 129
4.5
BIOLOGICAL MATERIAL, FORM 1200E ..................................................... 132
4.5.1
Noting the deposit of biological material ........................................ 133
4.5.2
Attaching a receipt for biological material...................................... 134
4.5.3
Removing receipts .......................................................................... 135
4.6
DOCUMENTS, FORM 1200E...................................................................... 136
4.7
TRANSLATIONS, FORM 1200E.................................................................. 137
4.7.1
Attaching a translated document..................................................... 138
4.7.2
Removing a translated document .................................................... 139
4.8
CONTENTS, FORM 1200E......................................................................... 140
4.8.1
Forms ............................................................................................. 142
4.8.2
Technical documents ...................................................................... 143
4.8.3
Other documents............................................................................. 144
4.9
PAYMENT, FORM 1200E.......................................................................... 147
4.9.1
Information needed for calculation of fees ...................................... 148
4.10 FEES, FORM 1200E.................................................................................. 149
4.10.1 Standard fees .................................................................................. 149
4.10.2 Additional fees................................................................................ 151
4.11 ANNOTATE, FORM 1200E........................................................................ 152
4.11.1 Adding a note ................................................................................. 152
4.11.2 Deleting a note ............................................................................... 154
4.11.3 Validation log................................................................................. 155
4.12 SAVING FORM 1200E .............................................................................. 156
4.12.1 Saving Form 1200E as a draft ........................................................ 156
4.12.2 Saving Form 1200E as ready to sign............................................... 157
4.12.3 Saving Form 1200E as a template................................................... 160
5
CHECKING APPLICATIONS ................................................................... 163
5.1
5.2
5.3
5.4
5.5
6
TRAFFIC LIGHTS ...................................................................................... 163
VALIDATION MESSAGES........................................................................... 163
DOCUMENT STATUS................................................................................. 164
PREVIEWING DOCUMENTS ........................................................................ 165
PREVIEWING THE APPLICATION ................................................................ 165
SIGNING APPLICATIONS........................................................................ 169
6.1
6.2
6.3
SIGNING APPLICATIONS OVERVIEW .......................................................... 169
APPLICATIONS NOT READY TO SIGN.......................................................... 170
TYPES OF SIGNATURE .............................................................................. 170
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6.3.1
Adding an alphabetical signature ................................................... 171
6.3.2
Adding a facsimile signature........................................................... 172
6.3.3
Adding a digital signature............................................................... 173
6.4
ABOUT SMART CARDS ............................................................................. 175
6.5
SIGNING FORM 1001E ............................................................................. 176
6.6
SIGNING FORM 1200E ............................................................................. 181
7
SENDING APPLICATIONS ....................................................................... 187
7.1
7.2
7.3
7.4
7.5
8
SENDING APPLICATIONS OVERVIEW ......................................................... 187
DECIDING NOT TO SEND ........................................................................... 187
PRE-TRANSMISSION CHECKS .................................................................... 188
ENTERING A PIN ..................................................................................... 189
VIEWING RECEIPT AND REFERENCE NUMBER ............................................ 190
EPOLINE® FILE MANAGER .................................................................... 193
8.1
OVERVIEW OF EPOLINE® FILE MANAGER.................................................. 193
8.1.1
epoline® File Manager menu options............................................. 194
8.1.2
epoline® File Manager toolbar options.......................................... 195
8.1.3
Folders for epoline® Online Filing................................................. 196
8.2
TEMPLATES FOLDER ................................................................................ 197
8.2.1
Creating a new application from a template ................................... 198
8.2.2
Customising templates .................................................................... 199
8.2.3
Templates pop-up menu .................................................................. 200
8.3
DRAFTS FOLDER ...................................................................................... 201
8.3.1
Preparing drafts for signature ........................................................ 203
8.4
READY TO SIGN FOLDER .......................................................................... 205
8.4.1
Ready to Sign pop-up menu ............................................................ 206
8.5
READY TO SEND FOLDER ......................................................................... 207
8.5.1
Ready to Send pop-up menu............................................................ 208
8.6
SENT FOLDER .......................................................................................... 209
8.7
ALL DOCUMENTS FOLDER ....................................................................... 211
8.8
SORTING APPLICATIONS ........................................................................... 212
8.9
ADDRESS BOOK ...................................................................................... 213
8.9.1
Overview of the Address Book ........................................................ 213
8.9.2
Accessing the Address Book............................................................ 213
8.9.3
Creating names in the Address Book............................................... 214
8.9.4
Address Book categories................................................................. 216
8.9.4.1 Assigning a category to an Address Book entry ........................... 216
8.9.4.2 Displaying Address Book entries by category.............................. 218
8.9.5
Assigning signatory roles................................................................ 219
8.9.6
Deleting names from the Address Book ........................................... 220
8.9.7
Adding names from the Address Book to an application.................. 221
8.9.8
Saving names from an application to the Address Book .................. 223
8.9.9
Reusing details from the Address Book ........................................... 225
8.10 DEPOSITS OF BIOLOGICAL MATERIAL ....................................................... 228
9
PORTABLE DOCUMENT FORMAT HINTS AND TIPS........................ 233
9.1.1
Selecting a PDF writer ................................................................... 234
9.1.2
Fonts in PDF documents ................................................................ 235
9.1.2.1 Linking fonts ............................................................................... 235
iv
9.1.2.2 Embedding fonts ......................................................................... 235
9.1.3
Font embedding with Adobe® Acrobat ............................................ 236
9.1.4
Font embedding with Amyuni® ........................................................ 238
9.1.5
Identification of possible problem areas ......................................... 240
9.1.6
Which tool is the best? .................................................................... 242
9.1.7
How to check that a PDF file is self-contained................................ 242
9.1.8
Paper size ....................................................................................... 242
9.1.9
Additional remarks on PDF ............................................................ 245
9.1.10 Adobe® Acrobat upgrades............................................................... 245
9.1.11 PostScript printer ........................................................................... 245
9.1.12 Ghostscript® and Ghostview® ......................................................... 245
9.1.13 Generating PDF documents using a scanner .................................. 246
10
APPENDIX................................................................................................... 249
10.1 CUSTOMER SERVICES .............................................................................. 249
10.1.1 Help................................................................................................ 249
10.2 GLOSSARY OF TERMS .............................................................................. 250
10.3 ABBREVIATIONS AND ACRONYMS ............................................................ 251
10.4 SHORTCUT KEYS ..................................................................................... 251
11
TABLE OF FIGURES ................................................................................. 252
12
INDEX .......................................................................................................... 257
v
Preliminary notes
1 Preliminary notes
1.1 Intended audience
This guide is intended for users of the European Patent Office (EPO)
epoline ® Online Filing service. Only authorised users registered with the EPO
may access the system.
The information presented here may change over time as services develop.
To make sure that you always have the latest version please go to our
website:
http://www.epoline.org
1.2 Windows basics
This guide assumes that you are familiar with using Microsoft ® Windows and
the mouse. epoline ® Online Filing is a Windows-based application, so you
can use standard Windows features such as the Close
button. A dropdown list appears when you click the drop-down arrow . A pop-up menu
appears when you click the right mouse button. Windows terms are defined in
the Glossary of terms on page 250.
Windows menu options offer keyboard alternatives to using the mouse. Hold
down the Alt key while pressing the underlined letter.
For example, in the epoline® File Manager menu, you can select the File
option with your mouse, or press Alt F.
Figure 1 The epoline® File Manager menu
1.3
The epoline® service
The epoline® service is a range of electronic products produced by the
European Patent Office (EPO) for the intellectual property community. It is
designed to provide a secure, integrated environment for electronic
communication between the EPO, applicants, their representatives and the
national patent offices of the contracting states to the European Patent
Convention.
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1.4
Security
epoline ® products and services make use of a state-of-the-art secure
environment. Only authenticated users registered with the EPO may use
epoline ® Online Filing. Files are encrypted before being sent over a secure
Internet line, known as a Virtual Private Network (VPN).
Overview of epoline® Online Filing
1.5
epoline ® Online Filing enables you to submit patent applications electronically
to the European Patent Office. A key benefit of this service is that the
applicant receives the application number immediately. The receipt contains
the exact date and time the application was received.
The following security features are built into epoline ® Online Filing:
•
Authentication of
users
Each party knows who the other is
•
Confidentiality
No one else can see the data that is
submitted
•
Integrity
Data transmitted and received are identical
•
Accountability
Both parties can prove receipt of data
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Preliminary notes
1.6 Using this guide
This guide is organised in line with the main processes for the online filing of a
patent application:
•
•
•
Completing the appropriate electronic form
Signing the form
Submitting the form.
The epoline® Online Filing software contains the following parts:
1. epoline ® File Manager
The epoline® File Manager contains folders representing the various
stages in processing a patent application. It also provides access to an
address book for storing names, tools for information maintenance and
system settings, and facilities for exporting and importing forms.
2. Electronic patent application forms
epoline ® Online Filing offers electronic equivalents of forms for filing a
European patent application, the European phase of a PCT application,
and a PCT application. The form(s) appropriate to your organisation
are selected when the software is installed.
The epoline® range of services is developing. The latest updates are
published on the epoline® website at:
http://www.epoline.org
1.6.1 Symbols and conventions
Names, labels and new terms are italicised. New terms are defined in the
glossary. Actions that you should carry out, for example buttons to click, menu
options to choose and text to type, are indicated in bold typeface.
is for notes giving extra information
is for hints and tips
1.6.2 Tutorial
The guide starts with a tutorial section. The tutorial presents a simplified stepby-step overview for filing an electronic patent application, using European
patent application Form EP(1001E) as a model. The additional sections
provide in-depth information on Form EP(1001E), Form Euro-PCT(1200E),
Form PCT-RO-101 and epoline® File Manager.
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1.6.3 Additional information
The section on Portable Document Format hints and tips provides practical
advice on preparing documents for submission. The Appendix provides
supplementary information, for example a glossary of terms, a list of
abbreviations and acronyms and shortcut keys.
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Tutorial
epoline® Online Filing
Version 2
Tutorial
In this section:
2
TUTORIAL ......................................................................................................7
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
INTRODUCTION TO THE TUTORIAL ................................................................ 7
STARTING EPOLINE® ONLINE FILING ........................................................... 8
KEY PROCEDURES ..................................................................................... 10
COMPLETING A NEW FORM ........................................................................ 11
INTRODUCTION TO FORM 1001E ................................................................ 12
TRAFFIC LIGHTS ........................................................................................ 13
VALIDATION MESSAGES............................................................................. 13
PREPARING THE APPLICATION .................................................................... 14
COMPLETING THE APPLICATION ................................................................. 29
ADDING A SIGNATURE ............................................................................... 30
SENDING THE APPLICATION ....................................................................... 37
TUTORIAL SUMMARY ................................................................................ 38
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Tutorial
2 Tutorial
2.1 Introduction to the tutorial
This section is designed to introduce new users to the process for filing an
electronic patent application. It takes examples from Form 1001E, the
procedure for filing a European Patent.
epoline ® Online Filing provides a demo mode so that you can familiarise
yourself with the system in a test environment. This sample European patent
application is submitted in demo mode. Use production mode to submit real
applications. To switch modes, log in again and select the appropriate option.
Figure 2 Demo mode option
For this tutorial you will need to prepare two documents and convert them to
Portable Document Format (PDF). Name one description.pdf and the other
claims.pdf. The Amyuni® PDF Writer is installed automatically when you
install the epoline® Online Filing software, and the Adobe® Acrobat 4
Reader is available on the installation CD.
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2.2
Starting epoline® Online Filing
1. Click the Windows Start button, select Programs, epoline,
epoline®-FM. You may also be able to access epoline® Online Filing
through a shortcut on your Windows™ Desktop if this has been set up.
The Please enter user name and password window opens.
2. Enter your epoline® user name and password.
3. Select demo mode and click OK.
Figure 3 Tutorial: sample user name, demo mode
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Tutorial
The epoline® File Manager window opens in demo mode.
Figure 4 Tutorial: epoline® File Manager in demo mode
The epoline® File Manager window contains a list of folders down the left-hand
side. The first folder contains templates for European patent applications and for
the European phase of PCT patent applications. The other folders contain patent
applications in various stages. Documents in the selected folder are displayed in
the white area. The epoline® File Manager window also contains a menu and a
toolbar to carry out tasks related to the patent application process.
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epoline ® Online Filing, version 2
2.3 Key procedures
The key elements of the procedure for filing a European patent application are
these:
Procedure
Comment
New Form
â
Select appropriate form and create new application
Request
â
Request grant of EP patent and give application a
title. Set the language
Names
â
Enter applicant details
States
â
Select designated states for application
Priority
â
Claim national, regional or international priority
Biological Material
â
Input details of biological material filed if relevant.
Name depositary institution
Contents
â
Attach description, claims and other documents in
PDF format
Payment
â
Set payment choices
Fees
â
Annotate
â
Set fee choices
Add notes to application
Sign
â
Add signature(s)
Send
Enter smart card PIN and transmit to EPO
For the purposes of the tutorial, the sections are presented in the order they
appear on the epoline® Online Filing form. Normally they can be completed in
the order that suits your organisation.
Once you have worked through this tutorial, you will find more detailed
information in the other sections.
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.4
Completing a new form
1. In the epoline® File Manager window, select File, New Form,
EP(1001E).
This will create a European patent application using Form 1001E.
Figure 5 Tutorial: Creating a new Form 1001E
The New application window opens.
2. For this tutorial, leave the language of the proceedings set to English.
3. Type a user reference, for example type demo1 and then click OK.
Each epoline® Online Filing application must have a unique reference
identifier.
Figure 6 Tutorial: New application, sample data
The epoline® Form 1001E window opens.
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.5 Introduction to Form 1001E
Form 1001E is the form used for a normal European patent application. It
contains sections down the left-hand side. These represent the information
you need to complete for your patent application. Form 1001E also has a
menu and a toolbar to help you carry out tasks related to completing the
form.
Figure 7 Tutorial: Form 1001E opening window
As you prepare the application, these features will help you decide whether
the information is complete and correct:
•
•
•
•
•
Traffic lights
Validation messages
Document status
Previewing documents
Previewing the application.
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.6 Traffic lights
The system checks that all the required information is complete. A red light
signals that essential information is missing, for example the description or the
claims. You must supply this before submitting the application. An amber light
indicates that information – for example the abstract - is useful, but not
mandatory at this stage. A green light means that the information in this
section is acceptable.
Red light
Amber light
Green light
2.7
Validation messages
As you complete each section, get into the habit of clicking the validation
button
. This provides feedback on the information you have entered.
Figure 8 Tutorial: Validation button
In this example, the user clicks the validation button and is reminded that the
German and French translations of title are recommended. However, the
traffic light is green, so the application can be submitted without translations.
Figure 9 Tutorial: Validation messages
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8
Preparing the application
2.8.1 Request
The Request section
is already selected when the form
opens. The traffic light is amber until you type in the title of the invention. Use
this section to give information about the past record of the application.
1. Leave the language set to English and type the English Title of
invention, for example, type Vaccine. Type this in title case, that is,
with only the first letter of the word capitalised. In general, avoid typing
in ALL CAPS.
Figure 10 Tutorial: Form 1001E Request section, sample data
2. Click away from the title box and note that the amber traffic light
changes to green.
3. Click the Validation button to see any messages.
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.2 Names
The Names
section is where you enter applicants,
representatives and inventors. The traffic light stays red until the required
information is entered. For our example, we will enter an applicant as a
natural person. Required information is shown in bold.
1. Click the Names section, select the Applicant option, and then click
the Open button. (You can also double click an option to open it.)
The Applicant window opens.
2. Select the option Natural Person and type a name, for example Mr
Peter Jones.
3. For the purposes of this tutorial, type 1.8 as the registration number.
This is an example only. For your real registration number, contact
Customer Services.
4. Fill in the boxes for the company, address, city and postal code, for
example ABC Solicitors, 123 The Avenue, London, W1A 2BC.
5. Select a country from the drop-down list, in this case scroll down and
select United Kingdom.
6. For the telephone number type 020 7987 6543 and then click OK.
Figure 11 Tutorial: Applicant, sample data
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
Click the Validation button.
The message tells us that the name of the inventor is required, but the amber
light indicates that the information can be supplied at a later date. We will
supply this information now.
To enter details of the inventor:
1. Click the Names section
2. Select the Inventor option and click the Open button.
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Tutorial
The Inventor window opens.
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
Enter the inventor’s name, for example John Smith.
Enter the address, for example 456 The Street, London, EC1 9YZ
Select United Kingdom from the drop-down list of countries, and then click
OK.
1. Note the green traffic light for the Names section.
Figure 12 Tutorial: Inventor, sample data
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.3 States
The States section
is where you choose the countries in
which you require patent protection. You may also select participating
extension states.
1. Click the States section, and then select the Designation option and
click the Open button.
The Designation of states window opens.
For our example select the option for all states, and then click OK.
Figure 13 Tutorial: Fees, Designation of states
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.4 Priority
The Priority section
international priority.
is where you claim national, regional or
1. Click the Priority section, and then click the Open button.
2. Select the Regional option.
3. In the Regional office drop-down list
, select European Patent
Office.
4. Type a sample filing date, for example 1/10/2002.
epoline ® Online Filing will reformat the date to show the name of the
month.
5. Type an application number, for example type 12345, and then
click OK. epoline® Online Filing will add the EP prefix before the
number.
Figure 14 Tutorial: Priority, sample data
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epoline ® Online Filing, version 2
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.5 Biological Material
The Biological Material section
is where you input
details concerning any biological material filed and name the depositary
institution
1. Click the Biological Material section, and then click the Open button.
2. For our example type ABC123 as the identification reference.
3. For the depositary institution, select National Collection of Type
Cultures, and then click OK.
Figure 15 Tutorial: Biological Material, sample data
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.6 Contents
The Contents section
is where you attach the documents
required to support the patent application. The traffic light is red until the
required documents are attached. As a minimum you must attach the
description, the claims and the number of claims before you can submit your
application. You may submit other documentation at a later time.
For this example, we will specify separate files for the description and the
claims. For information on preparing a combined file, see Attaching technical
documents as a combined file on page 81.
Description
1. In the Contents section, note that there are three tabs:
•
•
•
Forms
Technical Documents and
Other Documents.
The Technical Documents tab is selected by default.
2. Click Description, and then click the Open button.
The Documents window opens.
3. In the list on the left select Description if it is not already selected.
4. For the electronic file, click the Browse button.
5. Select your sample description PDF file and click the Open button.
The description must have already been prepared in Portable
Document Format.
6. At the warning prompt click OK to save a copy of the description as
desc.pdf.
This is a copy only. The original file will remain unchanged.
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Claims
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
1. With the Documents window still open, select Claims.
2. Click the Browse button to go to your sample claims PDF file.
3. Click the Open button.
4. At the warning prompt click OK to save a copy of the claims as
clms.pdf.
5. Enter 5 in the Number of claims box.
For our example we will submit the description and claims only. The amber
light indicates that the abstract is not mandatory at this stage.
Before you close this window you may want to have a look at your
application form and the attached documents.
6. Still in the Documents window select a document type and click the
Preview button to see how the printed version will look.
The PDF Viewer opens. In our example you should be able to see the
request itself, the description and the claims.
7. When you are ready, click the Cancel button to close the PDF Viewer.
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
Your sample Contents should look like this:
Figure 16 Tutorial: Contents, sample data
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.6.1 Checking the status of documents
In the Contents section you can check the name of the attached document
and its status.
1. Double click any document listed on a tab in the Contents section.
The Documents window opens.
2. Click an item in the document list on the left.
The name of the attached Electronic File is displayed.
The status is displayed.
In the example below the Description item is selected. The status is
Attached as “desc.pdf”.
Figure 17 Tutorial: Status of attached document, sample data
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.6.2 Previewing documents
1. In the Contents section, click the Open button.
The Documents window opens.
2. Click an item in the list of documents on the left.
3. Click the Preview button to display the documents in PDF format.
Figure 18 Documents, previewing documents
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.7 Payment
The Payment section
details.
is where you specify payment type
1. Click the Payment section and then click the drop-down list to see
what options are available.
2.
3.
4.
5.
Select the first option, Automatic Debit Order.
The currency is EURO.
For the deposit number type 28123456.
For the account holder type ABC Solicitors.
Figure 19 Tutorial: Payment, sample data
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.8 Fees
The Fees section
you intend to use.
is where you indicate which fee schedule
1. Click the Fees section, and then click the tabs to see the options.
2. In the drop-down list Fee schedule for EUR valid as of: select the
date offered.
3. Select the options to indicate which fees are to be paid. For the
purposes of this tutorial, select 001 Filing fee, 002 Search fee and 015
Claims fee.
Figure 20 Tutorial: Fees, sample data
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.8.9 Annotate
The Annotate section
is where you add comments to the
application. A note (for EPO) is a comment intended for those receiving the
application, as part of the data submitted. A note (internal) is for internal use
only.
1. In the Annotate section, select note (internal) from the drop-down list.
2. Click the Add button.
The Note (internal) window opens.
3. Type your name in the Author box.
4. For the subject type An internal note.
5. In the box type This remark will not be sent to the EPO and then
click OK.
Figure 21 Tutorial: Note (internal), sample data
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Tutorial
2.9
Completing the application
You have now:
•
•
filled in the application details
attached the mandatory documents.
The final steps are to preview, sign and send the application.
2.9.1.1 Previewing the application
1. Select File, Preview from the form menu.
The application displays in PDF format, with the information completed
so far.
You can also click the Preview button
to see the application.
Figure 22 Tutorial: Previewing the application
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.10 Adding a signature
You have completed the request form. The next step is to sign it. There are
three kinds of signature that can be applied:
•
•
•
Alphabetical
Facsimile
Digital
For the purposes of our tutorial, we will add an alphabetical signature. An
alphabetical signature is simply typed in. For more information see Types of
signature on page 170.
1. In the completed form click the Sign button.
Figure 23 Tutorial: Form 1001E, sample data, signing application
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
The Submission Preparation Progress window opens.
2. Click the Continue button.
Figure 24 Tutorial: Submission, signing application
epoline ® Online Filing checks that all the required information is included. The
Submission Preparation Progress window expands.
When epoline® Online Filing finishes its checks, the Close button appears.
3. Click the Close button.
Figure 25 Tutorial: Submission window expanded
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
The PDF Viewer window opens.
4. Click the Sign Now button.
Figure 26 Tutorial: PDF Viewer, signing application
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
The List of Signatories window opens.
The Applicant you added earlier — Mr Peter Jones — is displayed.
5. Click the Add Signatory button.
Figure 27 Tutorial: List of Signatories, sample data
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
The Signature window opens.
For our tutorial, we will apply an alphabetical signature.
6. Type /Peter Jones/ in the Alphabetical signature box and then click
the Apply Signature button.
Figure 28 Tutorial: Signature, sample data
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Tutorial
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
The List of Signatories window is redisplayed.
The applicant’s name now appears in the lower half of the screen in the
List of Signatories section and includes information on the kind of signature
used.
Figure 29 Tutorial: List of Signatories, sample signatory
7.
Click OK to close the window and return to the epoline® File Manager.
You will see a message that signing is in progress. Once epoline® Online
Filing has finished this process, the epoline® File Manager window will open.
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epoline ® Online Filing, version 2
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
When an alphabetical signature is applied, epoline® File Manager leaves the
application in the Ready to Sign folder. For more information see Types of
signature on page 170.
1. Click the application with your right mouse button.
2. In the pop-up menu select Move to Ready to Send.
Figure 30 epoline® File Manager, Move to Ready to Send
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New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
2.11 Sending the application
The application is completed and signed. The only thing left to do is to send it
to the European Patent Office.
1. In the Ready to Send folder click an application with your right mouse
button.
2. Select Send from the pop-up menu.
Figure 31 Tutorial: epoline® File Manager , Ready to Send folder
3. When prompted click the Continue Sending button.
Figure 32 Tutorial: Warning, demo server
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epoline ® Online Filing, version 2
New Form
ê
Request
ê
Names
ê
States
ê
Priority
ê
Biological
Material
ê
Contents
ê
Payment
ê
Fees
ê
Annotate
ê
Sign
ê
Send
The Please enter PIN window opens.
4. Type in your PIN, and then click OK.
Figure 33 Tutorial: Please enter PIN , sending application
epoline ® Online Filing will inform you of its progress as it transmits the
application to the demo system.
For more information on sending an application, see Ready to Send folder on
page 207.
You can return to the epoline® File Manager whenever you wish.
1. Click the epoline® File Manager button in the Windows status bar.
2.12 Tutorial summary
This tutorial presented a simplified step-by-step introduction to epoline®
Online Filing. You completed a European patent application and signed it with
an alphabetical signature. You then supplied a PIN and sent the application
electronically to a demo server at the European Patent Office. The other
sections of this guide present more in-depth information about completing,
signing and sending patent applications.
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EP Procedure EP(1001E)
epoline® Online Filing
Version 2
Preparing a European application
EP procedure EP(1001E)
In this section:
3
PREPARING A EUROPEAN PATENT APPLICATION...........................41
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
OVERVIEW OF FORM EP(1001E)................................................................ 41
REQUEST, FORM 1001E............................................................................. 50
NAMES, FORM 1001E................................................................................ 52
STATES, FORM 1001E ............................................................................... 58
PRIORITY, FORM 1001E............................................................................. 61
BIOLOGICAL MATERIAL, FORM 1001E....................................................... 63
CONTENTS, FORM 1001E........................................................................... 71
PAYMENT, FORM 1001E............................................................................ 92
FEES, FORM 1001E.................................................................................... 94
ANNOTATE, FORM 1001E........................................................................ 100
SAVING FORM 1001E .............................................................................. 105
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EP Procedure EP(1001E)
3 Preparing a European patent application
3.1
Overview of Form EP(1001E)
epoline ® Online Filing enables you to submit patent applications electronically
to the European Patent Office. Form EP(1001E) is the electronic equivalent of
Form 1001 for submitting a European patent application.
Form 1001E contains information sections down the left-hand side. These
represent the types of information you need to complete for patent application.
Form 1001E also has a menu and a toolbar to help you carry out tasks related
to completing the form. The red traffic light colour indicates mandatory
information.
3.1.1 Creating a new Form EP(1001E)
1. Select File, New Form, EP(1001E) from the epoline ® File Manager
window.
Figure 34 File, New Form, EP(1001E)
You can also double click a template in the epoline ® File Manager
Templates folder. For more information see Templates folder on page 197.
2. When prompted select a language and supply a user reference. This
reference must be unique. It is the name of this patent application.
Figure 35 Form 1001E, New application
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epoline ® Online Filing, version 2
3.1.1.1 Using categories
Categories allow you to organise your patent applications and Address Book
entries into groups that you define.
3. If you wish, select the option Use epoline® File Manager categories,
and then click OK.
Figure 36 New application, categories option
The Information prompt for user-defined categories opens.
4. Click OK to confirm that you wish to use categories.
Figure 37 Information, user-defined categories
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EP Procedure EP(1001E)
The New application window expands.
Figure 38 New application window expanded
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epoline ® Online Filing, version 2
5. To add a new category, click the Master Category List… button.
Figure 39 New application, master categories
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EP Procedure EP(1001E)
The Master Category List window opens.
6. Type a category name that is meaningful to you, and then click the
Add button.
7. Add more categories if you wish, and then click OK to close the
window.
Figure 40 Master Category List
Once you have created categories you can use them to sort applications in
the epoline® File Manager. For more information see Sorting applications
on page 212. You can also apply these categories to entries in your Address
Book. For more information see Displaying Address Book entries by
category on page 212.
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epoline ® Online Filing, version 2
Once you enter a user reference and click OK, a new Form 1001E opens.
Form 1001E contains information sections down the left-hand side. These
represent the types of information you need to complete for your patent
application. Form 1001E also has a menu and a toolbar to help you carry out
tasks related to completing the form. The red traffic light colour indicates
mandatory information.
Figure 41 Form 1001E, opening window
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EP Procedure EP(1001E)
3.1.2 Form 1001E sections
Form 1001E sections organise the information you need to complete a
European patent application.
Section
Description
Request grant of EP patent and give application a
title. Set the language
Enter applicant details
Select the geographical area for the application
Claim national, regional or international priority
Input details of biological material filed if relevant
Name depositary institution
Attach description, claims and other documents in
PDF format
Set payment choices
Set fee choices
Add notes to application
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epoline ® Online Filing, version 2
3.1.3 Form 1001E menu options
The Form 1001E menu allows you to carry out common tasks.
Menu
Description
Sign
Add electronic signatures
Save as Ready to Sign
Move to the Ready to sign folder
Save as Draft
Save work so far for later completion
Save as Template…
Save work as a basis for creating new forms
Export to XML file
Save in eXtended Markup Language format
Preview
Display the form in PDF format
Close Form
Shut current patent application
Undo (Ctrl Z)
Reverse last action or clear the screen
Copy (Ctrl C)
Copy to Address Book
Copy to Receipt Book
Make a duplicate of selected item
This option appears when a name is selected
This option appears when a Deposit (of
biological material) is selected
Paste (Ctrl V)
Insert duplicated item
Note (for EPO)
Add a comment intended for the EPO, as part
of the data submitted
Note (internal)
Add a comment for internal use only, not for
transmission to the EPO
Request
Display the Request section
Names
Display the Names section
States
Display the States section
Priority
Display the Priority section
Biological Material
Display the Biological Material section
Contents
Display the Contents section
Payment
Display the Payment section
Fees
Display the Fees section
Annotate
Display the Annotate section
Validation
See Validation messages and remarks
Contents
About epoline
Page 48 of 258
Accesses the Help file
®
Displays epoline® general information and
Customer Services details
EP Procedure EP(1001E)
3.1.4 Form 1001E toolbar options
Form 1001E toolbar buttons provide quick access to common tasks.
Button Description
Previews the page
Prints the page
Signs the form
Saves the form as ready to sign
Validation
Opens the Help window
Hover your mouse pointer over a button to see a brief description of what
it does. If a function is not available at this point the button will be unavailable.
In general throughout Form 1001E you can double click an entry to open
it. You can also click your right mouse button to see a pop-up menu.
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epoline ® Online Filing, version 2
3.2
Request, Form 1001E
The Request section of Form 1001E is the first one selected in a new
European patent application. There are three parts to the Request section of
the application form:
•
•
•
Request for grant
Title of invention
Past record
Figure 42 Form 1001E, Request section
3.2.1 Request for grant
Select the filing language for your application from the drop-down list.
3.2.2 Title of invention
Type a title for the invention in the language of your choice. Please use capital
letters only where appropriate. You may enter translations for this title if you
wish.
3.2.3 Past record
Select any of the options that are relevant.
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EP Procedure EP(1001E)
3.2.4 Request pop-up menu
Click the right mouse button on an item to see the pop-up menu. You can
undo the last action or use the Windows clipboard to cut, copy or paste the
text. You can also delete the title.
Figure 43 Form 1001E, Request pop-up menu
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3.3
Names, Form 1001E
The Names section of Form 1001E is where you supply details of the persons
involved in this application. You can enter the address for correspondence
here. Note the red traffic light when you first open this section. This means
that certain information in this section is mandatory.
The functions you can enter are applicants, representatives and inventors. For
applicants and representatives you have a choice of types of entity. For
corporate entities enter a name but not a first name.
Function
Type of entity
Applicant
Description
Legal person
Natural person
Representative Association
Authorised
representative
Legal practitioner
A corporate entity (name only)
Individual (name and first name)
A corporate entity (name only)
Individual (name and first name)
Inventor
Individual (name and first name)
Natural person
Individual (name and first name)
Figure 44 Form 1001E, Names section
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EP Procedure EP(1001E)
3.3.1 Completing names and details
1. In the Names section of Form 1001E select a function and click the
Open button.
(Or double click the function name: Applicant, Representative or
Inventor).
Figure 45 Form 1001E, Names, completing details
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Applicant
The corresponding window opens, for example the Applicant window.
Figure 46 Applicant, blank form
1. Select the option on the left which indicates the kind of function you are
creating: applicant, employee or inventor.
2. Indicate whether the entry is for a legal person, that is, a corporate
entity, or a natural person. If you select a legal person, the First name
and Title options are unavailable.
3. Enter the details. The required information is displayed in bold
typeface.
4. Click OK to return to Form 1001E.
To add additional applicant names click the +Applicant option, and then click
the Open button. As you add applicants, epoline® Online Filing numbers them
in order. To add additional representatives click the + Representative option.
To add additional inventors click the + Inventor option.
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EP Procedure EP(1001E)
Enter the telephone number as it is dialled within the country. You do not
need to add the international dialling code.
Inventor
Double click the inventor function in the Names section to open the Inventor
window. If you select the Waiver or Renunciation checkboxes at the bottom of
the form, the appropriate files are displayed automatically in the Contents
section, on the Forms tab.
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3.3.2 Deleting a name
1. In Form 1001E, Names section, click a name with your right mouse
button.
2. In the pop-up menu select Delete.
Figure 47 Form 1001E, Names section, Delete
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EP Procedure EP(1001E)
3.3.3 Names pop-up menu
Click the right mouse button on an item in the Names section of Form 1001E
to see the menu. You can copy the name to the Address Book or delete it.
You can add a Note (for EPO). This will be transmitted to the European
Patent Office. You can also add a Note (internal). This will not be transmitted
to the EPO.
Figure 48 Form 1001E, Names pop-up menu
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3.4
States, Form 1001E
The States section of Form 1001E is where you designate the countries in
which you require patent protection. You may also select participating
extension states.
Figure 49 Form 1001E, States section
To designate contracting states:
1. Double click the Designation item.
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EP Procedure EP(1001E)
The Designation of states window opens.
Figure 50 Designation of states
2. Select either the option for all states or the option for fewer than seven
states, and then click OK.
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3. If required, double click the Extension item.
The Extension fees window opens.
Figure 51 Form 1001E, Extension fees
4. Select the option for all states, or specify the ones you require, and
then click OK.
3.4.1 States pop-up menu
Click the right mouse button on an item in the States section of Form 1001E to
see the pop-up menu. You can undo an action. You can add a Note (for
EPO). This will be transmitted to the European Patent Office. You can also
add a Note (internal). This will not be transmitted to the EPO.
Figure 52 Form 1001E, States pop-up menu
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EP Procedure EP(1001E)
3.5
Priority, Form 1001E
The Priority section of Form 1001E is where you specify details of the priority
application you wish to claim.
Figure 53 Form 1001E, Priority section
To claim a priority:
1. Double click the Open to add new item option.
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epoline ® Online Filing, version 2
The Priority window opens.
Figure 54 Form 1001E, Priority
2.
3.
4.
5.
6.
Select the appropriate option: national, regional or international (PCT).
Select the appropriate office from the drop-down list.
Select the document kind from the drop-down list.
Enter the filing date.
Type the application number, and then click OK.
3.5.1 Priority pop-up menu
Click the right mouse button on an item in the Priority section of Form 1001E
to see the pop-up menu. You can add a Note (for EPO). This will be
transmitted to the European Patent Office. You can also add a Note (internal).
This will not be transmitted to the EPO. If you have created more than one
entry in the Priority section, you can sort the priority claims chronologically if
you wish.
Figure 55 Form 1001E, Priority pop-up menu
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EP Procedure EP(1001E)
3.6
Biological Material, Form 1001E
The Biological Material section of Form 1001E is where you input details
concerning biological material filed and name the depositary institution.
Figure 56 Form 1001E, Biological Material section
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epoline ® Online Filing, version 2
To input details of biological material:
1. Double click the Open to add new item option.
The Biological Material window opens.
2.
3.
4.
5.
Type an Identification Reference
Select a Depositary Institution from the drop-down list.
Type in an Accession number.
Select the options for any additional information if appropriate, and
then click OK.
Figure 57 Form 1001E, Biological Material
3.6.1 Nucleotide and amino acid sequences
In the Biological Material section select the option for nucleotide and amino
acid sequences if appropriate. This automatically adds two document
headings to the Contents section, Technical Documents tab:
•
•
Sequence Listings, PDF
Sequence Listings, ASCII
Both documents are required. Sequence Listings, ASCII has a file extension
of txt.
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3.6.2 Attaching sequence listings
To attach the required documents:
1. With the Contents section, Technical Documents tab selected, double
click a Sequence Listing option.
The Documents window opens.
2. Click the Browse button
to find where the document is stored.
3. Navigate to the folder where the sequence listing is filed.
4. Select the relevant document and click the Open button, and then click
OK.
A copy is created. The original document is not changed.
Figure 58 Form 1001E, Documents, Sequence Listings
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3.6.3 Removing sequence listings
1. In the Contents section, Technical Documents tab, Documents
window click the Reset button to clear the current attachments.
Or
2. In the Biological Material section, deselect the option for nucleotide
and amino acid sequences.
The headings and attached documents are automatically removed from
the Contents section.
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3.6.4 Attaching a receipt for biological material
Once you complete the details for the deposit of biological materials, the
Contents section, Other Documents tab of Form 1001E displays a new
document type: Receipt(s) of deposit (biological material).
To attach the electronic copy of the receipt:
1. In the Contents section, click the Other Documents tab.
2. Double click the item Receipt(s) of deposit (biological material)
The amber traffic light indicates that the receipt has not yet been
attached.
Figure 59 Form 1001E, Other Documents tab, receipt(s)
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The Documents window opens
3. In the list on the left select Receipt(s) of deposit if it is not already
selected.
4. For the electronic file, click the Browse button.
5. Select your receipt file and click the Open button.
The receipt must have already been prepared in Portable Document
Format.
6. At the warning prompt click OK to save a copy of the receipt.
3.6.5 Removing receipts
1. In the Contents section, Other Documents tab, Documents window
select Receipt(s) of deposit if it is not already selected.
2. Click the Reset button.
The attached document is removed.
The original document is not changed.
Figure 60 Documents, receipt(s) of deposit
The traffic light changes to green to indicate that the receipt is attached.
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3.6.6 Copying a receipt to the Receipt Book
1. In the Biological Material section, click the right mouse button on the
receipt you wish to copy.
2. In the pop-up menu select Copy to Receipt Book.
To view the list of receipts, select Tools, Deposits of Biological
Material in the epoline® File Manager.
Figure 61 Biological Material, copying to Receipt Book
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3.6.7 Biological material pop-up menu
Click the right mouse button on an item in the Biological Material section of
Form 1001E to see the pop-up menu. You can Undo, Delete or Copy deposit
information. You can add a Note (for EPO). This will be transmitted to the
European Patent Office. You can also add a Note (internal). This will not be
transmitted to the EPO.
Figure 62 Form 1001E, Biological material pop-up menu
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3.7
Contents, Form 1001E
The Contents section of Form 1001E is where you attach the documents to
support your patent application. Attached documents are copies of the
original. If the original changes and you wish to include the changes in the
patent application, you will need to reattach it.
The Contents section of Form 1001E has three tabs:
•
•
•
Forms
Technical Documents
Other Documents
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3.7.1 Forms Tab
The Forms tab of Form 1001E contains the following documents as standard.
Form
Description
Requests
The current patent application Form 1001E
epoline ® Online Filing prepares this in Portable
Document Format and names it EPF1001.PDF
Fee settlement
Reserved for future development
Validation log
A summary of validation messages
Submission log
The technical summary of the online filing process,
automatically named as EP1-SUB.PDF
Figure 63 Form 1001E, Contents section, Forms tab
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Other documents may appear in the list, depending on the options
selected. In the example below, the Waiver and Renunciation options are
selected in the Names section (Inventor), and this attaches the appropriate
forms automatically:
•
•
•
Waiver (R.17(3))
Renunciation (R.18(1))
Non-public part
The non-public part appears when the Renunciation option is selected. It is
kept secret (non-public) once it reaches the European Patent Office.
Figure 64 Form 1001E, Contents, Forms tab, waiver option
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3.7.2 Technical Documents tab
From the Technical Documents tab you may select either the:
• Separate files for abstract, claims, description option or
• Combined file for abstract, claims, description option.
The documents must have been prepared in Portable Document Format
(PDF).
If you select a different option after attaching documents, the documents are
automatically removed from the current form. The original documents are not
changed.
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3.7.2.1 Separate files option
Select the separate files option if you wish to attach separate PDF
documents for the description, claims, drawings and abstract. A red traffic
light indicates that mandatory documents have not yet been attached. Add the
documents to the headings as appropriate to the patent application.
Figure 65 Form 1001E, Contents section, separate files option
epoline® Online Filing notifies you that the attached description will be
renamed to desc.pdf. The claims document will be renamed to clms.pdf, the
drawings document to draw.pdf and the abstract to abst.pdf.
Figure 66 Warning prompt, file renamed
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3.7.2.2 Attaching technical documents as separate files
To attach the required documents:
1. With the Technical Documents tab selected, click the Open button.
The Documents window opens.
To attach the description:
2. Select Description in the list of document types.
3. Click the Browse button to find where the document is stored.
4. Navigate to the folder where the description of the invention is filed.
5. Select the relevant document and click the Open button.
6. Click OK when epoline® Online Filing notifies you that this document
will be renamed to desc.pdf.
A copy is created. The original document is not changed.
Figure 67 Form 1001E, Documents, attaching description
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To attach the claims:
1. In the Documents window, select Claims in the list of document types.
2. Click the Browse button to find where the document is stored.
3. Navigate to the folder where the claims document is filed.
4. Select the relevant document and click the Open button.
5. Click OK when epoline® Online Filing notifies you that this document
will be renamed to clms.pdf.
6. Enter the number of claims in the box provided and then click OK.
A copy is created. The original document is not changed.
Figure 68 Form 1001E, Documents, attaching claims
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To attach drawings:
1. In the Documents window, select Drawings in the list of document
types.
2. Click the Browse button to find where the document is stored.
3. Navigate to the folder where the drawings document is filed.
4. Select the relevant document and click the Open button.
5. Click OK when epoline® Online Filing notifies you that this document
will be renamed to draw.pdf.
6. Enter the number of figures in the box provided and then click OK.
A copy is created. The original document is not changed.
Figure 69 Form 1001E, Documents, attaching drawings
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To attach the abstract:
1. In the Documents window, select Abstract in the list of document
types.
2. Click the Browse button to find where the document is stored.
3. Navigate to the folder where the drawings document is filed.
4. Select the relevant document and click the Open button.
5. Click OK when epoline® Online Filing notifies you that this document
will be renamed to abst.pdf.
6. In the box provided enter a number for the figure to be published with
abstract if appropriate and then click OK.
A copy is created. The original document is not changed.
Figure 70 Form 1001E, Documents, attaching abstract
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3.7.2.3 Combined file option
In the Contents section of Form 1001E, select the combined file option if you
wish to attach one PDF document that contains the description, claims and
abstract.
Figure 71 Form 1001E, Contents, combined file option
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3.7.2.4 Attaching technical documents as a combined file
1. In the Contents section, Technical Documents tab, select the option
Combined file for abstract, claims, description.
2. Click the Open button.
The Documents window opens, with the specification (combined file) details
for you to complete.
3. Enter the number of claims and figure to be published with
abstract as required.
4. Click the Browse button to find where the document is stored.
5. Navigate to the folder where the specification document is filed.
6. Select the relevant document and click the Open button.
7. Back in the Documents window type in the starting and ending page
numbers for each section and click OK to finish. Sections must not
overlap, and all pages must be accounted for.
Figure 72 Form 1001E, Documents, combined file details
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A red traffic light indicates that the document is not ready for filing.
Click the Validation button
to see any explanatory messages. In the
example below, the validation message indicates that overlapping page
numbers are not allowed in the combined specification sections and all pages
must be accounted for.
Figure 73 Combined file sample, displaying red traffic light
Figure 74 Sample validation message, combined file
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3.7.3 Other Documents tab
The Other Documents tab does not contain any documents as standard.
However, you can add documents to this tab.
3.7.3.1 Attaching other documents, Form 1001E
In addition to the patent application and the documents to support it, you can
attach other kinds of documents to Form 1001E.
1. Click the Other Documents tab.
2. In the drop-down list select the type of document you want to add.
3. Click the Add button.
The document type will be added to the list.
4. In the list double click the document type.
5. Browse to the location of the file and attach it.
Figure 75 Form 1001E, Documents section, Other Documents tab
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3.7.4 Listing all documents
1. To display the complete list of attached items, double click any
document listed on a tab in the Contents section.
The Documents window opens. The documents from all the Contents section
tabs are listed down the left-hand side.
Figure 76 Form 1001E Documents, sample list of documents
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Checking the status of documents
1. Double click any document listed on a tab in the Contents section.
The Documents window opens.
2. Click an item in the document list on the left.
The name of the attached electronic file is displayed.
The status is displayed.
In the example below, the Description item is selected. The status is Attached
as"desc.pdf".
Figure 77 Documents, status of attached document, sample data
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3.7.5 Previewing documents
1. In the Contents section of Form 1001E, click the Open button.
The Documents window opens.
2. Click an item in the list of documents on the left.
3. Click the Preview button to display the documents in PDF format.
Figure 78 Documents, previewing documents
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3.7.6 Summary of Form 1001E contents
The total number of attached documents is displayed in the lower part of the
Contents section.
Figure 79 Form 1001E, Contents section totals, sample data
Click a tab in the Contents section to see the relevant list of documents. To
see the complete list including all tabs, double click any document to open the
Documents window. Click an item in the list to display the name of the
attached electronic file and its status.
In the example below:
•
Inventor Waiver and Renunciation options were selected in the
Names section.
• Sequence Listing option was selected in the Biological Material
•
•
section.
Depositary Institution was selected in the Biological Material
section.
Separate Files option was selected in the Contents section, Technical
Documents tab.
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The list of documents displayed will vary depending on the options
selected in the current patent application.
Figure 80 Documents, sample list of documents
Name
Comment
Request
Electronic PDF 1001 form saved with unique number
during submission process.
Non-public part
Appears when the Renunciation option is selected in the
Names section. It is kept secret (non-public) once it
reaches the European Patent Office.
Fee settlement
As arranged.
1. Waiver
(R.17(3))
Appears when the Waiver option is selected in the
Names section, Inventor details.
Saved during the submission process as
EPR17301.PDF.
1. Renunciation
(R.18(1))
Appears when the Renunciation option is selected in the
Names section, Inventor details.
Saved during the submission process as
EPR18301.PDF.
Validation log
List of all validation messages for current form.
Submission log
Record of processing for current form.
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EP Procedure EP(1001E)
Description
Description of the invention.
Claims
Claims for the invention and the number of claims.
Drawings
Drawings accompanying the description of the invention.
Abstract
Summary of the description of the invention.
Sequence Listings, Appears when option for Nucleotide and Amino Acid
PDF
Sequences is selected in the Biological Material
section. Both PDF and ASCII documents are required.
Sequence Listings, Sequence Listings in machine-readable format, ASCII
ASCII
has a file extension of txt.
Pre-conversion
archive
Appears automatically once Description or Claims are
attached.
A compressed (zip) file, containing the original wordprocessed document(s) that the applicant used for
conversion into PDF documents. It is important to note
that:
•
All pre-conversion archives must be compressed into
a single ZIP file
•
The PDFs are still considered the originals
•
The archive is not required by the European Patent
Office, it is strictly up to the applicant to attach
•
Once attached the pre-conversion archive becomes
part of the legal filing and can be used in future to
prove whether corresponding PDFs contained any
conversion errors
•
It is the responsibility of the applicant to provide all
the necessary software and hardware infrastructure in
the future to prove that the conversion errors really
took place
The pre-conversion archive will only be used in case of
conflict when the applicant claims the PDFs he or she
provided did not turn out exactly like the original wordprocessed/image drafting document(s) he or she had.
1. Receipt(s) of
deposit (biological
material)
Appears when Depositary Institution is selected in the
Biological Material section.
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3.7.7 Removing documents
To remove an attached document from Form 1001E:
1. In the Contents section double click the type of document you want to
remove, for example Description or Claims.
The Documents window opens.
2. Click the document type if it is not already selected.
3. Click the Reset button.
The attached document is removed.
This procedure removes the documents from the form, but it does not
delete the originals.
Figure 81 Form 1001E, removing documents
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EP Procedure EP(1001E)
3.7.8 Contents pop-up menu
Click the right mouse button on an item in the Contents section to see the
pop-up menu. You can add a Note (for EPO) . This will be transmitted to the
European Patent Office. You can also add a Note (internal). This will not be
transmitted to the EPO.
Figure 82 Form 1001E, Contents pop-up menu
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3.8
Payment, Form 1001E
The Payment section of Form 1001E is where you specify the mode of
payment and give details of the account number and account holder. The
currency is EURO.
Figure 83 Form 1001E, Payment section
To specify the payment details:
1. Select a mode of payment from the drop-down list.
2. The currency is EURO.
3. Enter a deposit account number. This must consist of eight digits,
starting with 28.
4. Type an account holder.
5. Select any further relevant options.
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EP Procedure EP(1001E)
3.8.1 Payment pop-up menu
Click the right mouse button on an item in the Payment section of Form
1001E to see the pop-up menu. You can undo the last action or use the
Windows clipboard to copy or paste text.
Figure 84 Form 1001E, Payment pop-up menu
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3.9
Fees, Form 1001E
The Fees section of Form 1001E has three tabs:
•
•
•
Standard Fees
Other Fees
Additional Fees
The fees displayed in the Fees section of Form 1001E depend on the option
you chose in the Payment section. Click the drop-down arrow
to get the
Fee schedule valid as of: date. The fee information is held in the
Maintenance section. You can only view it here.
3.9.1 Standard fees
1. Click the Standard Fees tab.
2. Select the date from the drop-down menu.
Figure 85 Form 1001E, Fees section, selecting date
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EP Procedure EP(1001E)
3. Click Yes at the confirmation prompt.
Figure 86 Fee schedule, Confirmation prompt
The fees and their descriptions are listed, with the relevant options selected.
The total amount due is displayed at the bottom of the form.
Figure 87 Form 1001E, Fees, sample amounts
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3.9.2 Changing the claims fee factor
Double click the Claims fee item in the Standard Fees tab if necessary to
change the number of claims for which you intend to pay. When the Claims
window opens, enter the new number of claims.
Figure 88 Claims window, changing number
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3.9.3 Other fees
Other fees, including priority document and renewal fees, are listed in the
Other Fees section of Form 1001E. Once the date is selected, relevant
options can be selected, and their amounts will be imported from the fee
schedule.
Figure 89 Form 1001E, Fees, Other Fees tab
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3.9.4 Additional fees
The Additional Fees tab of the Fees section is targeted for future
development. It lists fees applying to a variety of circumstances.
1. Click the Additional Fees tab and scroll through the drop-down list to
view a list.
Figure 90 Form 1001E, Fees , Additional Fees tab
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3.9.5 Fees pop-up menu
Click the right mouse button on an item in the Fees section of Form 1001E to
see the pop-up menu. You can add a Note (for EPO). This will be
transmitted to the European Patent Office. You can also add a Note
(internal). This will not be transmitted to the EPO.
Figure 91 Form 1001E, Fees pop-up menu
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3.10 Annotate, Form 1001E
You may add notes to your patent application. A Note (for EPO) is a
comment intended for the EPO, as part of the data submitted. A Note
(internal) is for internal use only. The Annotate section of Form 1001E is
where you can see all the notes that have been made for this application.
The Annotate section also contains the validation log with all the validation
messages for the application.
3.10.1 Adding a note
1. In the Annotate section select a type of note from the drop-down list
and click the Add button.
Figure 92 Form 1001E, Annotate, selecting Note
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The Note window opens, either Note (for EPO) or Note (internal)
depending on the option you selected.
1. Identify yourself in the author box.
2. Type a subject for the note.
3. Type the note and then click OK.
Figure 93 Form 1001E, Note (for EPO)
You can also add notes from the pop-up menus of other Form 1001E
sections.
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3.10.2 Deleting a note
1. In the Annotate section, click a note to select it.
2. Click the right mouse button on the note to display the pop-up menu.
3. In the pop-up menu select Cut.
This operation cannot be undone.
Figure 94 Form 1001E, Annotate, pop-up menu with Cut option
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3.10.3 Validation log
The validation log contains all the validation messages issued while this
application is being prepared. To see the list of messages, double click the
validation log item in the Annotate section. The validation log window
opens and displays the messages.
Figure 95 Form 1001E, validation log
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3.10.4 Annotate pop-up menu
Click the right mouse button on an item in the Annotate section of Form
1001E to see the pop-up menu. You can add a note for the EPO. This will be
transmitted to the European Patent Office. You can also add an internal note.
This will not be transmitted to the EPO.
Figure 96 Form 1001E, Annotate pop-up menu
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EP Procedure EP(1001E)
3.11 Saving Form 1001E
3.11.1 Saving Form 1001E as a draft
1. Once you have entered the information you require, from the Form
1001E menu select File, Save as Draft.
The form remains open with the information entered so far saved to the
Drafts folder.
Figure 97 Form 1001E, Save as Draft menu option
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To close the form and save the information:
1. Once you have entered the information you require click the Window
Close button.
2. At the prompt, select the option Save as Draft and then click OK.
Figure 98 Confirmation, Save as Draft option
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3.11.2 Saving Form 1001E as ready to sign
1. Once you have entered the information you require, from the Form
1001E menu select File, Save as Ready to be Signed.
Figure 99 Form 1001E, Save as Ready to be Signed menu option
The Submission Preparation Progress prompt appears.
2. Click the Continue button.
Figure 100 Submission window, saving application
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The Submission Preparation Progress window expands as epoline® Online
Filing checks that all the required information is included. When Online Filing
finishes its checks, the Close button appears.
Note that the method of submission is epoline®. You may either submit
patent applications over a secure Internet link (EPO line) or you can write the
file to a CD and then send it by mail/express delivery. If you have selected the
Send to CDR option on a previous occasion you must reselect epoline® to
use it again. .
3. Click the Close button.
Figure 101 Submission window expanded
The processed form is now filed in the Ready to Sign folder.
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3.11.3 Saving Form 1001E as a template
1. Once you have entered the information you want to save for reuse,
from the Form 1001E menu select File, Save as Template.
Figure 102 Form 1001E, Save as Template menu option
The Save template prompt appears.
2. Enter a reference for the template and then click OK.
The new template will appear in the epoline® File Manager Templates
folder under this reference name.
Figure 103 Save template prompt
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EP Procedure Euro-PCT (1200E)
epoline® Online Filing
Version 2
Preparing the European phase of a
PCT application
EP procedure Euro-PCT(1200E)
In this section:
4
PREPARING THE EUROPEAN PHASE OF A PCT APPLICATION.... 113
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
OVERVIEW OF FORM EURO-PCT(1200E)................................................. 113
EP PHASE, FORM 1200E.......................................................................... 124
NAMES, FORM 1200E.............................................................................. 125
STATES, FORM 1200E ............................................................................. 129
BIOLOGICAL MATERIAL, FORM 1200E ..................................................... 132
DOCUMENTS, FORM 1200E...................................................................... 136
TRANSLATIONS, FORM 1200E.................................................................. 137
CONTENTS, FORM 1200E......................................................................... 140
PAYMENT, FORM 1200E.......................................................................... 147
FEES, FORM 1200E.................................................................................. 149
ANNOTATE, FORM 1200E........................................................................ 152
SAVING FORM 1200E .............................................................................. 156
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EP Procedure Euro-PCT(1200E)
4 Preparing the European phase of a PCT application
4.1
Overview of Form Euro-PCT(1200E)
epoline ® Form Euro-PCT(1200E) is the electronic equivalent of Form 1200. It
is used for preparing the European phase of a PCT application.
The Form 1200E window is organised into several parts to help you fill in the
application details: menu, toolbar and information sections . The sections are
listed down the left-hand side of the window. Form 1200E references your
previous application for information such as filing names and documentation.
Figure 104 Form 1200E opening window
As you prepare the application, two features will help you decide whether the
information is complete and correct:
1. Traffic lights. For more information see Traffic lights on page 13.
2. Validation messages. For more information see Validation messages
on page 13.
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4.1.1 Creating a New Form Euro-PCT(1200E)
1. In the epoline® File Manager menu select File, New Form,
Euro-PCT(1200E). This will create a patent application using
Form 1200E.
Figure 105 File, New Form Euro-PCT(1200E)
You can also create a new form by double clicking the template named
Euro-PCT(1200E).
Figure 106 Templates, Euro-PCT(1200E) option
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EP Procedure Euro-PCT(1200E)
The New application window opens.
2. Select the language of the proceedings from the drop-down list.
3. Enter a user reference.
This reference must be unique. It is the name of this patent application.
4. Select the option Use epoline® File Manager categories if you wish
and then click OK.
Figure 107 New application
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4.1.1.1 Using categories
Categories allow you to organise your patent applications and Address Book
entries into groups that you define.
1. If you wish, select the option Use epoline® File Manager categories,
and then click OK.
Figure 108 New application, categories option
The Information prompt for user-defined categories opens.
2. Click OK to confirm that you wish to use categories.
Figure 109 Information, user-defined categories
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EP Procedure Euro-PCT(1200E)
The New application window expands.
Figure 110 New application window expanded
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3. To add a new category, click the Master Category List… button.
Figure 111 New application, master categories
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The Master Category List window opens.
4. Type a category name that is meaningful to you, and then click the
Add button.
5. Add more categories if you wish, and then click OK to close the
window.
Figure 112 Master Category List
Once you have created categories you can use them to sort applications in
the epoline® File Manager. For more information see Sorting applications
on page 212. You can also apply these categories to entries in your Address
Book. For more information see Displaying Address Book entries by
category on page 218.
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4.1.2 Form 1200E sections
The sections organise the information into the sections you need to complete.
Section
Description
Enter reference information for previous application
Enter changes to applicant details
May add a new representative
Select the designated states for the application
Input details of biological material filed if relevant
Name depositary institution
Indicate which documents are intended for
proceedings before the EPO
Note documents translated into one of the official
EPO languages (English, French or German).
Confirm list of attached documents
Set payment choices
Set fee choices
Add notes to application
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EP Procedure Euro-PCT(1200E)
4.1.3 Form 1200E menu options
The Form 1200E menu allows you to carry out common tasks.
Menu
Description
Sign
Add electronic signatures
Save as Ready to be
Signed
Save application in the Ready to Sign folder
Save as Draft
Save work so far for later completion
Save as Template
Save work as a basis for creating new forms
Export to XML file
Save in eXtended Markup Language format
Preview
Display the form in PDF format
Close Form
Shut current application
Undo (Ctrl Z)
Undo the last action or clear the screen
Cut (Ctrl X)
Remove selected item
Copy (Ctrl C)
Make a duplicate of selected item
Paste (Ctrl V)
Insert duplicated item
Add to Address Book Copy selected name to Address Book
Note (for EPO)
Add a comment intended for EPO, as part of
the data submitted
Note (internal)
Add a comment contained in the form in
preparation only, not for transmission to the
EPO
EP Phase
Display the EP Phase section
Names
Display the Names section
States
Display the States section
Biological Material
Display the Biological Material section
Documents
Display the Documents section
Translations
Display the Translations section
Contents
Display the Contents section
Payment
Display the Payment section
Fees
Display the Fees section
Annotate
Display the Annotate section
Validation
Display Validation messages and remarks
Contents
About epoline
Accesses the Help file
®
Display epoline® general information
and Customer Services details
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4.1.3.1 Pop-up menus for Form 1200E
You can click your right mouse button in a section to view the pop-up menu.
You can add a Note (for EPO). This will be transmitted to the European
Patent Office. You can also add a Note (internal). This will not be transmitted
to the EPO.
Figure 113 Form 1200E pop-up menu
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EP Procedure Euro-PCT(1200E)
4.1.4 Form 1200E toolbar options
Form 1200E toolbar buttons provide quick access to common tasks.
Button Description
Previews the page
Prints the page
Signs the form
Saves the form as ready to be signed
Opens the Help window
Validation
Hover your mouse pointer over a button to see a brief description of what
it does. If a function is not available at this point the button will be unavailable.
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4.2
EP Phase, Form 1200E
The EP Phase section of Form 1200E is where you officially request
examination of the application under Article 94 EPC, enter the applicant or
representative reference and note previous application or publication
numbers.
1. Enter the PCT application number from the previous application.
This information is mandatory.
You may also request examination in an admissible non-EPO language.
Click the drop-down arrow to select from the list.
Figure 114 Form 1200E, EP Phase section
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4.3
Names, Form 1200E
The Names section of Form 1200E is where you note any changes to
applicant details. You can also add an address for correspondence or a new
representative. Double click a function in the Names section to open the
Details window.
Figure 115 Form 1200E, Names
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4.3.1 Applicant
In this section note any changes that have not yet been recorded by the
International Bureau.
Figure 116 Form 1200E, Applicant
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4.3.2 Address for correspondence
Enter the details you wish to be used.
Figure 117 Form 1200E, Address for correspondence
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4.3.3 Representative
Select the appropriate type of entry for the representative:
•
•
•
Association
Authorised representative
Legal practitioner
Complete the details and select any options that are relevant to the current
application.
Figure 118 Form 1200E, Representative
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4.4
States, Form 1200E
The States section of Form 1200E is where you designate the countries in
which you require patent protection. You may also select extension states.
Figure 119 Form 1200E, States
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To designate contracting states
1. Double click the Designation option.
The Designation Fees window opens.
Figure 120 Form 1200E, Designation Fees
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2. Select the option for all states or specify fewer than seven states, and
then click OK.
3. If required, double click the Extension option.
The Extension Fees window opens.
Figure 121 Form 1200E, Extension Fees
4. Select the option for all states or specify the ones you require, and then
click OK.
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4.5
Biological material, Form 1200E
The Biological material section of Form 1200E is where you input details of
biological material filed if relevant and name the depositary institution.
For nucleotide and amino acid sequences, select the options that are
appropriate to the circumstances of this patent application.
Figure 122 Form 1200E, Biological material
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4.5.1 Noting the deposit of biological material
1. In the Biological material section click the Open button to confirm the
details for the deposit of biological material.
The Biological material window opens.
2. Select the options that apply to this application.
Figure 123 Form 1200E, Biological material window
There is a waiver checkbox at the bottom of the Biological material window.
If this checkbox is selected, the file Waiver (R.28(3)) is automatically
attached to the patent application that is about to be sent to the European
Patent Office. This file is listed in the Contents section of Form 1200E, on the
Other Documents tab, as well as in the Documents window.
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4.5.2 Attaching a receipt for biological material
Once you complete the details for the deposit of biological materials, the
Contents section, Other Documents tab of Form 1200E displays a new
document type:
Receipt(s) of deposit (biological material).
To attach the electronic copy of the receipt:
1. In the Contents section, click the Other Documents tab.
2. Double click the item Receipt(s) of deposit (biological material).
The Documents window opens.
Figure 124 Documents, receipt(s) of deposit
3. In the list on the left select Receipt(s) of deposit if it is not already
selected.
4. For the electronic file, click the Browse button.
5. Select your receipt file and click the Open button.
The receipt must have already been prepared in Portable Document
Format.
6. At the warning prompt click OK to save a copy of the receipt.
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The green traffic light indicates that the receipt is attached.
Figure 125 Form 1200E, Contents, receipt(s) of deposit
4.5.3 Removing receipts
1. In the Contents section, Documents window select Receipt(s) of
deposit if it is not already selected.
2. Click the Reset button.
The attached document is removed.
The attached copy is removed. The original file will remain unchanged.
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4.6
Documents, Form 1200E
The Documents section of Form 1200E is where you confirm that the
documents submitted to the International Bureau are the same ones being
submitted here. If there is any change, select the appropriate options on the
form.
Figure 126 Form 1200E, Documents
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EP Procedure Euro-PCT(1200E)
4.7
Translations, Form 1200E
The Translations section of Form 1200E is where you list the translations
supplied in one of the official languages of the European Patent Office:
•
•
•
English
French
German
Select any options that are appropriate to the current application.
Figure 127 Form 1200E, Translations
As soon as you select a translation option, the corresponding item in the
Contents section, Other Documents tab displays a red traffic light until the
translated document is attached.
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4.7.1 Attaching a translated document
1. In Form 1200E, Translations section, select the option appropriate to
the application.
Note that the traffic light for the Contents section changes to red.
2. In Form 1200E, Contents section, select Translation of priority
documents from the drop-down list in the Other Documents tab.
3. Click the Add button.
The item Translation of priority documents appears in the Contents
list.
4. Double click the Translation item.
Figure 128 Form 1200E, Contents, translation of priority documents
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The Documents window opens.
Figure 129 Documents, translation of priority documents
5. Click the Browse button to navigate to the document.
6. Select the document and click the Open button.
4.7.2 Removing a translated document
1. With the Translation of priority documents item selected, click the
Reset button.
The copy of the document is removed. The original remains unchanged.
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4.8
Contents, Form 1200E
The Contents section of Form 1200E has three tabs:
•
•
•
Forms
Technical Documents
Other Documents
Figure 130 Form 1200E, Contents
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To display the complete list of attached items, double click any document
listed on a tab in the Contents section. The Documents window opens.
Figure 131 Form 1200E, Contents section, Documents window
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4.8.1 Forms
The checklist of attached forms includes:
Form
Description
Validation log
A summary of validation remarks and messages
Submission log
The technical summary of the online filing process,
automatically named as EP1-SUB.PDF
Request
The current patent application Form 1200E
epoline ® Online Filing prepares this in Portable
Document Format and names it EPF1200.PDF
Fee settlement
Reserved for future development
Figure 132 Form 1200E, Contents section, Forms tab
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EP Procedure Euro-PCT(1200E)
4.8.2 Technical documents
The technical documents, for example the description, claims and abstract,
are as supplied with the previous application. You can only add
supplementary Other Documents .
Figure 133 Form 1200E, Contents , Technical Documents tab
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4.8.3 Other documents
Documents can be attached by selecting from the drop-down menu in the
Other Documents tab.
To attach documents:
1. Click the Other Documents tab.
2. In the drop-down list select the type of document you want to add.
3. Click the Add button.
The document type will be added to the list.
4. In the list double click the document type.
5. Browse to the location of the file and attach it.
Figure 134 Form 1200E, Contents , Other Documents tab
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If the waiver option was selected in the Biological material section, two
document headings are added automatically and displayed on the Other
Documents tab of the Contents section:
1. Receipt(s) of deposit (biological material)
You attach the receipt. For more information see Attaching a receipt
for biological material on page 67.
2. Waiver (R.28(3)).
The figure below shows how the Other Documents tab in Form 1200E
appears when the waiver option is selected in the Biological Material
section.
Figure 135 Form 1200E, Contents, waiver option
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These two document headings will also be listed in the Documents window,
Contents section.
Figure 136 Form 1200E, Documents, waiver option
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4.9
Payment, Form 1200E
The Payment section of Form 1200E is where you specify the mode of
payment and give details of account number and account name.
Figure 137 Form 1200E, Payment section
To specify the payment details:
1. Select a mode of payment from the drop-down list.
2. The currency is EURO.
3. Enter a deposit account number.
This must comprise eight digits, starting with 28.
4. Type an account holder.
5. Select any further relevant options.
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4.9.1 Information needed for calculation of fees
In Information needed for calculation of fees select the options appropriate
to the application. If you select the Number of claims on entry into the
regional phase option, type the number of claims in the box to the right. This
number is carried forward to the Fees section, minus 10. For example, if you
type 15, the number 5 appears in the Fees section.
Figure 138 Entering number of claims, sample data
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4.10 Fees, Form 1200E
The Fees section of Form 1200E has two tabs:
•
•
Standard Fees
Additional Fees
The fees displayed depend on the option you chose in the Payment section.
Click the drop-down arrow
to get the Fee schedule valid as of: date. The
fee information is held in the Maintenance section. You can only view it here.
4.10.1 Standard fees
1. Click the Standard Fees tab.
2. Select the date from the drop-down menu.
Figure 139 Form 1200E, Fees, Standard Fees tab
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3. Click Yes at the confirmation prompt.
Figure 140 Confirmation prompt, fee schedule
The fees and their descriptions are listed, with the relevant options selected.
You may open the Claims fee details if necessary to change the number of
claims for which you intend to pay.
The total amount due is displayed at the bottom of the form.
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4.10.2 Additional fees
The Additional Fees section lists fees applying to a variety of circumstances.
Click the Additional Fees tab and scroll through the drop-down list to select
any appropriate ones.
Figure 141 Form 1200E, Fees, Additional Fees tab
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4.11 Annotate, Form 1200E
You may add notes to your patent application. This section is where you add
them. A Note (for EPO) is a comment intended for the EPO, as part of the
data submitted. A Note (internal) is for internal use only.
4.11.1 Adding a note
1. Select the kind of note from the drop-down list and click the Add
button.
Figure 142 Form 1200E, Annotate, selecting Notes option
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EP Procedure Euro-PCT(1200E)
The Note window opens.
1. Identify yourself in the author box.
2. Type a subject for the note.
3. Type the note and then click OK.
Figure 143 Form 1200E, Note (for EPO)
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4.11.2 Deleting a note
1. In the Annotate section, click a note to select it.
2. Click the right mouse button on the note to display the pop-up menu.
3. In the pop-up menu select Cut.
This operation cannot be undone.
Figure 144 Form 1200E, Annotate section, pop-up menu, Cut option
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EP Procedure Euro-PCT(1200E)
4.11.3 Validation log
The validation log contains all the validation messages issued while this
application is being prepared.
Figure 145 Form 1200E, validation log, sample data
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4.12 Saving Form 1200E
4.12.1 Saving Form 1200E as a draft
1. Once you have entered the information you require, click the Window
Close button.
2. At the prompt, select the option Save as Draft and then click OK.
Figure 146 Confirmation, Save as Draft option
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EP Procedure Euro-PCT(1200E)
4.12.2 Saving Form 1200E as ready to sign
1. Once you have entered the information you require, from the Form
1200E menu select File, Save as Ready to be Signed.
Figure 147 Form 1200E, Save as Ready to be Signed option
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2. Alternatively, once you have completed the information, click the
Window Close button.
3. At the prompt, select the option Save as Ready to Sign and then
click OK.
Figure 148 Confirmation, Save as Ready to Sign option
The Submission Preparation Progress prompt appears.
4. Click the Continue button.
Figure 149 Submission, saving application
The Submission Preparation Progress window expands as epoline® Online
Filing checks that all the required information is included.
5. When Online Filing finishes its checks, the Close button appears
Note that the method of submission is epoline®. You may submit patent
applications either over a secure Internet link (epoline ®) or you can write the
file to a CD and then send it by mail/express delivery. If you have selected the
Send to CDR option on a previous occasion you must reselect epoline® to
use it again.
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6. Click the Close button.
Figure 150 Submission window expanded
The processed form is now filed in the Ready to Sign folder.
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4.12.3 Saving Form 1200E as a template
1. Once you have entered the information you want to save for reuse,
from the Form 1200E menu select File, Save as Template.
The Save Template prompt appears.
Figure 151 Save Template prompt
2. Enter a reference for the template and then click OK.
The new template will appear in the epoline® File Manager Templates
folder under this reference name.
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Checking applications
epoline® Online Filing
Version 2
Checking applications
In this section:
5
CHECKING APPLICATIONS ................................................................... 163
5.1
5.2
5.3
5.4
5.5
TRAFFIC LIGHTS ...................................................................................... 163
VALIDATION MESSAGES........................................................................... 163
DOCUMENT STATUS................................................................................. 164
PREVIEWING DOCUMENTS ........................................................................ 165
PREVIEWING THE APPLICATION ................................................................ 165
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Checking applications
5 Checking applications
epoline ® Online Filing contains features to help you check the application
during preparation:
•
•
•
•
•
5.1
Traffic lights
Validation messages
Document status
Previewing documents
Previewing the application
Traffic lights
epoline ® Online Filing checks that all the required information is complete. A
red light signals that essential information is missing, for example the
description of the invention and the claims. You must supply this before
submitting the application. An amber light indicates that information is useful,
but not mandatory at this stage, for example the Abstract of the invention. A
green light means that the information in this section is acceptable.
Red light
Amber light
Green light
5.2
Validation messages
As you complete each section, click the validation button
in the
application form window. This provides feedback on the information you have
entered.
To see the complete list of validation messages for all sections, see the
validation log in the Annotate section.
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5.3
Document status
In the Contents section you can check the name of the attached document
and its status.
1. Double click any document listed on a tab in the Contents section.
2. Click an item in the document list on the left.
The name of the attached electronic file is displayed.
The Status is displayed.
In the example below, the Description item is selected. The status is
Attached as “desc.pdf”.
Figure 152 Status of attached document, sample data
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Checking applications
5.4
Previewing documents
1. In the Contents section, click the Open button.
2. Click an item in the list of documents on the left.
3. Click the Preview button to display the selected document in PDF
format.
Figure 153 Preview button
5.5 Previewing the application
To preview the application:
4. Select File, Preview from the application form menu.
The application displays in PDF format, with the information completed
so far.
You can also click the Preview button
window to see the application.
in the application form
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Signing applications
epoline® Online Filing
Version 2
Signing applications
In this section:
6
SIGNING APPLICATIONS........................................................................ 169
6.1
6.2
6.3
6.4
6.5
6.6
SIGNING APPLICATIONS OVERVIEW .......................................................... 169
APPLICATIONS NOT READY TO SIGN.......................................................... 170
TYPES OF SIGNATURE .............................................................................. 170
ABOUT SMART CARDS ............................................................................. 175
SIGNING FORM 1001E ............................................................................. 176
SIGNING FORM 1200E ............................................................................. 181
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Signing applications
6 Signing applications
6.1
Signing applications overview
You may initiate the signing process from the form itself or from the epoline ®
File Manager Ready to Sign folder.
epoline ® Online Filing makes a distinction between legal persons and
natural persons. A legal person is a corporate entity and cannot sign
applications, but a natural person working within that organisation can.
A natural person can be entered as signatory in two ways:
•
By typing the name in at the point of signing.
•
By predefining the name in the Address Book and selecting it.
A representative from the Names section will always be displayed in the list
of signatories window and can be added as a signatory name.
An applicant can be defined as a legal person or a natural person. If defined
as a legal person, a signatory needs to be added as described above.
If you select a legal person and click the Add Signatory button, you will
be prompted to specify the name of the signatory, that is, a natural person.
Figure 154 Warning, name of signatory
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6.2
Applications not ready to sign
If you decide that the application is not ready to sign, in the Ready to Sign
folder click the application with your right mouse button and select the Return
to Drafts option from the pop-up menu.
Figure 155 Ready to Sign pop-up menu, Return to Drafts option
6.3 Types of signature
There are three legally recognised types of signature:
1. Alphabetical
An alphabetical signature is typed in.
2. Facsimile
A facsimile signature is an electronic file containing a scanned image of
a handwritten signature.
3. Digital
A digital signature makes use of a smart card with a pin number.
If you use the digital signature option, only one signatory is allowed. Once
signed, the application then moves automatically to the Ready to Send folder.
You may add more than one signature using the alphabetical or facsimile
options. In this case, the application remains in the Ready to Sign folder.
When the signatures are complete, in the epoline® File Manager window click
the right mouse button on the application and select Move to Ready to Send
from the drop-down menu.
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Signing applications
6.3.1 Adding an alphabetical signature
1. In the List of Signatories window select a signatory or type in a name.
2. Click the Add Signatory button.
The Signature window opens.
3. Click the Alphabetical option to select it.
4. Type in a forward slash /, then the signature, then type in another
forward slash / to finish, for example /Firstname Name/.
5. Click the Apply Signature button.
Figure 156 Signature, Alphabetical signature option
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6.3.2 Adding a facsimile signature
1. Prepare the signature as an image file. This must be in JPEG (*.JPG)
format.
2. In the List of Signatories window select a signatory or type in a name.
3. Click the Add Signatory button.
The Signature window opens.
4. Click the Facsimile option to select it.
5. Click the Browse button to locate the image file.
6. Select the file and click Open.
7. Back in the Signatures window click the Apply Signature button.
Figure 157 Signature, Facsimile signature option
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Signing applications
6.3.3 Adding a digital signature
1. In the List of Signatories window select a signatory or type in a name.
2. Click the Add Signatory button.
The Signature window opens.
3. Select the Advanced Digital option.
4. Insert your Smart card into the reader.
5. Click the Apply Signature button.
The Please enter PIN window opens.
Figure 158 Please enter PIN , adding digital signature
1. Type in your PIN and click OK.
epoline ® Online Filing processes the digital signing. This may take a few
moments.
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The Signature window opens.
Figure 159 Signature, advanced digital signature option
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Signing applications
6.4 About smart cards
The European Patent Organisation provides authorised users with smart
cards for use with digital signatures.
The smart card is a high security device that encrypts the signature. To add a
digital signature, insert your smart card into a reader and type your PIN when
prompted. The smart card software needs to be installed beforehand.
The smart card is created by a certification agency. It contains:
•
•
•
the private key of the user
the public key of the user
a certificate testifying that this public key has been allocated to this
user.
Each user should have one smart card. If there are several people within one
company with the right to sign and/or submit patents, there should be one
smart card for each of them.
1. Make sure that the smart card reader is switched on and working
properly.
The light on the side of the reader should be shining continuously,
rather than blinking.
Note that it will only shine continuously once the smart card has been
inserted. Otherwise it will blink. The only exception is with Windows 2000
users, where the light keeps on blinking even though the card is in the card
reader.
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6.5
Signing Form 1001E
At least one signature is required on the application. You can add signatures
from Form 1001E as described here, or from the epoline® File Manager. For
more information see Ready to Sign folder on page 205.
1. In the completed Form 1001E, click the Sign button.
Figure 160 Form 1001E, signing application
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Signing applications
The Submission Preparation Progress window opens.
1. Click the Continue button.
Figure 161 Submission, signing application
The Submission Preparation Progress window expands as epoline® Online
Filing checks that all the required information is included. When Online Filing
finishes its checks, the Close button appears.
2. Click the Close button.
Figure 162 Submission window expanded
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epoline ® Online Filing prepares the list of PDF documents for you to check.
This may take a few moments. The documents may vary depending on the
type of application, typically they will include:
•
EP1-SUB
Submission log confirming that the steps have been completed
•
EPF 1001
The application data as they appear in printed form
•
abst
The abstract
•
clms
The claims
•
desc
The description
When this list is ready the PDF Viewer window opens, with the submission log
displayed. Click the other documents on the left to see them if you wish.
3. Once you are satisfied that the correct documents are attached, click
the Sign Now button.
Figure 163 PDF Viewer, signing application Form 1001E
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Signing applications
If you decide that the application is not ready to sign, click the Cancel
button
in the PDF Viewer window. Back in the Ready to Sign
folder click the application with your right mouse button and select the Return
to Drafts option from the pop-up menu.
The List of Signatories window opens. The choice of signatories includes:
•
Any applicants or legal representatives from the Names section. These
will be displayed here. Click one to select it as a signatory.
•
Signatories from the Address Book. These can be displayed by clicking
the drop-down arrow in the middle of the window.
•
Names you type in at this point. Use the blank white space to the left of
the Add Signatory button.
1. Select a name from the Applicants, Representatives list, or from
the Address Book, or type a name into the blank space.
2. Click the Add Signatory button.
Figure 164 List of Signatories, signatory, sample data
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The Signature window opens. Note that there are three legal signatures:
•
•
•
Alphabetical
Facsimile
Digital
These are detailed in Types of signature on page 170.
2. Select the type of signature you wish to add.
3. Click the Apply Signature button.
4. Click OK to close the window and return to the epoline® File Manager.
Figure 165 Signature window
You will see a message that signing is in progress. Once epoline® Online
Filing has finished this process, the epoline® File Manager window opens.
If alphabetical or facsimile signatures were applied, the application
remains in the Ready to sign folder. You can add more signatures and move
the application to the Ready to send folder when you are ready. If a digital
signature was applied the application is moved automatically to the Ready to
send folder.
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Signing applications
6.6 Signing Form 1200E
The application will have been signed during the previous phase. However,
you may add a person to the List of Signatories.
1. Double click the Form1200E application in the Ready to Sign folder.
The PDF Viewer window opens.
2. Click the Sign Now button.
Figure 166 PDF Viewer, signing application Form 1200E
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The List of Signatories window opens.
3. Select the kind of signature you require and then click the Add
Signatory button.
Figure 167 Form 1200E, adding signatory
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Signing applications
The Signature window opens.
4. Enter the signature and click on the Apply Signature button.
Figure 168 Form 1200E, Signature, applying signature
For more information see Types of signature on page 170.
You will see a message that signing is in progress. Once epoline® Online
Filing has finished this process, the epoline® File Manager window opens.
If alphabetical or facsimile signatures were applied, the application remains in
the Ready to sign folder. You can add more signatures and move the
application to the Ready to send folder when you are ready. If a digital
signature was applied the application is moved automatically to the Ready to
send folder.
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Sending applications
epoline® Online Filing
Version 2
Sending applications
In this section:
7
SENDING APPLICATIONS ....................................................................... 187
7.1
7.2
7.3
7.4
7.5
SENDING APPLICATIONS OVERVIEW ......................................................... 187
DECIDING NOT TO SEND ........................................................................... 187
PRE-TRANSMISSION CHECKS .................................................................... 188
ENTERING A PIN ..................................................................................... 189
VIEWING RECEIPT AND REFERENCE NUMBER ............................................ 190
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Sending applications
7 Sending applications
7.1
Sending applications overview
The sending process is initiated from epoline ® File Manager.
To send the application:
•
epoline ® Online Filing checks that all the required information is
•
present.
You enter a PIN, using the required smart card.
7.2 Deciding not to send
You can decide that the application is not ready to send and move it out of the
Ready to Send folder. Click the application with your right mouse button and
select the Return to Drafts or Return to Ready to Sign option from the
pop-up menu.
Figure 169 Ready to Send folder, pop-up menu options
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7.3
Pre-transmission checks
Sending an application requires a smart card and PIN. epoline® Online Filing
checks that all the required information is present before it transmits the
application to the EPO. For additional options see Ready to Send folder on
page 207.
1. In the epoline® File Manager Ready to Send folder double click the
application you wish to send.
2. When prompted click the Continue Sending button.
If you are submitting a real filing, make sure that you are sending the
application to the production server and not the demo server.
Figure 170 Warning, production server
epoline ® Online Filing checks that the required information is present.
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Sending applications
7.4
Entering a PIN
Once the pre-transmission checks are complete, the Please enter PIN
window opens.
Figure 171 Please enter PIN , sending application
4. Type in your PIN and click OK.
5. Follow the prompts to complete the submission.
During the submission process a progress indicator displays the
percentage of data sent. You can click the Cancel button if you wish.
Figure 172 Progress indicator for sending data
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7.5 Viewing receipt and reference number
As soon as your submission has been successfully completed, the EPO
server issues a receipt and reference number.
3. To view the receipt, click Yes when prompted.
Figure 173 Information, view receipt
4. When the PDF Viewer opens, scroll through the receipt.
Figure 174 PDF Viewer, viewing receipt
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epoline® Online Filing
Version 2
epoline® File Manager
In this section:
8
EPOLINE® FILE MANAGER .................................................................... 193
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
8.10
OVERVIEW OF EPOLINE® FILE MANAGER.................................................. 193
TEMPLATES FOLDER ................................................................................ 197
DRAFTS FOLDER ...................................................................................... 201
READY TO SIGN FOLDER .......................................................................... 205
READY TO SEND FOLDER ......................................................................... 207
SENT FOLDER .......................................................................................... 209
ALL DOCUMENTS FOLDER ....................................................................... 211
SORTING APPLICATIONS ........................................................................... 212
ADDRESS BOOK ...................................................................................... 213
DEPOSITS OF BIOLOGICAL MATERIAL ....................................................... 228
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8 epoline® File Manager
8.1
Overview of epoline® File Manager
The epoline® File Manager is organised into several parts to help you process
your application: menu, toolbar and folders. When you click a folder to select
it, the contents of that folder are displayed in the white area.
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8.1.1 epoline ® File Manager menu options
The epoline® File Manager menu allows you to carry out common tasks.
Figure 175 epoline® File Manager menu
Menu
Description
New Form, EP(1001E)
Euro-PCT(1200E)
Export, Forms
Import, Forms
European patent application
European phase of PCT application
Choose the folder for storing forms
Bring forms back into epoline® Central
Directory storage area
Import, XML
Import a file from eXtended Markup
Language format
Exit (Ctrl Q)
Quit the epoline® File Manager
Remove selected item from folder
Delete (Ctrl D)
Status Bar
Indicate progress as a form is being
processed, at bottom of epoline ® File
Manager window
to EP Procedure
Select from drop-down list:
Templates
Blank application forms for EP procedures
Drafts
Partially completed applications
Ready to Sign
Applications completed and awaiting
authorisation
Ready to Send
Applications completed and authorised
Sent
Applications transmitted to the EPO
All Documents
Full list of applications in all stages
Address Book (Ctrl B) Details of names in application
Deposits of Biological
Area to record information about biological
Material
deposits. Receipts copied to Receipt Book
from the Biological Material section of the
form are displayed here.
Maintenance
Lists of information catalogues
Common Maintenance Worldwide information such as global
entities and depositary institutions
EP Maintenance
EPO information such as regional filing
office, currencies and languages
Fees, EP Fees
Table of fees
Settings
Options for using the epoline® File
Manager such as preferred PDF product
®
epoline File Manager Accesses the online Help file
Help
Displays epoline® general information and
About epoline® File
Customer Services details
Manager
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8.1.2 epoline® File Manager toolbar options
The epoline® File Manager toolbar options provide quick access to common
tasks.
Figure 176 epoline® File Manager toolbar
Button Description
Open an existing application form
Open the Address Book window
(see section on Address Book)
Open the EP maintenance window
(see section on User Maintenance)
Open the Fees window
(see section on User Maintenance)
Open the XML window
(see section on User Maintenance)
Open the Settings window
Open the Help window
Hover your mouse pointer over a button to see a brief description of what
it does.
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8.1.3 Folders for epoline® Online Filing
The folders correspond to the procedural stages in the patent application
process. As each stage is completed the application moves to the next folder.
Click a folder to see a list of its contents. Click the right mouse button on an
item in the list to open a drop-down menu of options. Click Cancel on the
drop-down menu to close it again.
Folder
Description
Blank or customised patent application forms.
Partially completed application forms
Application forms with all information completed and required
documentation attached, waiting for authorisation
Application forms completed and signed
Applications which have been transmitted to the EPO
The whole list of applications in various stages
The following sections detail the actions related to each folder.
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8.2 Templates folder
Templates are the “empty” forms to be filled in for patent applications.
EP(1001E) corresponds to an “empty” Form 1001 for European patent
applications. Euro-PCT(1200E) corresponds to an "empty" Form 1200 for the
European phase of a PCT patent application. The EPO will keep you informed
as new forms become available electronically.
You can also create your own customised forms based on these two standard
forms, to include standard information for your organisation, for example
signatories. For information on customising templates for future use, see
Customising templates on page 199.
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8.2.1 Creating a new application from a template
1. In the epoline® File Manager window, double click the template you
want to use.
Figure 177 epoline® File Manager, Templates folder
You can also select File, New Form from the menu.
The New application window opens.
2. Type a user reference when prompted, something that is meaningful
within your organisation (maximum of 20 characters).
Figure 178 New application window
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8.2.2 Customising templates
You can customise templates to save reusable data such as names, language
preferences, designated states and payment details.
To customise a template:
1.
2.
3.
4.
Create a new form.
Complete as many of the details on the form as you wish to save.
From the menu select File, Save as Template.
Give the template a name and click OK.
To use the new template:
1. Click the Templates folder to display the list.
2. Double click the template you require.
This opens a new copy.
Figure 179 epoline® File Manager, sample customised template
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8.2.3 Templates pop-up menu
Click the right mouse button on an item in the Templates folder to see the
pop-up menu. To delete a customised template click it with your right mouse
button in the Templates folder, then select Delete from the pop-up menu. The
Cancel option closes the pop-up menu.
You can only delete your own customised templates. You cannot delete
the standard epoline® Online Filing templates.
Figure 180 epoline® File Manager, Templates pop-up menu
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8.3
Drafts folder
The Drafts folder contains applications in preparation. It is good practice
when working with computer applications to save your work regularly.
Figure 181 epoline® File Manager, Drafts folder
To save your work:
1. With the application form open, select File, Save as Draft from the
menu.
This saves the form to the Drafts folder.
The form remains open for you to continue working.
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To close the form and save as a draft
1. With the application form open click the Window Close button.
2. At the confirmation prompt select Save as Draft and click OK.
Click a draft application with the right mouse button to see a list of
options. For example you can save it as a template from here, or move it to
the Ready to Sign folder, if it meets the minimum requirements to do this.
The traffic light colour indicates whether filing is possible at this point. For
more information see Traffic lights on page 13.
Figure 182 Sample with green traffic light, filing possible
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8.3.1 Preparing drafts for signature
Once you have completed the application form and attached the necessary
documentation, the form is ready to be authorised. The system will check that
all the required documents have been attached. However, only you can verify
that the documents attached are the correct ones. It is good practice to
preview the form and documents at this point, before the final submission is
prepared. The attached documents must be in Portable Document Format.
To preview an application as it appears on the form:
1. Double click an application in the Drafts folder.
2. Select File, Preview from the menu.
The form displays in PDF format, with the information completed so far.
You can also click the Preview button
to see the form.
To preview the submitted documents:
3. Click the Contents button to see the checklist of submitted documents
and files.
4. Click the Open button below the checklist.
5. In the Documents window click a document type in the list on the left,
and then click the Preview button.
Once you have checked the application, move it to the Ready to Sign folder:
1. From the menu select File, Save as Ready to Sign.
2. At the prompt click the Continue button.
epoline® Online Filing prepares the submission: the system checks
that all required information has been completed and then compresses
the application to make it quicker to send electronically.
3. Click the Close button when it appears.
The application moves automatically to the Ready to Sign folder.
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Drafts pop-up menu
Click the right mouse button on an item in the Drafts folder to see the pop-up
menu. You can move the selected item to the Ready to Sign folder, save it as
a template or delete it. The Cancel option closes the pop-up menu.
Figure 183 epoline® File Manager, Drafts pop-up menu
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8.4
Ready to Sign folder
The Ready to Sign folder contains patent applications with the mandatory
information completed, awaiting signature.
Figure 184 epoline® File Manager, Ready to Sign folder
You may initiate the signing process from the form itself or from the epoline ®
File Manager Ready to Sign folder. Select an application in the Ready to
Sign folder and double click it.
You can select an application in the Ready to Sign folder and save it as a
customised template if you wish. The next time you use the template, the
same data will be there. The attached documents will always be different.
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8.4.1 Ready to Sign pop-up menu
Click the right mouse button on an item in the Ready to Sign folder to see the
pop-up menu. You can view the selected item and edit it, move it to the Ready
to Send folder, sign it, return it to the Drafts folder, save it as a template or
delete it. The Cancel option closes the pop-up menu.
Figure 185 epoline® File Manager, Ready to Sign pop-up menu
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8.5
Ready to Send folder
The sending process is initiated from the epoline® File Manager. The Ready
to Send folder contains applications that have been signed and are awaiting
electronic transmission to the EPO. Sending an application requires a smart
card and PIN.
To send an application from the epoline ® File Manager:
1. In the Ready to Send folder double click an application.
Alternatively you can click it with your right mouse button. Select Send
from the pop-up menu.
Figure 186 epoline® File Manager, Ready to Send folder
For more information on completing the procedure see Sending applications
on page 187.
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8.5.1 Ready to Send pop-up menu
Click the right mouse button on an item in the Ready to Send folder to see the
pop-up menu. You can view the selected item and edit it, move it to the Ready
to Send folder, sign it, return it to the Drafts folder, save it as a template or
delete it. The Cancel option closes the pop-up menu.
Figure 187 epoline® File Manager, Ready to Send pop-up menu
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8.6
Sent folder
The Sent folder displays the applications sent electronically to the EPO. Click
the right mouse button on an application to view it. You will see that the
application number from your receipt has been added.
Figure 188 epoline® File Manager, Sent folder
The application cannot be changed at this stage. However, you have several
options. For example you can reuse the data for a different filing.
Double click an application in the Sent folder to select an operation.
Figure 189 Select operation, list of options
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Sent pop-up menu
Click the right mouse button on an item in the Sent folder to see the pop-up
menu. You can view the selected item, save it as a template or delete it. The
Cancel option closes the pop-up menu.
Figure 190 epoline® File Manager, Sent pop-up menu
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8.7
All Documents folder
The All Documents folder displays the whole list of applications, indicating
the phase for each one. Sent applications automatically display the
application number assigned by the EPO.
Figure 191 epoline® File Manager, All Documents folder
All Documents pop-up menu
Click the right mouse button on an item in the All Documents folder to see
the pop-up menu. You can view the selected item, save it as a template or
delete it. The Cancel option closes the pop-up menu.
Figure 192 epoline® File Manager, All Documents pop-up menu
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8.8
Sorting applications
In addition to folders, the epoline® File Manager provides a sorting facility.
You can group applications by documents and also by categories you create.
For more information on categories see Using categories on page 42.
Figure 193 epoline® File Manager, Sorting, By document option
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8.9
Address Book
8.9.1 Overview of the Address Book
The Address Book is a facility for storing contact details. You can:
•
•
•
Create names in the Address Book first and then use them in a patent
application
Enter names in the Names section of the patent application and then
save them to the Address Book
Reuse details from the Address Book, for example an address or
telephone number, to save retyping.
Applicants may be either legal persons (corporate entities) or natural
persons. A natural person can sign applications. Click the tabs to enter
additional information for:
•
•
•
States
Telephone and e-mail
Registration
Once you have created entries in the Address Book, you can use them in the
Names or Signatories sections of an application.
8.9.2 Accessing the Address Book
You can access the Address Book::
•
•
•
From epoline® File Manager
This allows you to create new names.
From the Names section of the form
This allows you to save the names entered for future use.
From the Names section, Details window:
This allows you to use saved names.
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8.9.3 Creating names in the Address Book
1. In the epoline® File Manager window, select Tools, Address Book
from the menu. Or press Ctrl B.
Figure 194 epoline® File Manager, Address Book
The Address Book window opens.
2. Select File, New from the menu. Or click the Add button.
To edit an existing entry, click the Open button.
Figure 195 Address Book, opening window
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The Address Book details window opens.
Applicants may be either legal persons (corporate entities) or natural persons.
A natural person can sign applications. Click the tabs to enter information for:
•
•
•
•
States
Address
Telephone and e-mail
Registration
3. Select either Legal person or Natural person.
4. Fill in the details you want.
5. Click the other tabs and enter additional information if you wish, and
then click OK.
Figure 196 Address Book window
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8.9.4 Address Book categories
You can assign categories to either Address Book entries or patent
application forms. A category can be any word or phrase that is meaningful in
your organisation.
8.9.4.1 Assigning a category to an Address Book entry
1. Complete the details for a Legal person or Natural person.
2. Click the Categories button.
Figure 197 Address Book, categories
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The New application window opens.
3. Select one or more categories, and then click OK.
Figure 198 New application, Address Book, sample data
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8.9.4.2 Displaying Address Book entries by category
1. In the Address Book window, click the drop-down arrow and select
the By Categories option.
2. Click the small plus sign to the left of the category to display the
entries. When the entries are showing, the symbol changes to a
minus sign .
Figure 199 Address Book, categories, sample data
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8.9.5 Assigning signatory roles
Applicants may be either legal persons (corporate entities) or natural persons.
A natural person can sign applications. If you select the role of EPO signatory
here, the person will appear in the List of Signatories window. Click the
Registration tab to select a route, role and registration number for a person.
1. To view the drop-down list, double click in the highlighted blue area.
The drop-down arrow will appear.
2. Click the drop-down arrow to select EPO signatory from the list.
Figure 200 Address Book, list of roles
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8.9.6 Deleting names from the Address Book
Once a name is created in the Address Book window, the Delete button
becomes available.
1. To delete the name, select it and click the Delete button.
Figure 201 Deleting names from the Address Book, sample data
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8.9.7 Adding names from the Address Book to an application
You can enter names in your Address Book and use them in patent
application forms as required.
To add a name to a patent application from the Address Book:
1. In the Names section select a function from the list.
2. Click the Address Book button.
Figure 202 Form 1001E, Names, selecting Address Book
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The Address Book Exchange window opens.
The existing Address Book names are displayed in the upper half of the
screen.
1. Click a name to select it, and then click a function button: Applicant,
Representative or Inventor.
The entry is added to the Names section of the current form.
Figure 203 Address Book Exchange , functions
To remove a name you have added from the Address Book, click it to
select it, and then click the Remove button.
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8.9.8 Saving names from an application to the Address Book
Once you create new details in the Names section of a patent application, you
can save them in the Address Book for future use.
1. In the application complete the details as required, and then click OK.
2. Back in the Names section select the name you have created
3. Click the Address Book button.
Figure 204 Names, accessing Address Book
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The Address Book Exchange window opens. The names you have created
are listed in the lower half of the screen.
1. Click the one you want to add, and then click the Copy to Address
Book button.
Figure 205 Address Book Exchange , copying to Address Book
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8.9.9 Reusing details from the Address Book
You may want to add a new person to the Names section of a Form 1001E. If
the new person has some of the same details as an existing contact, say for
example the same address or telephone number, you can use the existing
information to save retyping.
1. In the Names section select a function: applicant, representative or
inventor, and then click the Open button to add a new item.
Figure 206 Form 1001E, Names, accessing applicant window
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A relevant window opens, for example, the Applicant window.
1. Click the Address Book button.
Figure 207 Applicant window, accessing Address Book
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The details of the first entry in your Address Book are automatically filled in.
Small red navigation arrows appear.
2. Click the navigation arrow to move back and forth through your
Address Book to find the details you wish to use.
3. Select the details you wish to change.
4. Type the new information and then click OK.
Figure 208 Applicant, sample data, navigation arrows
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8.10 Deposits of biological material
1. In the epoline® File Manager, select Tools, Deposits of biological
material from the menu.
Figure 209 Deposits of biological material
The Deposit of biological material window opens.
2. Click the Add button.
Figure 210 Creating a new Deposit of biological material entry
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The Deposit of biological material details window opens.
3. Enter the details of the Depository Institution.
4. Enter the Identification reference
5. Enter the Accession Number assigned to the deposit, and then click
OK.
Figure 211 Entering details for deposit of biological material
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Portable Document Format
epoline® Online Filing
Version 2
Portable Document Format
In this section:
9
PORTABLE DOCUMENT FORMAT HINTS AND TIPS........................ 233
9.1.1
9.1.2
9.1.3
9.1.4
9.1.5
9.1.6
9.1.7
9.1.8
9.1.9
9.1.10
9.1.11
9.1.12
9.1.13
Selecting a PDF writer ................................................................... 234
Fonts in PDF documents ................................................................ 235
Font embedding with Adobe® Acrobat ............................................ 236
Font embedding with Amyuni® ........................................................ 238
Identification of possible problem areas ......................................... 240
Which tool is the best? .................................................................... 242
How to check that a PDF file is self-contained................................ 242
Paper size ....................................................................................... 242
Additional remarks on PDF ............................................................ 245
Adobe® Acrobat upgrades............................................................... 245
PostScript printer ........................................................................... 245
Ghostscript® and Ghostview® ......................................................... 245
Generating PDF documents using a scanner .................................. 246
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Portable Document Format
9 Portable Document Format hints and tips
The following hints and tips are provided to assist you in preparing documents
in Adobe® Portable Document Format (PDF), which is an open standard for
electronic document distribution. Adobe® PDF preserves all the fonts,
formatting, graphics, and colour of any source document, regardless of the
application and platform used to create it.
The European Patent Office can only accept documents prepared in PDF with
the correct settings. The key points to remember are:
•
•
•
Correct fonts must be chosen in order to display information correctly,
including characters such as mathematical formulae and Greek
characters.
Paper size must be A4.
Page orientation must be Portrait.
PDF documents can be created with a number of tools, one of which,
Amyuni® PDF Writer, is delivered with the epoline® Online Filing software.
This software package is less feature-rich than Adobe® Acrobat, but it is
reliable and easy to use. There are many other products on the market that
generate PDF documents. You many select any tool which produces PDF
documents in PDF 1.2 format, that is, Adobe ® Acrobat version 3.
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9.1.1 Selecting a PDF writer
1. In the epoline® File Manager, select the menu option Tools, Settings.
The epoline® File Manager Options window opens, with the General options
displayed.
2. In the PDF Generation Printer section select the option you want,
and then click OK.
Figure 212 epoline® File Manager: Options, epoline® FM
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Portable Document Format
9.1.2 Fonts in PDF documents
A PDF document is the electronic equivalent of a paper printout. It should be
checked carefully. There are a few areas where problems might occur,
especially in the field of font embedding.
There are two ways of using fonts in a document, linking and embedding.
9.1.2.1 Linking fonts
Linking references the font where it is stored on your own computer system.
The advantage of this is that the document file size can be smaller. The
disadvantage is that if you send the document to another system, as is the
case with epoline® Online Filing, the linked information cannot be referenced.
Specialised fonts, for example ones that use mathematical symbols, Greek
characters or other non-Latin alphabets, may not be interpreted correctly.
9.1.2.2 Embedding fonts
Embedding means that the font is included with the document, so the entire
package is self-contained. This is the appropriate option when sending it
outside your own system.
We strongly recommend that you use standard fonts only, that is, fonts which
are included in the set which come with the Adobe ® PDF Reader. But if you
must use a non-standard font, for example to use symbols not available
otherwise, you must ensure that this font is embedded.
If you are using special copyright-protected fonts, you must also ensure
that you have sufficient rights to embed the font with your document. You
should note the following from the Adobe® Acrobat 4.0 guide:
“A TrueType font can contain a setting added by the font’s designer that
prevents the font from being embedded in PDF files. Even though you can
move such a font to an embed list, Distiller does not embed it in the PDF file,
but displays an error message and lists the font in the log file. You can check
whether the font was embedded by opening the resulting PDF file and viewing
the Font Info dialog box.”
As a general rule programs used for PDF provide an option to embed all
fonts. The suggestions below describe the options for two in particular,
Adobe® Acrobat and Amyuni ®. For other software products, please consult the
manufacturer.
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9.1.3 Font embedding with Adobe® Acrobat
Adobe® Acrobat provides two ways of producing PDF documents, PDF Writer
and Distiller. As a general rule of thumb, use Distiller for more complex
documents, for example those that include graphics and specialised fonts.
Embedding all fonts in Distiller is done in a configuration file called
epoline.joboptions. This file has to be copied into the Distiller settings
directory, usually:
C:\Program Files\Adobe\Acrobat 4.0\Distillr\Settings
Adobe® automatically installs files for press, print and screen optimised PDF
output in this directory, with default setting as shown below. The Embed All
Fonts option is selected automatically. It might be a good idea to make the file
epoline.joboptions read-only.
Figure 213 Adobe® Acrobat Distiller
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Portable Document Format
Figure 214 epoline® Job Options
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9.1.4 Font embedding with Amyuni®
For the Amyuni ® PDF Converter, font embedding is done after Amyuni® PDF
Converter has been selected as printer.
1. Select File, Print from the document menu.
2. Select Amyuni ® PDF Converter as the printer.
3. In the Print dialogue window select Properties.
The Amyuni® PDF Converter Printing Defaults window opens.
4. Select the Font embedding option.
We suggest that you also select the multi-language support option; this is
mandatory if non-Latin characters are to be used.
Figure 215 Amyuni® PDF Converter Printing Defaults
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Portable Document Format
To set the Amyuni ® font embedding options:
5. Click the Embedding Options button.
The Font Embedding Options window opens.
6. Select all options.
Figure 216 Amyuni® Font Embedding Options
We recommend that you configure the Amyuni ® printer settings once for
all print jobs, by accessing the Printers menu in the Control Panel. If Windows
NT/2000 is being used, this should be done preferably via an Administrator’s
account.
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9.1.5 Identification of possible problem areas
Identifying and testing problem areas might be useful preparatory work. There
are multiple computer platforms, and virtually hundreds of applications that
can generate Portable Document Format. It is next to impossible to test all of
these application/platform combinations and evaluate how they might handle
certain complex document conversions. We recommend that you restrict
yourself to the platform/application combination that you plan to use for PDF
conversion. Then identify any complex elements that future application
documents might include. A few examples of complex elements are:
•
•
•
•
•
uncommon fonts
non-Latin characters, for example the euro symbol €
any Greek, Russian, Hebrew, Arabic or other characters
embedded mathematical formulas or other embedded objects
superscripts and subscripts.
Once those complex elements common to the application documents have
been identified:
1. Create a test document with the authoring tool you intend to use, for
example Microsoft® Word for Windows.
2. Try converting it to PDF on the relevant computer platform.
When you achieve a PDF that looks exactly like the original word-processed
document, use the same settings for real online patent applications.
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Portable Document Format
The figures below illustrate an example with special characters, prepared in
Microsoft™ Word for Windows and viewed in PDF format with Adobe ®
Acrobat Reader.
Figure 217 Test document prepared in Microsoft™ Word for Windows
Figure 218 Microsoft™ Word test document viewed in Adobe® Acrobat
Reader
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9.1.6 Which tool is the best?
No statement can be made as to which of the tools might be the best.
Although Adobe® PDF Distiller is generally considered as the reference, it
should be pointed out that the test approach described above is
recommended as a way of finding out what suits your requirements the best.
In some cases, Adobe® Acrobat PDF Writer with font embedding selected, or
any other PDF generating tool, can do the job as well as the tools in the
epoline ® Online Filing package.
9.1.7 How to check that a PDF file is self-contained
If a non-standard font has been used in the creation of a technical document,
then it is important to preview the file on a PC where this font in not installed
in order to check whether the characters are indeed embedded. Therefore we
advise using different PCs for the creation of the technical documents and for
the electronic filing, at least once, to ensure that the selected PDF generating
method is working properly. Make sure that the non-standard fonts are not
installed on the PC used for electronic filing (and re-viewing of the PDF files).
Using a PDF viewer other than Adobe® Acrobat could be an option as well.
For more information see Ghostscript® and Ghostview® on page 245.
9.1.8 Paper size
Rule 35(4) EPC stipulates that “The documents making up the European
patent application shall be on A4 paper ...”. For the full text see our
website:
http://www.european-patent-office.org/legal/epc/e/r35.html
This rule should also be followed for electronic filings, even though electronic
rather than physical paper is being used. Any PDF generation software should
be set to A4 paper size, that is:
•
•
29.7 cm x 21.0 cm (or 8.267" x 11.693")
portrait orientation (landscape should be avoided).
Set the page size to A4 in both your word processor and the PDF generator.
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Portable Document Format
To set Distiller to A4:
1. Select Printer Properties
2. Select the Advanced option
3. Select Portrait mode.
Figure 219 AdobePS Acrobat Distiller Advanced Options
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epoline ® Online Filing, version 2
To set Amyuni® to A4:
1. Select the A4 option directly under Printer Properties.
This seems to be especially important when drawings are not generated
by graphic programs but are scanned and converted to PDF files. For any
PDF filings that do not follow this rule, the EPO internal image database might
then contain pages with black areas filling the remaining area between the
unintentionally chosen format and A4 format.
Figure 220 Amyuni® PDF Converter Properties , paper size A4
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Portable Document Format
9.1.9 Additional remarks on PDF
9.1.10 Adobe® Acrobat upgrades
Up to and including version 1.01e of the epoline® Online Filing software, only
Adobe® Acrobat 4.0x as conversion tool is supported. The system must not be
upgraded to Acrobat 5 or later.
9.1.11 PostScript printer
Installation of a PostScript (PS) printer driver is mandatory when using
Adobe® Acrobat Distiller, even if there is no physical printer attached to the
computer system. Version 4.0 of Adobe® Acrobat which was delivered with the
first epoline® Online Filing software packages did not force the applicant to
install a PS printer driver, whereas Version 4.05 (a maintenance release from
Adobe® Acrobat) did.
9.1.12 Ghostscript® and Ghostview®
Installation of first Ghostscript 6.x and then Ghostview 3.4.
For more information on Ghostscript® 6.x and Ghostview® 3.4 see the GNU
website.
Both of these products are under GNU public licence and give Windows users
the ability to preview how the PDF file will be converted at the European
Patent Office. Ghostview® is an alternative viewer which can also display PDF
files. The EPO uses a Ghostscript®-based program to feed incoming PDF
documents into its internal image database, so previewing PDF files with
Ghostview® is a another way to check that PDF files will be converted
correctly at the EPO.
The figure below shows the test example prepared in Microsoft™ Word for
Windows as it is displayed with Ghostview®.
Figure 221 Test document displayed with Ghostview®
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9.1.13 Generating PDF documents using a scanner
A scanner is very useful for drawings and all sorts of technical documents.
However you should not use any default settings of the scanning/capturing
software that might influence the virtual paper size of the PDF documents.
Before starting the scan process, the scan area has to be set to DIN A4,
Portrait. For more information see Paper size on page 242.
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Appendix
epoline® Online Filing
Version 2
Appendix
In this section:
10
APPENDIX................................................................................................... 249
10.1
10.2
10.3
10.4
11
CUSTOMER SERVICES .............................................................................. 249
GLOSSARY OF TERMS .............................................................................. 250
ABBREVIATIONS AND ACRONYMS ............................................................ 251
SHORTCUT KEYS ..................................................................................... 251
TABLE OF FIGURES ................................................................................. 252
Page 247 of 258
Appendix
10 Appendix
10.1 Customer Services
For all questions on epoline® products in general and on epoline® Online
Filing in particular, please contact:
epoline ® Customer Services
European Patent Office
Patentlaan 2
NL-2288 EE RIJSWIJK
The Netherlands
Tel.: (+ 31-70) 340 4500
Fax: (+ 31-70) 340 4600
e-mail: [email protected]
website: http://www.epoline.org
10.1.1 Help
Clicking the Help button gives you access to this user guide.
Updates are available from the epoline® website at http://www.epoline.org.
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epoline ® Online Filing, version 2
10.2 Glossary of terms
Term
Definition
Browser
A software program that allows you to display and
navigate through web pages. The most popular
browsers are Microsoft® Internet Explorer and
Netscape™
Click
Press the primary mouse button once. The primary
mouse button is the more frequently used button.
This is generally the one on the left
Clipboard
A temporary storage area in Windows
Double click
Press the primary mouse button twice in succession
Drop-down arrow
A small black triangle
when clicked
Drop-down list
A set of options to choose from. The drop-down list
appears when you click the drop-down arrow
File extension
A three-letter abbreviation that tells a computer what
software application is associated with this document
Login ID
The user name and password that identifies you to
the computer system
Note (for EPO)
A comment intended for the EPO, as part of the data
submitted
Note (internal)
A comment for internal use only
Pop-up menu
A list of options that appears when you click the right
mouse button
Reboot
Close Windows and restart the PC
Right mouse button
click
Press the secondary mouse button
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that displays a set of options
Appendix
10.3 Abbreviations and acronyms
Term
Meaning
ASCII
American Standard Code for Information Interchange.
Abbreviation used in epoline® Online Filing to
indicate a text file.
CDR
Compact Disk Reader
JPG/JPEG
Joint Photographic Engineering Group
A graphics file type used for scanned signatures
PDF
Portable Document Format
PIN
Personal Identification Number
VPN
Virtual Private Network
XML
eXtended Markup Language
10.4 Shortcut keys
Shortcut
Description
Ctrl B
Opens the Address Book
Ctrl C
Copies selection
Ctrl D
Deletes selection
Ctrl Q
Exits the epoline® File Manager
Ctrl V
Pastes selection
Ctrl X
Cuts selection
Ctrl Z
Undoes the last action
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11 Table of figures
Figure 1 The epoline® File Manager menu ................................................................. 1
Figure 2 Demo mode option....................................................................................... 7
Figure 3 Tutorial: sample user name, demo mode....................................................... 8
Figure 4 Tutorial: epoline® File Manager in demo mode ............................................ 9
Figure 5 Tutorial: Creating a new Form 1001E ........................................................ 11
Figure 6 Tutorial: New application, sample data ...................................................... 11
Figure 7 Tutorial: Form 1001E opening window...................................................... 12
Figure 8 Tutorial: Validation button......................................................................... 13
Figure 9 Tutorial: Validation messages .................................................................... 13
Figure 10 Tutorial: Form 1001E Request section, sample data ................................. 14
Figure 11 Tutorial: Applicant, sample data............................................................... 15
Figure 12 Tutorial: Inventor, sample data................................................................. 17
Figure 13 Tutorial: Fees, Designation of states ........................................................ 18
Figure 14 Tutorial: Priority, sample data ................................................................. 19
Figure 15 Tutorial: Biological Material, sample data ............................................... 20
Figure 16 Tutorial: Contents, sample data ................................................................ 23
Figure 17 Tutorial: Status of attached document, sample data .................................. 24
Figure 18 Documents, previewing documents .......................................................... 25
Figure 19 Tutorial: Payment, sample data ................................................................ 26
Figure 20 Tutorial: Fees, sample data ...................................................................... 27
Figure 21 Tutorial: Note (internal), sample data....................................................... 28
Figure 22 Tutorial: Previewing the application......................................................... 29
Figure 23 Tutorial: Form 1001E, sample data, signing application........................... 30
Figure 24 Tutorial: Submission, signing application ................................................. 31
Figure 25 Tutorial: Submission window expanded ................................................... 31
Figure 26 Tutorial: PDF Viewer, signing application ............................................... 32
Figure 27 Tutorial: List of Signatories, sample data ................................................. 33
Figure 28 Tutorial: Signature, sample data............................................................... 34
Figure 29 Tutorial: List of Signatories, sample signatory.......................................... 35
Figure 30 epoline® File Manager, Move to Ready to Send ...................................... 36
Figure 31 Tutorial: epoline® File Manager, Ready to Send folder............................. 37
Figure 32 Tutorial: Warning, demo server................................................................ 37
Figure 33 Tutorial: Please enter PIN, sending application........................................ 38
Figure 34 File, New Form, EP(1001E)..................................................................... 41
Figure 35 Form 1001E, New application.................................................................. 41
Figure 36 New application, categories option........................................................... 42
Figure 37 Information, user-defined categories ........................................................ 42
Figure 38 New application window expanded .......................................................... 43
Figure 39 New application, master categories .......................................................... 44
Figure 40 Master Category List ............................................................................... 45
Figure 41 Form 1001E, opening window ................................................................. 46
Figure 42 Form 1001E, Request section ................................................................... 50
Figure 43 Form 1001E, Request pop-up menu ......................................................... 51
Figure 44 Form 1001E, Names section..................................................................... 52
Figure 45 Form 1001E, Names, completing details .................................................. 53
Figure 46 Applicant, blank form .............................................................................. 54
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Appendix
Figure 47 Form 1001E, Names section, Delete......................................................... 56
Figure 48 Form 1001E, Names pop-up menu ........................................................... 57
Figure 49 Form 1001E, States section ...................................................................... 58
Figure 50 Designation of states................................................................................ 59
Figure 51 Form 1001E, Extension fees ..................................................................... 60
Figure 52 Form 1001E, States pop-up menu ............................................................ 60
Figure 53 Form 1001E, Priority section ................................................................... 61
Figure 54 Form 1001E, Priority............................................................................... 62
Figure 55 Form 1001E, Priority pop-up menu ......................................................... 62
Figure 56 Form 1001E, Biological Material section................................................. 63
Figure 57 Form 1001E, Biological Material............................................................. 64
Figure 58 Form 1001E, Documents, Sequence Listings............................................ 65
Figure 59 Form 1001E, Other Documents tab, receipt(s).......................................... 67
Figure 60 Documents, receipt(s) of deposit .............................................................. 68
Figure 61 Biological Material, copying to Receipt Book.......................................... 69
Figure 62 Form 1001E, Biological material pop-up menu........................................ 70
Figure 63 Form 1001E, Contents section, Forms tab ................................................ 72
Figure 64 Form 1001E, Contents, Forms tab, waiver option..................................... 73
Figure 65 Form 1001E, Contents section, separate files option ................................ 75
Figure 66 Warning prompt, file renamed ................................................................. 75
Figure 67 Form 1001E, Documents, attaching description........................................ 76
Figure 68 Form 1001E, Documents, attaching claims............................................... 77
Figure 69 Form 1001E, Documents, attaching drawings........................................... 78
Figure 70 Form 1001E, Documents, attaching abstract............................................. 79
Figure 71 Form 1001E, Contents, combined file option............................................ 80
Figure 72 Form 1001E, Documents, combined file details ........................................ 81
Figure 73 Combined file sample, displaying red traffic light .................................... 82
Figure 74 Sample validation message, combined file ............................................... 82
Figure 75 Form 1001E, Documents section, Other Documents tab ........................... 83
Figure 76 Form 1001E Documents, sample list of documents .................................. 84
Figure 77 Documents, status of attached document, sample data.............................. 85
Figure 78 Documents, previewing documents .......................................................... 86
Figure 79 Form 1001E, Contents section totals, sample data .................................... 87
Figure 80 Documents, sample list of documents....................................................... 88
Figure 81 Form 1001E, removing documents........................................................... 90
Figure 82 Form 1001E, Contents pop-up menu ........................................................ 91
Figure 83 Form 1001E, Payment section.................................................................. 92
Figure 84 Form 1001E, Payment pop-up menu ........................................................ 93
Figure 85 Form 1001E, Fees section, selecting date................................................. 94
Figure 86 Fee schedule, Confirmation prompt.......................................................... 95
Figure 87 Form 1001E, Fees, sample amounts ......................................................... 95
Figure 88 Claims window, changing number ........................................................... 96
Figure 89 Form 1001E, Fees, Other Fees tab ........................................................... 97
Figure 90 Form 1001E, Fees, Additional Fees tab.................................................... 98
Figure 91 Form 1001E, Fees pop-up menu .............................................................. 99
Figure 92 Form 1001E, Annotate, selecting Note ................................................... 100
Figure 93 Form 1001E, Note (for EPO) ................................................................. 101
Figure 94 Form 1001E, Annotate, pop-up menu with Cut option............................ 102
Figure 95 Form 1001E, validation log.................................................................... 103
Figure 96 Form 1001E, Annotate pop-up menu ...................................................... 104
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Figure 97 Form 1001E, Save as Draft menu option................................................ 105
Figure 98 Confirmation, Save as Draft option........................................................ 106
Figure 99 Form 1001E, Save as Ready to be Signed menu option........................... 107
Figure 100 Submission window, saving application ............................................... 107
Figure 101 Submission window expanded.............................................................. 108
Figure 102 Form 1001E, Save as Template menu option ........................................ 109
Figure 103 Save template prompt........................................................................... 109
Figure 104 Form 1200E opening window .............................................................. 113
Figure 105 File, New Form Euro-PCT(1200E) ...................................................... 114
Figure 106 Templates, Euro-PCT(1200E) option ................................................... 114
Figure 107 New application ................................................................................... 115
Figure 108 New application, categories option....................................................... 116
Figure 109 Information, user-defined categories .................................................... 116
Figure 110 New application window expanded ...................................................... 117
Figure 111 New application, master categories ...................................................... 118
Figure 112 Master Category List ........................................................................... 119
Figure 113 Form 1200E pop-up menu.................................................................... 122
Figure 114 Form 1200E, EP Phase section ............................................................ 124
Figure 115 Form 1200E, Names............................................................................. 125
Figure 116 Form 1200E, Applicant ........................................................................ 126
Figure 117 Form 1200E, Address for correspondence............................................ 127
Figure 118 Form 1200E, Representative ................................................................ 128
Figure 119 Form 1200E, States.............................................................................. 129
Figure 120 Form 1200E, Designation Fees ............................................................ 130
Figure 121 Form 1200E, Extension Fees................................................................ 131
Figure 122 Form 1200E, Biological material ......................................................... 132
Figure 123 Form 1200E, Biological material window............................................ 133
Figure 124 Documents, receipt(s) of deposit .......................................................... 134
Figure 125 Form 1200E, Contents, receipt(s) of deposit......................................... 135
Figure 126 Form 1200E, Documents...................................................................... 136
Figure 127 Form 1200E, Translations.................................................................... 137
Figure 128 Form 1200E, Contents, translation of priority documents..................... 138
Figure 129 Documents, translation of priority documents ...................................... 139
Figure 130 Form 1200E, Contents ......................................................................... 140
Figure 131 Form 1200E, Contents section, Documents window ............................. 141
Figure 132 Form 1200E, Contents section, Forms tab ............................................ 142
Figure 133 Form 1200E, Contents, Technical Documents tab ................................ 143
Figure 134 Form 1200E, Contents, Other Documents tab....................................... 144
Figure 135 Form 1200E, Contents, waiver option .................................................. 145
Figure 136 Form 1200E, Documents, waiver option............................................... 146
Figure 137 Form 1200E, Payment section.............................................................. 147
Figure 138 Entering number of claims, sample data ............................................... 148
Figure 139 Form 1200E, Fees, Standard Fees tab .................................................. 149
Figure 140 Confirmation prompt, fee schedule....................................................... 150
Figure 141 Form 1200E, Fees, Additional Fees tab................................................ 151
Figure 142 Form 1200E, Annotate, selecting Notes option ..................................... 152
Figure 143 Form 1200E, Note (for EPO) ............................................................... 153
Figure 144 Form 1200E, Annotate section, pop-up menu, Cut option..................... 154
Figure 145 Form 1200E, validation log, sample data ............................................. 155
Figure 146 Confirmation, Save as Draft option...................................................... 156
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Appendix
Figure 147 Form 1200E, Save as Ready to be Signed option .................................. 157
Figure 148 Confirmation, Save as Ready to Sign option......................................... 158
Figure 149 Submission, saving application............................................................. 158
Figure 150 Submission window expanded.............................................................. 159
Figure 151 Save Template prompt.......................................................................... 160
Figure 152 Status of attached document, sample data............................................. 164
Figure 153 Preview button ..................................................................................... 165
Figure 154 Warning, name of signatory ................................................................. 169
Figure 155 Ready to Sign pop-up menu, Return to Drafts option............................ 170
Figure 156 Signature, Alphabetical signature option .............................................. 171
Figure 157 Signature, Facsimile signature option .................................................. 172
Figure 158 Please enter PIN, adding digital signature............................................ 173
Figure 159 Signature, advanced digital signature option ........................................ 174
Figure 160 Form 1001E, signing application.......................................................... 176
Figure 161 Submission, signing application............................................................ 177
Figure 162 Submission window expanded.............................................................. 177
Figure 163 PDF Viewer, signing application Form 1001E ..................................... 178
Figure 164 List of Signatories, signatory, sample data............................................ 179
Figure 165 Signature window ................................................................................ 180
Figure 166 PDF Viewer, signing application Form 1200E ..................................... 181
Figure 167 Form 1200E, adding signatory ............................................................. 182
Figure 168 Form 1200E, Signature, applying signature.......................................... 183
Figure 169 Ready to Send folder, pop-up menu options.......................................... 187
Figure 170 Warning, production server .................................................................. 188
Figure 171 Please enter PIN, sending application .................................................. 189
Figure 172 Progress indicator for sending data....................................................... 189
Figure 173 Information, view receipt ..................................................................... 190
Figure 174 PDF Viewer, viewing receipt ............................................................... 190
Figure 175 epoline® File Manager menu ................................................................ 194
Figure 176 epoline® File Manager toolbar.............................................................. 195
Figure 177 epoline® File Manager, Templates folder.............................................. 198
Figure 178 New application window...................................................................... 198
Figure 179 epoline® File Manager, sample customised template............................. 199
Figure 180 epoline® File Manager, Templates pop-up menu ................................. 200
Figure 181 epoline® File Manager, Drafts folder.................................................... 201
Figure 182 Sample with green traffic light, filing possible ..................................... 202
Figure 183 epoline® File Manager, Drafts pop-up menu ........................................ 204
Figure 184 epoline® File Manager, Ready to Sign folder ........................................ 205
Figure 185 epoline® File Manager, Ready to Sign pop-up menu ............................. 206
Figure 186 epoline® File Manager, Ready to Send folder ....................................... 207
Figure 187 epoline® File Manager, Ready to Send pop-up menu ............................ 208
Figure 188 epoline® File Manager, Sent folder ....................................................... 209
Figure 189 Select operation, list of options ............................................................ 209
Figure 190 epoline® File Manager, Sent pop-up menu............................................ 210
Figure 191 epoline® File Manager, All Documents folder....................................... 211
Figure 192 epoline® File Manager, All Documents pop-up menu ........................... 211
Figure 193 epoline® File Manager, Sorting, By document option............................ 212
Figure 194 epoline® File Manager, Address Book.................................................. 214
Figure 195 Address Book, opening window ........................................................... 214
Figure 196 Address Book window.......................................................................... 215
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Figure 197 Address Book, categories...................................................................... 216
Figure 198 New application, Address Book, sample data ....................................... 217
Figure 199 Address Book, categories, sample data ................................................. 218
Figure 200 Address Book, list of roles .................................................................... 219
Figure 201 Deleting names from the Address Book, sample data ........................... 220
Figure 202 Form 1001E, Names, selecting Address Book....................................... 221
Figure 203 Address Book Exchange, functions....................................................... 222
Figure 204 Names, accessing Address Book ........................................................... 223
Figure 205 Address Book Exchange, copying to Address Book.............................. 224
Figure 206 Form 1001E, Names, accessing applicant window................................ 225
Figure 207 Applicant window, accessing Address Book ......................................... 226
Figure 208 Applicant, sample data, navigation arrows............................................ 227
Figure 209 Deposits of biological material............................................................. 228
Figure 210 Creating a new Deposit of biological material entry ............................. 228
Figure 211 Entering details for deposit of biological material................................. 229
Figure 212 epoline® File Manager: Options, epoline® FM ................................... 234
Figure 213 Adobe® Acrobat Distiller..................................................................... 236
Figure 214 epoline® Job Options ........................................................................... 237
Figure 215 Amyuni® PDF Converter Printing Defaults .......................................... 238
Figure 216 Amyuni® Font Embedding Options....................................................... 239
Figure 217 Test document prepared in Microsoft™ Word for Windows ................ 241
Figure 218 Microsoft™ Word test document viewed in Adobe® Acrobat Reader ... 241
Figure 219 AdobePS Acrobat Distiller Advanced Options...................................... 243
Figure 220 Amyuni® PDF Converter Properties, paper size A4 ............................. 244
Figure 221 Test document displayed with Ghostview ® .......................................... 245
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Index
12 Index
A
I
Abbreviations and acronyms...................... 251
Abstracts..........................................75, 79, 80
Address Book............................................ 213
Address for correspondence ........................ 52
All Documents folder ................................. 211
Annotate ............................................. 28, 152
Inventor options ........................... 55, 133, 145
B
Biological material ..........................20, 63, 132
C
Categories ................................... 42, 116, 216
Certificates................................................ 175
Claims for invention............................... 77, 80
Combined File option................................... 80
Comments ..................................... See Notes
Contents ............................................... 71, 83
Customer Services .................................... 249
D
Description of invention ......................... 76, 80
Documents
attaching ............................. 76, 81, 83, 136
removing ................................................ 90
Drafts folder .......................................105, 201
returning applications to ......... 170, 179, 187
Drawings............................................. 78, 244
E
EP(1001E) .................................................. 11
epoline® File Manager .............................. 193
epoline® Online Filing ................................... 8
EP-Phase ................................................. 124
Euro-PCT(1200E)...................................... 113
European Patent Office
contacting............................................. 249
F
Fees ..............................................27, 94, 149
Folders ..................................................... 196
Fonts
in Portable Document Format................ 235
problem areas ...................................... 240
testing .................................................. 242
Form 1200E ..................See Euro-PCT(1200E)
G
Glossary of Terms ..................................... 250
H
L
Languages ................................................137
M
Menus
®
epoline File Manager...........................194
Form 1001E ............................................48
Form 1200E ..........................................121
Modes
demo ....................................................... 7
production.............................................188
N
Names........................................... 15, 52, 125
Non-public part ............................................88
Notes ........................................................100
adding...................................................100
removing...............................................102
P
Payment ........................................ 26, 92, 147
PDF................................................... 233, 245
Adobe® Acrobat....................................236
Amyuni ® PDF Writer ..............................233
drawings ....................................... 244, 246
fonts .....................................................235
Ghostscript............................................245
page orientation ....................................242
paper size ..................................... 233, 242
requirements.........................................242
PINs ..........................................................189
Portable Document Format ............... See PDF
Pre-conversion archive.................................89
Previewing
applications...........................................165
Printers.............................................. 238, 245
Priority................................................... 19, 61
R
Ready to send folder ..................................207
moving applications to ...........................170
Ready to sign folder ...................................205
returning applications to.........................187
Receipts
for application submission......................190
for biological material..........67, 69, 134, 194
Remarks......................................... See Notes
Renunciation option .....................................88
Request.......................................................50
Roles................................................... 52, 128
Help ...................................................... 1, 249
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epoline ® Online Filing, version 2
S
T
Saving forms
as drafts ............................................... 105
as ready to be signed.....................107, 157
as ready to send ................................... 170
as templates ......................................... 160
Security................................................. 2, 175
Sending applications ..........................158, 188
Sending applications ................................. 108
Sent folder ................................................ 209
Separate files option.................................... 75
Sequence listings .................................. 64, 89
Shortcuts .................................................. 251
Signing applications
types of signature ................................. 170
Smart Cards.......................................170, 175
Sorting applications ................................... 212
States ............................................18, 58, 129
Technical documents ...................................74
Templates folder ................................ 109, 197
Title of invention...........................................50
Toolbars
epoline® File Manager...........................195
Form 1001E ............................................49
Form 1200E ..........................................123
Traffic lights .................................................13
Translations...............................................137
Tutorial ......................................................... 7
V
Validation messages....................................13
W
Waiver option...............................................88
Windows....................................................... 1
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