Auto-Send Email Notifications or Calendar Invites when AppColl generates a Task
Users can set a Task Type to auto-send an email notification or a calendar invite, using the Notifications feature. Note: This can only be done by an account administrator. In the Tasks module, click on the Manage Task Types link in the Navigate section of the left column, and then click on the relevant task type. Scroll to the Notifications secti...
Auto-Push Task Due Dates
AppColl provides the infrastructure for complex workflows of tasks where the creation of one task can auto-trigger a number of additional tasks with differing due dates. There may be workflows where all due dates of a task group should change if one of them changes. The task type details page has a check box for enabling this functionality. If the b...
Attach a Document to Multiple Tasks
Follow the steps below to attach a document to multiple tasks. Go to the Tasks module. Check the box to the left of all tasks that you wish to attach the document to. Click the Add Document/Form Letter button in the Make Changes section. Select the the folder to save the document to. Please note that even though you're associating a document to mult...
Affiliated/Open Tasks
Affiliated tasks are tasks for matters in which you are listed as a partner, attorney, contributor, paralegal or foreign associate. Please note that some of these tasks may be assigned to other persons. To view affiliated tasks, select Affiliated/Open from the middle drop down menu in the Change View section of the left column. AppColl will filter y...
Add Foreign Annuity Payment Tasks Video
The following video outlines the steps for creating foreign annuity payment tasks. Please note: The exact dates used are not to be taken as law. Rather, they are used strictly to show how the process would work. It would be up to the user to verify the actual due dates for tasks such as this. Additionally, the user interface now requires that you...
Auto Generate Calendar Entries When Tasks with External Deadlines are Created
Do you want to automatically generate calendar entries for upcoming due dates. See the below video and/or screenshots on how to do this. This content focuses on external deadlines only, such as Respond to Office Action task types. This process also applies to e-Office Action tasks. Below the video are screen shots of what the custom task rule looks ...
Creating Trademark Section 8 & 9 and 8 & 15 Declaration Open Window Tasks
AppColl creates "File Section 8 & 9 Declaration of Use/Renewal" and "File Section 8 & 15 Declaration of Use/Incontestability" tasks with their actual deadlines and not when the open window period begins. Section 8 & 9 Declarations can be filed between the 9th and 10th year. Our due date is at the 10th year and not when the open window p...
Close or Update the Status of Multiple Tasks
AppColl provides the ability to update multiple tasks at once. The three global completion states are Complete, Not Needed and Transferred. Depending on your set up, you may have additional custom completion states. You can update multiple tasks by following these steps: Go to the Tasks module and check the boxes next to all of the tasks you wish to...
Choose from Multiple Dates with Task Types
When creating a custom task type, a reference date must be defined along with a date offset. For example, the "Respond to Final Office Action - 2 Month Deadline" task uses the triggering task's reference date, offset by 2 months as shown below. Notice the highlighted drop down called "Use this date only". You have the option to select a second date...
Color Coding Tasks
If you are an Account Administrator, you can change the color of tasks for various deadline types and due dates. Click the Settings link in the upper-right corner of any page, and scroll down to the Task Background Colors section. Click on the box for the type and date combination you want to change. You can either select a particular color by click...
Completing Tasks
Tasks can be closed from either the Tasks Module or from the matter details page where the task is associated. Complete a task from the Tasks module From the Tasks module, find the desired task and click the Status of 'Open' in the Task Status column. From the popup window shown below, select 'Completed' from the Status drop down menu. (Optional) En...
Create Reminder Task Types
( Please note: This process must be done by an Account Administrator.) You can easily create custom reminder task types that are used to alert you of upcoming deadlines. These differ from email-based notifications in that they actually appear on your open docket. For example, let's assume you want a 3-month and a 1-month reminder to file a non-...
Change the Owner for Multiple Tasks
Changing the owner assigned to multiple tasks is quick and easy. Although you can change task owners for both open and closed tasks, we recommend leaving the owner for closed tasks unchanged so you have a historical record of who did what. Here are the steps: From the Tasks Module, verify that the view shows all open tasks by selecting 'All Open' in...
Clean up US Trademark Tasks After Import
Once US trademarks have been imported, TSDR will be queried that night to bring over all bibliographic information and tasks. There maybe a number of tasks created that have already been done. AppColl does not attempt to analyze which of these tasks have actually been done. Thus, we leave it up to the user to clean them up. The main tasks to clean u...
Import Tasks
You may have situations where you need to add many tasks into AppColl, especially if these tasks would not have been created from information in Patent Center or TSDR. International matters are a good example. Below are the steps to import a group of tasks, using the attached spreadsheet: Note which columns are labelled "Mandatory for Add." When co...
Generate Tasks from Emails Received into AppColl
Please note: this feature is only available in AppColl Plus. Click here for pricing and details on the plus features. Tasks can be auto-generated when an email is sent into AppColl through the Email Intake feature. Users can also specify what text must be (or not be) present in the subject line and/or the sender email address for triggering to ...
File Supplemental IDS
AppColl generates a “File Supplemental IDS” task for pending US Patent applications any time a related matter receives one of the below events shown in the task triggers. The new task has a due date of 90 days out. As an example: APP-01-US1 is a pending U.S. non-provisional applicationAPP-01-US2 is a pending U.S. continuation claiming priority to t...
Send Client Reporting Emails when Tasks with External Deadlines are Created
This article explains the steps for creating client emails any time a task with an external deadline is generated. Please note : AppColl does not send emails directly to clients. The email will be sent to a specific user within your law firm or company (e.g., the task owner, matter paralegal, or matter attorney). You may then copy the contents of t...
Manually Docketing an Office Action from the USPTO
To manually enter a US Patent Office Action into your task list, follow the steps below: Go to the Tasks module. In the Make Changes section of the left column, click the Add button to open a New Task window. Select a client from the Client search box. Select a matter number from Matter search box. Optionally, you can skip the client and search for ...
Task Type Default Comments
Task types have a Default Comment field that can be used to store useful information about that task type, such as what specific actions have been done or need to be done to complete the task, standard steps that should be taken to complete the task, or information about the task that caused this task to be triggered. AppColl will generate the Defau...
View all Open Tasks for Matters Assigned to a Partner or Attorneys Under His or Her Supervision
To view all open tasks for matters assigned to a specific attorney or partner, follow the steps below: If you haven't already, enable the Partner field: Click the Settings link in the upper right corner of any page. (Only account admins can enter the settings) Scroll down to Matter Optional Fields and check the box for Enable Partner field. Click Sa...
Where are Documents Attached to Tasks Stored?
The location of documents tied to a task can be found in two ways. 1) From the Tasks module, click on the relevant task to open the task details. In the Documents section, each document can be opened by clicking on the document link. 2) From the Tasks module, each task has a folder icon in the links column. Click on the folder icon to open the ...
How Can I Create Task Reminders? (Deprecated)
This feature has been deprecated. Please use Scheduled Task Reports. AppColl can generate reminders for tasks (i.e., docketing items) in a number of ways, to alert you to upcoming due dates. Below is a list of options and article links for creating each reminder type. 1) Custom Docketing Reports : You can easily create a custom docketing report wit...
Handling Trademark "File Statement of Use" Deadlines
As with other extendable deadline tasks , "File Statement of Use" tasks should ONLY be marked complete if the statement of use was actually filed before the deadline. Specifically, the task is for filing the statement itself, not filing an extension of time. If you filed for an extension of time instead, mark the "File Statement of Use" task as M...
Understanding Task Statuses
AppColl has a number of standard task statuses that cause varying events and convey different information. This article focuses on the standard statuses and when to use them. Open: This is the status for tasks that haven't been completed in some way. By default, all tasks with an Open status will appear on your docket. Completed: This status is used...
Why are New Tasks Generating When I Change a Matter's Date?
Many tasks in AppColl are triggered by a change of value in a matter's Filing Date, Priority Date or Issue Date, depending on the matter Type. For example, AppColl generates a number of tasks for U.S. Utility-Type applications (Provisional, Non-Provisional, Continuation, Continuation-in-Part and Divisional) when the Filing Date value changes, such a...
Tasks with “Open Document(s) from TSDR” in the Documents Column
For U.S. trademark matters, AppColl adds a link called “Open Document(s) from TSDR” in the Documents column for each trademark task. You may need to add this column to the Tasks module by clicking the Columns link in the upper right corner, as discussed here .) Clicking on this link opens any documents available in TSDR that have the same date as ...
Mass Changing Existing Tasks
There may be instances when you wish to make mass changes to existing tasks. Depending on what you wish to change, the process differs. Below is a list of the procedures for each primary task field. Task Owner Please click here for specific instructions on changing the owner of multiple tasks. Task Comments Currently, you can append comments to mu...
Fix All-Day Calendar Entries and Events that Span Two Days
AppColl can generate all-day calendar entries sent to people in response to two primary events in the system: 1) Tasks are created or updated that have notifications with calendar entries.2) A calendar entry is manually sent using the calendar icon in the Links column of the All Open Tasks page of the Tasks module. By industry standard, an all-day c...
Delete Tasks
Tasks can be deleted from both the Tasks module and the matter details page for the task. Please Note: AppColl highly recommends that you do not delete any tasks, unless they were created in error. It is preferable to simply mark tasks as Completed, Not Needed, Reviewed, Missed, etc. This maintains a complete history of the matter. Tasks Module - ...
Delete Files Attached to a Task
You can delete a document(s) attached to a task by opening the task detail page (from either the Tasks or Matters module). In the Documents section, click the trash icon for an individual document, or the 'Clear' button for all documents attached to the task. Please Note: This does not delete the document itself. It only removes the link between th...
Anatomy of a Task Type
AppColl generates a number of tasks or docketing items when one or more triggering events occur. But how does a task type work and what are all the parts? This article describes each part of a task type. The red numbers correspond to a section of the task type. Click here for instructions on creating custom task types. 1) Type Name : This is the...
Manage Email Notifications Associated with Task Types
Notifications are emails that are sent as a result of tasks being created or updated. AppColl's Notification Manager helps manage and organize email notifications, making it easy to attach or edit the same notification to multiple task types and easy to see which task types have notifications. The Notification Manager, accessed using the "Notifi...
Disable Task Generation for Inactive Matters
By default, tasks auto-generate for all matters regardless of the matter status (e.g., Expired, Transferred, Abandoned, etc.). You can disable task generation for certain matter statuses if desired. For example, you may not want AppColl to generate more tasks automatically for transferred matters. Towards the bottom of the settings page (available f...
Create Custom Task Types
Creating custom task types can be tricky at first. However, once you get the hang of it, the process becomes easier. AppColl offers monthly webinars on this process, in addition to the videos below. Click here if you're interested in signing up for the next Task Types webinar. Or you may watched an archive of the same topic. Please note: Only ac...
Create Extendable Deadlines for Tasks
AppColl does not automatically create extension of time tasks for docketing items with affirmative steps to be completed (i.e., Respond to Non-Final Office Action, File Notice of Appeal, File Statement of Use, etc.). This is done to avoid flooding your docket with extensions that may never be needed. In order to see extensions for a task, you will w...
Regenerate Tasks
When new or edited task types are added into AppColl, we do not apply those changes retroactively. For example, a new task type is created called "Send Reporting Letter to Client" and triggers when a matter issues. This task is not auto-created for existing issued matters. It only applies moving forward. This is done on purpose to prevent rampant ta...
Extend the Due Dates of Tasks with Extendable Deadlines
To skip and extend an extendable deadline task, such as a "Respond to Non-Final Office Action - 3 Month Deadline" or "File Section 8 & 15 Declaration - 6 month Deadline" tasks, set the Task Status to “Missed”. This will close the task and create the next deadline in the sequence. For example, missing the 3-month deadline will create the 4-month ...
Tasks Module Overview
The Tasks module is used to manage all tasks, such as docketing and workflow items within AppColl. AppColl has a standard set of tasks that it will use to populate your docket. Some tasks are simply notifications, particularly of actions taken by the PTO. Other tasks require action and have varying types of deadlines. To view all available tasks, ...
"Review USPTO Status Change" Tasks
Whenever a U.S. trademark, U.S. patent, or PCT matter receives an updated status from the USPTO (via an XML import or TSDR), AppColl will create a ‘Review USPTO Status Change’ task and put the status in the comments section. The purpose of the task is to alert you that the status of the application has changed. This refers to the official PTO status...
"Review USPTO e-Office Action" Tasks
AppColl will generate a "Review e-Office Action" task for certain actions when it receives an e-Office Action for a matter. If you wish to disable these, follow the below steps: Go to the Tasks module. Click on the Manage Task Types link on the left side of the page in the Navigate section. Find the “Review USPTO e-Office Action” task you wish to di...
"Review USPTO Communication" Tasks
Whenever a U.S. trademark, U.S. patent, or PCT matter receives updated transactions from the USPTO (via an XML import, an e-Office Action or TSDR) AppColl either creates an explicit docketing item or a catch-all ‘Review USPTO Communication’ task. The Review task is only created if no other task was created due to the new transaction. For example, an...
"Review Differences" Tasks
AppColl can retrieve bibliographic data from Patent Center, TSDR and EspaceNet. Click here for more information on how these data sources can be used. AppColl creates a ‘Review Differences’ task for a matter any time discrepancies are found between data currently stored in AppColl and data retrieved from one of the data sources mentioned above. A...
Create Task Types that are Date Dependent
There are instances when a date range affects whether a task should generate. For example, Canadian trademark registrations recently changed where the renewal period varies depending on the registration date. Specifically, Canadian trademarks registered before June 17, 2019 had a 15 year renewal period. Whereas, Canadian trademarks filed on or after...
List of all available columns for Tasks
This is the list of all available columns available for the summary list view in the Tasks module. Matter: Refers to a specific case, lawsuit, or project that a legal or business firm is handling. TaskType: Refers to the classification or categorization of a task within a project or matter, such as research, drafting, or administrative tasks. Respo...
AppColl Standard Task Types
ID TaskType Owner AutoGenerationEnabled RespondByUses MonthOffset DayOffset DeadlineType Description 1 Attorney Project Attorney for matter Y Task creation date 0 0 Internal Deadline 189 Disclosure Action: Submitted~Review Attorney for matter Y Task creation date 0 7 Internal Deadline 188 Disclosure Action: Unfinished~Submit All inventors ...
Why does the first update from Patent Center generate old tasks?
Due to the system change from Private Pair to Patent Center, currently with the way Patent Center generates their XML files, whenever a new matter is entered into AppColl and that case had its first Patent Center updated, you may notice the system create a few outdated tasks, which simply need to be closed. After each matter had its first update, ho...
What Tasks are Auto-Generated in AppColl
The following list shows which tasks are auto-generated under varying circumstances within AppColl. Domestic Patent tasks that can generate from the Image File Wrapper Expect to Receive Filing Receipt File Petition to Revive Abandoned Application Respond to Advisory Action File Appeal Brief File Notice of Appeal Respond to Ex Parte Quayle Action R...
Use of Affiliated Reports
Many medium to large law firms have two people that own a matter. There's the working attorney and then there's the ultimate owner. In AppColl, it’s possible to assign the working attorney to the attorney field and assign the ultimate owner to the partner field. If you are a partner and you want a docket report with not only what that the working...