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      Warning messages: what they mean and what to do next

      Guiding you through unexpected warnings on the iPify platform

      Contents:



      EPO service connection error


      You will see the above message when we are unable to locate your patent on Espacenet. There are many reasons why this may occur, for instance, the EPO service being temporarily down. 

      If this warning is displayed, please first refresh the page and see if this resolves the error. This typically works. 

      Failing the above, we invite you to contact the Customer Success team so that we can investigate.

      Number of claims may not be accurate

      If you see a warning message next to the claims (as seen below), we draw attention to the fact that we may not have successfully captured the number of claims within the patent. 

      The number of claims drives the official fee costs in Lithuania and Morocco. To ensure your quote/instruction displays accurate prices, if you have selected Lithuania and/or Morocco, we invite you to amend the number of claims manually. 

      After Add orders, click edit and amend the "Number of claims" to match the true number (as shown below). The official fee will then be updated to match the correct number of claims to be filed. 

      Nevertheless, our team will inform you of any change in official fees in the official acceptance of your instruction. 

      Word count failed

      There are circumstances when the Druckexemplar may not be available or located. You will see a red banner with a warning message when this occurs. Please contact our Customer Success team so that we can perform a manual word count of the latest patent text.

      Patent data

      If we have automatically recognised a recordal, you will see a warning message and be prompted to navigate to Patent Data before proceeding to add your orders.

       

      Here you must indicate if the change is integrated into the EPO form 2006.

      Translation warning messages

      The iPify platform detects when there are irregularities in the translation requirements for a case, and displays warning messages to make you aware of them. You can see below what each one means and how to fix them.

      An order does not have an associated translation

      This message appears when an order is expecting a translation from elsewhere, but it is not available. As the translation is required for filing purposes, the platform prevents instruction from occurring.

      Example: you have ordered an EP validation after grant in Cyprus, but have not ordered an EP validation after grant in Greece. By default, Cyprus expects to reuse the translation from Greece, but because Greece has not been ordered, this translation does not exist. Therefore a warning message is displayed.

      What to do

      Click on the affected order (in this example, Cyprus) to view the ‘Estimate’ page. At the bottom left of the page, there is an area called ‘Translation requirements’:

      Change the ‘Translation strategy’ parameter to either:

      • ‘Customer provides translation’ if you would like to provide your own translation
      • ‘Filing agent performs the local translation’ if you would like the filing agent to perform the translation

      Selecting either of these options will ensure that a valid translation is associated with this order and the warning message will disappear.

      There are multiple translations requested for the same language

      This message appears when a translation into one language has been requested multiple times in a case.

      Example: you have ordered an EP validation after grant in both Cyprus and Greece, and have requested the filing agent to perform a translation in both jurisdictions.

      What to do

      You only need one agent to perform a translation, and the other agents in other jurisdictions can reuse that translation.

      Click on one of the affected orders (in this example, Cyprus), to view the ‘Estimate’ page. At the bottom left of the page, there is an area called ‘Translation requirements’:

      Change the ‘Translation strategy’ parameter to ‘Use translation performed by Greek agent’. This will ensure that the translation performed by the Greek agent will be reused in Cyprus, meaning that you will only pay for one translation, instead of two.

      iPify is requested to perform a translation but the translation order has not been added

      This message appears when a separate translation has been requested in the translation strategy parameters but the order for this translation does not exist in the case.

      Example: you have ordered an EP validation after grant in the Netherlands for a patent in French and have selected for the claims to be translated into Dutch, and the rest of the patent to be translated by iPify into English. You have not added the order for translation into English.

      What to do

      Click on ‘Prepare orders’ in the top right of the screen:

      Then select the translation service from French into English:

      Now you have added this translation order, the warning message will disappear.

      The same translation has been provided by the customer in one jurisdiction and shared in another jurisdiction

      There are two types of scenario where this warning may appear:

      Scenario 1: when a translation into a language has been marked as provided by the customer in at least one jurisdiction and marked as to be shared or requested to be performed in another.

      Scenario 2: when a translation into a language has been marked as provided by the customer in at least one jurisdiction and marked as to be performed by iPify in another, but without the iPify translation request being added.

      Scenario 1

      Example: you have ordered an EP validation after grant in both Cyprus and Greece, and have chosen to provide a translation in Greece and for Cyprus to reuse the translation made by the Greek agent.

      What to do

      Provide a translation:

      If you would like to provide a translation, then each jurisdiction covered by that translation needs to have the translation strategy set as ‘Customer provides translation’.

      Click on one of the affected orders (in this example, Cyprus), to view the ‘Estimate’ page. At the bottom left of the page, there is an area called ‘Translation requirements’:

      Select ‘Customer provides translation’ and the warning message will disappear as all jurisdictions with the translation into Greek are set as ‘Customer provides translation’.

      Have translation performed:

      If you would like the translation to be performed, then you need to set one jurisdiction for that language to perform the translation, and the rest to reuse it.

      Click on one of the affected orders (in this example, Greece), to view the ‘Estimate’ page. At the bottom left of the page, there is an area called ‘Translation requirements’:

      Select ‘Filing agent performs the local translation’ 

      Click on the other affected orders (in this example, Cyprus) and make sure that you select 'Use translation performed by Greek agent'.

      The warning message will then disappear as one jurisdiction with the translation into Greek is performing the translation and the others are reusing it.

      Scenario 2

      Example: you have ordered an EP validation after grant in the Netherlands and Finland for a patent in French.

      For the Netherlands, you have asked for the claims to be translated into Dutch, and the description and drawings to be translated by iPify into English, but you have not yet added the order for translation into English.

      For Finnish, you have asked for the claims to be translated into Finnish, and have chosen to provide the English translation for the description and drawings.

      What to do

      Provide a translation:

      If you would like to provide a translation, then each jurisdiction covered by that translation needs to have the translation strategy set as ‘Customer provides translation’.

      Click on one of the affected orders (in this example, the Netherlands), to view the ‘Estimate’ page. At the bottom left of the page, there is an area called ‘Translation requirements’.

      In ‘Translation strategy for English’, select ‘Customer provides translation’. This will ensure that all jurisdictions requiring the English translation are marked as the customer providing it.

      This will make the warning message disappear.

      Have translation performed:

      If you would like the translation to be performed, then you need to set all relevant jurisdictions to ‘iPify performs translation’ and add the translation order to the case.

      Click on one of the affected orders (in this example, Finland), to view the ‘Estimate’ page. At the bottom left of the page, there is an area called ‘Translation requirements’:

      Change the translation strategy for English to ‘iPify performs translation’.

      Click on ‘Add orders’ in the top right of the screen:

      Then select the translation service from French into English:

      Now you have added this translation order, the warning message will disappear.


      The same translation is ordered for one jurisdiction and provided by the customer in another

      This message appears when a translation into a language has been marked as provided by the customer in at least one jurisdiction and has been ordered in another.

      Example: you have ordered an EP validation after grant in the Netherlands and Finland for a patent in French.

      For the Netherlands, you have asked for the claims to be translated into Dutch, and the description and drawings to be translated by iPify into English. You have added the order for translation into English.

      For Finnish, you have asked for the claims to be translated into Finnish, and have chosen to provide the English translation for the description and drawings.

      What to do

      Provide a translation

      If you would like to provide a translation, then each jurisdiction covered by that translation needs to have the translation strategy set as ‘Customer provides translation’ and you would need to cancel the ordered translation.

      Click on one of the affected orders (in this example, the Netherlands), to view the ‘Estimate’ page. At the bottom left of the page, there is an area called ‘Translation requirements’.

      In ‘Translation strategy for English’, select ‘Customer provides translation’. This will ensure that all jurisdictions requiring the English translation are marked as the customer providing it.

      Next, go to the translation order for description into English and click on the dropdown list next to the ‘Instruct’ button:

      Then click ‘Cancel’ and confirm the cancelation afterwards:

      This will make the warning message disappear.

      Have translation performed

      If you would like the translation to be performed, then you need to set all relevant jurisdictions to ‘iPify performs translation’.

      Click on one of the affected orders (in this example, Finland), to view the ‘Estimate’ page. At the bottom left of the page, there is an area called ‘Translation requirements’:

      Change the translation strategy for English to ‘iPify performs translation’. This will make the warning message disappear as all relevant jurisdictions have this parameter selected and the translation order for English exists.