button: This lets you
create a directory or workfile. As with Windows, you can create subdirectories
and a cascade structure. Directories and Workfiles
Directories and workfiles may contain both patent families and designs.
For each directory and workfile, there is a Patent Families tab and a Designs tab in the middle of the module. Your directories and workfiles are created and managed independently of the document types.
From the Explorer tab, you can create and manage your directories and workfiles. You can also create lists, which are tied to the Patents module.
When you click on a list, you are taken to the Patents module. Each action taken in the Workfiles module will affect the tree in the Patents module.
Creating directories and workfiles (Expert-only function)
Before adding items to your portfolio, you must create directories and workfiles, which allow you to better organize and archive your documents.
By default, a directory is created and called "Inbox-Your logon". This directory is private and cannot be shared with readers.
The first step in creating a new directory or workfile is
to go to a directory, by default the one called "Inbox". Next, open the menu
with the button: This lets you
create a directory or workfile. As with Windows, you can create subdirectories
and a cascade structure.
The directories have icons 
and the workfiles
have icons 
. A directory
can contain subdirectories and workfiles. A workfile can contain only documents.
Only yellow icons (directories or subdirectories) can be shared. All of the
workfiles it contains are then visible to the readers with whom it has been
shared. When sharing is done with another expert, that person will have
access to the directory’s entire content: Its subdirectories, workfiles, and
lists.
The assistant opens up, and you can choose the default directory or your current directory as the parent. If it's the default directory, a subdirectory will be created, and if it's your current directory, it will be on the same level as the current directory.
The directory must be named (up to 30 characters, spaces included), and a description and a sort key can be added. The sort key is used to rearrange the directories in the defined order. The OK button confirms, while the Cancel button closes the assistant.
A workfile is created in the same way, except that the choice of directory is implicit (the current directory).
Explorer: Managing the Tree (Expert-only function)
Each directory or workfile can be renamed: Right-clicking shows multiple options including Properties. By selecting Properties, you can edit the name, description, and sort key for the directories. The name of the directory's or workfile's creator is indicated. If the e-mail address is indicated in User Settings, that e-mail address will be the one included; otherwise, it will be the login.
The option Rename lets you rename the directory or workfile.
Right-clicking also lets you Move the directory or workfile. An assistant window pops up so that you can define where to move it to. A workfile can be moved to an existing directory, or a directory created in the assistant window. A directory can be moved to another directory, thereby becoming a subdirectory. A directory cannot be moved into one of its own subdirectories.
The Delete function deletes the directory or workfile in question. This can only be done when there are no more subdirectories, workfiles, or documents inside it. To delete a directory containing multiple subdirectories and workfiles, first delete the documents from the workfiles (using the Send to recycle bin button in the toolbar), then delete the workfiles, followed by the subdirectories, and finally the root directory.
You can also right-click to create directories, workfiles, and lists.
A window that appears when you mouse over the name of a directory shows its name, sort key, description, number of workfiles, lists, analyses, guided activities, and the e-mail address of the directory's creator.
A window that appears when you mouse over the name of a workfile shows its name, sort key, description, number of documents based on the choices made for counter display, and the e-mail address of the directory's creator.
After the directory name, the number of workfiles and lists is indicated in parentheses.
The choices offered by the Counter button (see section below) are shown behind the workfile's name in blue and in parentheses.
Adding to workfiles (Expert-only function)
There are several ways to add to your workfiles with patent families:
From the Search module: A selection of the patent families obtained from a search can be added to a workfile. You can create new directories and workfiles or choose one from the list using the assistant opened by the Move button.
From the Workfiles module: You can import patent families using their publication or application numbers and their family identifiers. The Import button offers two actions:
Enter numbers, which brings up a publication number search, allowing you to enter 100 publication numbers or a text containing publication numbers. The Format button standardized the numbers in QUESTEL format, the Clear button erases the chosen numbers, and the Cancel button cancels the import and closes the assistant. If the formatted numbers are alright, the Validate confirms the selection and OK runs the search and imports the documents.
Select a file: see import numbers.
With an alert: The results of one or more alerts may be sent to specific workfiles. The alerts are created in the Search file.
Adding Designs to Workfiles can only be done from the Designs module: A selection of designs returned by a searched may be added to a workfile. You can create new directories and workfiles or choose one from the list using the assistant opened by the Archive button.
Each new document is marked as New and stays that way for a week. You will get an email notifying you that new documents have been added to your portfolio. The contents of the notification email can be chosen from the Workfiles user settings|
Sorting and counting
The button indicated by a white arrow opens a drop-down menu that lets you choose sorting and counting options:
Sorting: You can sort by Name, Number of unread documents, Number of unfiled documents (no personal categorization), by Total number of documents, or by using the Sort key defined the time a directory and workfile were created. The workfiles may be presented in increasing alphabetical order if the Ascending box has been checked.
Counting: You can display the Number of unread documents, Number of unfiled documents, or the Total number of documents. The three options may be presented simultaneously. The digits will be indicated in blue and in parentheses, next each workfile. The unread/read counters look at how many documents have been read by an expert. For readers, the number of documents read in the counter may differ from the number of documents read due to a filter.
Moving and duplicating
The documents can be moved and duplicated using the Move/Duplicate button in the toolbar, or with the drag and drop function.
Drag and drop is symbolized by the 
icon. By clicking and holding down the
mouse button while dragging it to your destination workfile, you can move
it.
By clicking and holding with the mouse button and selecting the CTRL key to drag to the destination list, you can duplicate it.
Showing Patent Families
If you are in a directory, the Patent Family tab indicates how many documents are contained in all of the directory's workfiles.
If you are in a workfile, the number of documents it contains is shown in the Patent Family tab.
The number of documents per page is 25 by default. You can increase the number of documents to up to 200 from Display Settings.
The Display button
Right-clicking on a result
Right-clicking on a family in your hitlist brings up the functions Select, Export, Move, Mark Read/Unread, Assign Personal Fields, Update, Permalinks, Discard, Sort, and Analyze.
Columns
The quantity and information contained in the columns depends on how you choose to display the list, which you can do by clicking the Display button.
Regardless of the display lists chosen, the 1st column is the one linked to the lists' Drag and Drop function (see section about lists), the 2nd column is that of the selection (see toolbar section).
If your patent families list contains less than 5000 families, you can sort by clicking the header columns. Sortable columns are: title, oldest application date, applicant/owner, stars, date of import, the oldest priority date, the oldest date of publication, date of publication, date of entry in the collection, QW monitoring code, UAB monitoring code, UE monitoring code and user fields.
If your designs and models list contains less than 5000 designs and models, you can sort by clicking the header columns. Sortable columns are: register holder, filing date, publication date, Locarno classification, registration number, owner in the original language, accession number, description, publication offices, expiry date, the date import, stars, title, legal status, designated countries, expiration date of the renewal, priority date, priority number, name and address of the agent, inventor, national class and personal fields.
The default sort is ascending or alphabetical ascending numerical. To reverse the order, open again click on the header of the column.
Tabs
The left-hand menu can be hidden by clicking on 
.
On the right-hand side, you can open a section containing
multiple tabs by clicking the button 
.
The default tabs are Preview and Drawingsand Personal Fields.
The button 
opens a
dropdown menu showing other tabs that you can choose to display.
The tabs can be detached by clicking on 
. You can then display multiple tabs alongside
one another.
They are:
Preview: From the Edit Content button, you can choose what information should be displayed in this tab.
In the List of publications, for each publication step of each member; the publication office, the publication number, the publication date, the application date, the document type, and the links are indicated.
From the Links column, you can display:
•The member’s copy by clicking on the icon 
•Digipat login page (File History command) by clicking on the icon 
•information from the Maxval module in the event of litigation by clicking
on the 
icon. Displaying the
information requires a subscription.
•the ktMINE information about the licenses, by clicking on the 
icon. Displaying the information
requires a subscription.
The asterisk lets you mark the main CPC, IPC, and US classes.
Whether these links are included in your exports can be set in User Settings/General.
The Translate button lets you choose the language and perform a translation using the Google Translate tool. Only the content from the viewed tab can be translated. Whenever a tab and/or family is changed, you will need to request a new translation.
Using the Translate button opens a pop-up window containing the translation in the requested language. There will be one window opened for each tab translation requested.
The button 
shows the
tab as it will be printed. In addition to printing, you can save the file.
There are also buttons for Mark Read/Unread, Block/Unblock, Send to recycle bin/Restore (see following sections).
Images : All images are shown. The images are available at the bottom of the tab; clicking on an images causes it to expand.
The + sign is used to zoom in. The arrow lets you rotate the image. The choice of countries to display images from uses this priority list: US, EP, WO, DE, JP, BR, IN, KR, RU, TW, CN, CA, and lastly GB.
The button shows the
tab as it will be printed. In addition to printing, you can save the file.
User fields: List of user defined custom fields created (see section on User Fields)
Key content: the representative member's key content is displayed. The subject matter of the invention, the advantages of the invention and the drawbacks of the prior art, and the independent claims can be viewed. Key content can only be viewed for US, EP, GB, and WO publications in English. PCTs (not including those published in Korean) machine-translated into English are also used.
The Translate button lets you choose the language and perform a translation using the Google Translate tool. Only the content from the viewed tab can be translated. Whenever a tab and/or family is changed, you will need to request a new translation.
Using the Translate button opens a pop-up window containing the translation in the requested language. There will be one window opened for each tab translation requested.
The button shows the
tab as it will be printed. In addition to printing, you can save the file.
Claims : The representative member's claims are shown. Here is the cover of the available claims.
The Translate button lets you choose the language and perform a translation using the Google Translate tool. Only the content from the viewed tab can be translated. Whenever a tab and/or family is changed, you will need to request a new translation.
Using the Translate button opens a pop-up window containing the translation in the requested language. There will be one window opened for each tab translation requested.
The button shows the tab as it will be printed. In
addition to printing, you can save the file.
Description : the description of the representative member is displayed. The cover of the descriptions is the same as that of the claims.
The Translate button lets you choose the language and perform a translation using the Google Translate tool. Only the content from the viewed tab can be translated. Whenever a tab and/or family is changed, you will need to request a new translation.
Using the Translate button opens a pop-up window containing the translation in the requested language. There will be one window opened for each tab translation requested.
The button shows the tab as it will be printed. In
addition to printing, you can save the file.
Fulltext: the representative member's Fulltext is displayed.
The Translate button lets you choose the language and perform a translation using the Google Translate tool. Only the content from the viewed tab can be translated. Whenever a tab and/or family is changed, you will need to request a new translation.
Using the Translate button opens a pop-up window containing the translation in the requested language. There will be one window opened for each tab translation requested.
The button shows the tab as it will be printed. In
addition to printing, you can save the file.
Notes:(non-detachable)Displays notes published (See section on Annotations)
Attachments:(non-detachable) List of attachments (See section on Attachments)
Drawings: The series of drawings (PDF format).
First page: First page of the facsimile format (PDF)
Complete: Complete facsimile (PDF)
For tabs Notes and Attachments, the number in parentheses is the number of notes or attachments included.
In the dropdown menu, you can uncheck the tabs you no longer want to display.
The field names are in short format by default; in your Display Settings you can choose spelled-out format.
Show Designs
If you are in a directory, the Designs tab shows how many documents are in all of the directory's workfiles.
If you are in a workfile, the number of documents it contains is shown in the Designs tab.
The number of documents per page is 25 by default. You can increase the number of documents to up to 200 from Display Settings.
The Display button
Right-clicking on a result
Right-clicking on a design in your hitlist brings up the functions Select, Export, Move, Mark Read/Unread, Assign Personal Fields, Block, Discard, and Sort.
Columns
The quantity and information contained in the columns depends on how you choose to display the list, which you can do by clicking the Display button.
Regardless of the display lists chosen, the 1st column is the one linked to the lists' Drag and Drop function (see section about lists), the 2nd column is that of the selection (see toolbar section).
The Sort button lets you sort your hitlist if it contains no more than 5000 families.
Tabs
On the right-hand side, you can open a section containing
multiple tabs by clicking the button 
.
The default tabs are: Preview, Image, and Personal Fields.
The button 
opens a dropdown menu showing other tabs that
you can choose to display.
The tabs can be detached if you are using Chrome or Firefox as a browser. You can then display multiple tabs alongside one another.
They are:
•Preview: Title, registration number, register, applicant or assignee, applicant or assignee in the original language, application date, publication date, Locarno classification, and all reproductions and their legends.
Clicking on the register's flag takes you to the office's register.
You will also find the date when the designs were imported into the workfile (Imported or DPEXM), the date when it was updated (done manually) (Last update date or DUPDATE) and its read date (or DREAD).
There are also buttons for Mark Read/Unread, Block/Unblock, Discard/Restore (see following sections).
•Image: All reproductions are available. When you select an image, it appears expanded in the tab.
•Personal fields (non-detachable): The list of personal fields assigned (see section on Personal Fields)
•Notes (non-detachable): View notes published (see section on Annotations)
•Attachments (non-detachable): The list of attachments (see section on Attachments)
In the dropdown menu, you can uncheck the tabs you no longer want to display.
The field names are in short format by default; in your User Settings/Display, you can choose spelled out format.
Filter
The display of documents in a directory or workfile can be
filtered. The black arrow of Filter
icon at the top of the document list opens a
window in which several options are available:
•Title: Find documents with words in common in their titles. You can define multiple words separated by a comma and truncated with '+'. (unlimited number of characters).
•IPC codes: Find documents with same IPC code. If using complete IPC codes, put code in quotation marks or use the + truncation.
•CPC codes: Find documents with the same CPC. If using complete CPC codes, put code in quotation marks or use the + truncation.
•ECLA/ICO codes: Find documents with the same ECLA. If using complete ECLA or ICO codes, put code in quotation marks or use the + truncation.
•US Codes: Find documents with the same US code.The Us code must be indicated in full.
•Locarno codes (designs): Used to find documents with the same Locarno code. The Locarn. The code must be indicated in full or between quote marks, or with the wild card +.
•User defined classification: Find documents indexed with your personal classification. You can select Assigned, Empty or With value. For the last choice, a drop down menu displays all data available for your personal classification.
•Publication Country: (dropdown list): used to find documents with the same publication country. That country can be chosen from a dropdown list; the countries are sorted by their two-letter code.
•Assignee or owner: Finds documents having the same assignee. The full name or partial name will be searched in the Patent Assignee field as well as the Patent Assignee History field
•Inventor or creator: Finds documents having the same inventor. The full name or partial name will be searched in the inventor field.
•Relevance (rating): Search by number of stars assigned to documents.
•Granted: Find documents with at least one granted (YES choice) or only applications (NO choice).
•Since FamPat week: Find documents by limiting to their entry into the FamPat database, this date is called an update. The search format is: YYYY-WW (year-week).
•New documents: Find documents marked as “New” (Yes choice).
•Updated documents: Find documents marked as “Updated” (Yes choice).
•Read: Finds documents that have been read.(Yes choice).
•User notes: Used to filter the presence of notes (written by experts and readers allowed to share the filtered directories) (choose YES).
The Apply button confirms the filter and applies it; the OK button closes the assistant window of the filter. The Cancel button closes the assistant without applying the filter.
When the filter is activated, the Filter icon is
orange 
and placing your cursor
on the filter tab displays the filter criteria.
Clicking on left side of filter icon, acts as a toggle to activate and disactivate the filter.
Note also that filter placed on a directory or workfile remains active even if you view another directory or workfile.
Browsing tools
At the bottom of the hitlist is shown the total number of pages and total number of records.
The arrows 
allow you to browse from one document to
another. The document position relative to all documents is indicated between
these arrows.
The arrows are used to change the page; you can go directly
to the last page by clicking 
.
The 
icon opens a window with keyboard
shortcuts, making for easy navigation.
Toolbar
Rating
From the document list, you can assign star ratings to your documents. By default, a gray star appears in the column. To activate it, click on it. You can choose 1 to 5 stars. Once a rating has been assigned, you can edit it by clicking the blue star again.
Quick search line
Atop the hitlist is a quick search line.
It is used for:
•keywords: The quick search will look in the text fields, Abstract, Full Text, and also the Applicants or Assignees and Inventors.
•numbers: The quick search will look in the Publication, Application, and Priority Number fields.
When you are in a workfile, the search will look in the workfile.
When you are in a directory, the search will look in the directory (in multiple workfiles).
The X is used to clear the request.
Highlight
Highlighting is available only when you are in a workfile.
The Highlighting Assistant opens when you click the black
arrow of the button
.
Six highlight colors are available for defining new words to highlight.
All forms of truncation may be used, and may be applied on the left, right and internal.
•+ : Unlimited
•? : 0 or 1 character
•# : Exactly 1 character
You can use multiple wildcards within a single word (different wildcards or the same one repeated).
Operators are not supported with highlighting. Words can be separated by a space or a comma: words separated by space will be highlighted only when the defined expression has been found; words separated by a comma will be highlighted when isolated and/or in an expression.
The highlighting profiles put in place can be saved: To do
so, you need to indicate its name and click on the button 
.The profile saved in this way can be
requested when viewing other hitlists. To do so, you need to expand the list of
profiles indicated in "My profiles". The button clears the keywords
defined in the profile.
The Clear button erases all highlighting or profile
selections. The Apply button applies the highlighting, and the OK
button closes the assistant window. The Cancel button 
closes the assistant window without applying
highlighting.
A rollover window shows the highlighted words and the corresponding color.
The button is set to Show occurrences by
default and is orange. The defined highlighting is then visible in the hitlist
and in the tabs. The highlighting creates a hypertext path of all occurrences
within the text. This path of highlighted terms appears in the vertical gray bar
to the right of the tabs.
Each color line represents the occurrence of one term in the displayed text. Click on a colored marker to go to that occurrence within the text.
To stop showing highlighting, simply click on this button: The rollover window then shows Hide occurrences and the button becomes neutral.
The highlighting applied to a workfile is lost when you change workfiles.
When documents with highlighting that were searched for from the Search module are sent to a Workfile, the initial highlighting is lost.However, the highlighting profiles defined in the Search module are accessible in the list of Workfiles module profiles.You can therefore apply a workfile saved from the Patents module to the documents imported into a workfile.
Personal Fields (Expert-only function)
You can create up to one hundred personal fields, allowing you to add personal references to the document families. You can export these fields and search for documents containing those fields.
See the section on how to create personal fields and how to assign them
Notes
You can add a note to a family of documents or a design. To do so, in the Notes tab, choose Publish a note. A window opens, allowing you to indicate a title (mandatory) and write the note. You can edit the font, apply highlighting, etc. to the text of your note.
The OK button confirms and publishes the note.
The Cancel button closes the window..
From the tab, you can view your note. In addition, there is also the author's email address and the date and time when it was created.
The Edit button is used to reopen the previous window and make changes to it. The Delete button deletes the note.
The number in parentheses within the tab indicates how many notes have been published.
The contents of the notes can be searched using the search form.
Attachments
You can attach a file to a family of documents or a design. To do so, in the Attachments tab, choose Insert a file. A window opens, allowing you to browse your hard drive to insert a file with the Browse button. All file types are allowed, as long as their sizes does not exceed 2MB.
The OK button confirms and inserts the file.
The Cancel button closes the window..
In the tab, the list of attachments is displayed with the name, the description, the author logon, and date/hour of creation. With right click on the attachment, you have access to three options:
•Download : Download attachment
•Edit : Add a description
•Delete : Deletes the attachment
Number of attachments per family is indicated in parentheses in the tab.
You can also insert and attachment at the directory level. To do that, you open the Attachments tab (next your workfile tab) and repeat the same action as above. With the Attachments tab at the directory level, you can also display list of workfiles attachments.
The limit is eight attachments per workfile and eight attachments per document family.
The contents of attachments added into patent families can be searched using the search form.
Search
The Search tab takes you to the search form of the Workfiles module, where you can search the traditional fields, your personal fields, your notes, and your attachments.
Readers and document sharing
The Workfiles module is the sharing module. You can create readers and manage workfile sharing depending on how useful those workfiles are to the readers.
Creating Readers (Expert-only function)
Only an expert logon can create readers and thereby allow its documents to be shared. The Reader button opens the reader management assistant. The Add button opens a reader creation window. You must indicate the reader's email address (equivalent to the logon), a description (optional), and a password you will need to confirm. The password may contain 3 to 8 characters.
The OK button confirms that the reader is creator.
The Cancel button closes the window.
You can remove a reader by clicking on Delete.
The Edit button shows the description and password, which you can edit. After the reader has been created, you must send him or her the logon and password so that he or she can access the shared workfiles.
Sharing documents (Expert-only function)
Once readers have been created, you can share directories. The directory entitled "Inbox" is private and cannot be shared. Sharing can only be done on the directory level. This means that when you share a directory containing subdirectories and workfiles, the whole directory is shared. If you share a subdirectory, your reader will see the name of the "parent" directory but not its contents. He or she will only be able to access the content of the subdirectory. When sharing is done with another expert, that person will have access to the directory’s entire content: Its subdirectories, workfiles, and lists.
The Share button opens an assistant that is used to manage how your entire portfolio is shared. On the left is the portfolio's tree, with directories and subdirectories if any. In front of each name is a box that can be checked. On the right is the list of readers (in red) and experts (in blue). Experts are your company's users who have a QUESTEL logon. You can associate one or more directories and/or subdirectories with one or more readers or experts. The OK button confirms the sharing, and the Cancel button closes the window.
Right clicking on a directory or subdirectory lets you display the level of sharing:
•Nobody: The documents aren't shared.
•All users: The documents are shared with all readers and all experts.
•All experts: The documents are shared with all experts.
•Selected users: This brings up the sharing assistant, which tells which users the directory is shared with.
You can right-click to edit sharing.
From User Settings, you can choose as administrator to receive a notification when your readers change the level of relevance, publish a note, or insert an attachment. The type of notification is also to be defined in User Settings.
Readers' rights
The reader logs in to the page orbit.com with his or her logon (email address) and password. He or she will only be able to access the Workfiles module and his or her User Settings, and only the shared directories.
Here is what the reader can do:
•change the layout of the document lists
•translate
•export and create export profiles
•search within his or her portfolio
•apply sorting and define a counter for directories and workfiles
•filter documents
•publish notes
•define highlighting and save highlighting profiles
•define each document's level of relevance
Adding attachments is an option defined by the administrator. The reader is allowed or not allowed to insert files.
From User Settings, the reader can choose to assign additional columns, can choose to receive an email once a row has been assigned, a node has been added, or a file has been attached.
The portfolio's architecture and the contents of the workfiles cannot be edited.
Experts' rights
Experts with whom you have shared your directories have the same rights as you. Among other things, they can edit the portfolio's structure, add documents, or create readers.
User Settings
The User Settings module lets you edit certain parameters:
•managing readers' rights
•choose whether or not to receive an email when one of your readers adds a row, note, or file.
•define the type of list to be received in the email.
The question marks show you how to use the options being offered.