TABLE OF CONTENTS

• Introduction
• How to add documents in a workfile ? 
  • 1.Drag and drop records. 
  • 2. Using the Import option
• After the import?

Introduction

Workfiles in Orbit Intelligence are powerful tools designed for managing and collaborating on collections of patent families. They allow users to add metadata, assign values, rate documents, and add comments, providing a structured way to review and analyze patent information with colleagues. Remember that workfiles must be FamPat records.

There are three different options to add documents to a workfile that's already created (read the article Creating workfiles beforehand). Import limit:  5000 documents per import.

After doing a search and/or importing numbers, the first step is to select the records from the list that you want to save in a workfile.

Documents in a workfile are always sorted out by archive date (the date you or an alert imported the family). You can use any of the other column headers to sort out the documents based on a different key. 

Customisation of this sorting is not saved and be reset when you display another workfile's content.  

How to add documents in a workfile ? 

1.Drag and drop records. 

Select one or more records and using the option dots at the left-hand side of each record hold click and drag the documents to the corresponding workfile in the Explorer tab.

2. Using the Import option

At the top, once you have opened a workfile

The Import option has 2 different ways to input the information:

• Enter numbers

Enter the information manually an afterward click OK at the bottom right-hand side of the Numbers Assistant.

• Select a file

Select the file from your computer and the column to extract the information from, the type of information to input and finally the corresponding workfile and click Finish at the bottom right-hand side of the Import window

After the import?

After using any of the adding options a loading bar should be displayed and after it finishes processing the data, the workfile should display the number of records added. The information can be accessed by clicking in the Explorer tab.

Tip: counters could be activated from the little white triangle at the top right of Explorer.

If a family is already present into a workfile, the user fields content will be merged to obtain only one record per workfile.

When merging, Orbit Intelligence handles different types of user fields distinctly:

• Single value fields like free-text, links, numeric and dates user fields, will be replaced by the moved record values. In other words, the content from moved family will overwrite content of already present family.
• Multiple value fields will be merged (concatenated) so that all values are in place.

In addition to user fields, Workfiles allow users to add Notes for review and annotation. The merging process is pretty similar to Multi-Values user fields, and all the notes from both documents will be displayed one after the other, in counter-chronological order. 

We kindly advise to use Notes instead of Free-text fields, related to merging process described here above.

Understanding this merging behaviour is key to effectively managing your patent review workflows and collaborating with colleagues within Orbit Intelligence Workfiles. 

The system is designed to help standardise patent review processes through features like user fields and support team collaboration.