Documents and Communications

Create Consistent Correspondence from DocketTrak Data

DocketTrak helps subscribers generate letters and emails from portfolio information, include upcoming events and keep supporting materials associated with the correct records.

DocketForm Word Letters

DocketForm uses Microsoft Word templates and DocketTrak merge fields to create letters populated with record, client and event information.

Capabilities include:

  • Subscriber-created Word templates
    Subscribers design and maintain their own Microsoft Word templates so correspondence follows the organization’s preferred language, branding and formatting.
  • Merge fields from DocketTrak records
    Template fields are replaced with current information from the selected DocketTrak record when the letter is generated.
  • Patent, trademark and other record data
    Letters can use available information from patent, trademark and other supported DocketTrak record types.
  • Upcoming-event tables
    A template can include a table of upcoming events and due dates associated with the selected record.
  • Consistent formatting and language
    Reusable templates help attorneys, paralegals and other users generate correspondence with consistent wording and presentation.
  • Generate individual correspondence
    Users can generate a letter for a specific record when a communication is needed.

Customized Email Templates

DocketForm email templates combine subscriber-approved text with current information stored in DocketTrak, providing a repeatable way to communicate docketing activity.

Capabilities include:

  • Custom email content
    Subscribers control the subject, message text, formatting and explanatory language used in each email template.
  • DocketTrak merge fields
    Record, party, client, status and other available values can be inserted automatically when the email is generated.
  • Event and deadline tables
    Emails can include upcoming events and due dates drawn from the selected DocketTrak record.
  • Formatted email output
    Templates support formatted email content so recurring communications remain readable and professionally presented.
  • Reusable subscriber templates
    Once created, a template can be used repeatedly by authorized users instead of rebuilding similar emails each time.
  • Record-specific communications
    Each generated email uses information from the applicable patent, trademark or other DocketTrak record.

Automated Generation and Sending

DocketTrak can generate and, where configured, send form letters and emails as part of an automated workflow, reducing repetitive preparation while retaining subscriber-controlled templates.

Capabilities include:

  • Automatic letter generation
    A qualifying DocketTrak event or workflow can generate a letter from the designated DocketForm Word template.
  • Automatic email generation and delivery
    Configured email templates can be populated with current record information and sent automatically to the selected recipients.
  • Selected recipients
    Templates and workflows determine which client contacts, internal users or other recipients receive each communication.
  • Record and event information
    Automatically generated correspondence can include current record fields, status information, upcoming events and due dates.
  • Consistent subscriber-approved templates
    Automation uses the templates approved by the subscriber, helping preserve consistent language and formatting.
  • Confirmation of automated activity
    DocketTrak records and related histories provide information about automated communications and the activity that produced them.

File Attachments

Supporting files can be attached directly to DocketTrak patent, trademark and other records so authorized users can find relevant materials with the associated docket information.

Capabilities include:

  • Documents attached to records
    Files are stored with the applicable record rather than maintained as disconnected references in a separate tracking system.
  • Centralized supporting materials
    Users can access docketing information and its related documents from the same record page.
  • Encrypted document storage
    Uploaded documents are encrypted as part of DocketTrak’s document-storage protections.
  • Access controlled with the associated record
    A user must be authorized to access the underlying record before accessing its attached documents.
  • Use across supported record types
    File attachments are available for patents, trademarks and other supported DocketTrak record types.
  • Download by authorized users
    Authorized users can retrieve an attached file when it is needed for review or follow-up.

Activity Log

The Activity Log provides a chronological grid for recording activities, actions and notes directly on patent, trademark and other Details pages.

Capabilities include:

  • Dated activity entries
    Each entry includes the activity date so users can review the sequence of work and communications associated with the record.
  • Notes associated with each activity
    Users can add explanatory notes that provide context beyond the short activity description.
  • Chronological grid format
    Entries appear in a structured grid that makes the record’s activity history easy to scan.
  • Updated date and user information
    The log identifies when an entry was updated and the user responsible for the update.
  • Entries stored with the related record
    Activity information remains attached to the applicable patent, trademark or other record.
  • Simple addition and removal of activity rows
    Authorized users can add new activities and remove entries as the record’s history is maintained.

Communications Connected to Portfolio Data

Using DocketTrak data in letters and emails reduces duplicate entry, supports consistent correspondence and keeps communications connected to the underlying legal records.

Related DocketTrak Features

  • Patent Docketing
  • Trademark Docketing
  • Deadline and Reminder Management
  • Outlook, Email and Calendar Integration
  • Audit and Data Integrity

See How DocketTrak Can Help

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