This article explains the settings available for the configuration of the renewals functionality. 

TABLE OF CONTENTS


Where to find the Renewals settings in Equinox

You can access these settings via Renewals > Settings

Note: These settings will only be visible to users with the specific account permission for this area.


Forecast

The forecast is the number of months before the renewal due date that the costs/quotes are due to be added to the renewal. This can be set per type of IP. 

For example, if you had the forecast period set to 6 months for patents, a renewal with a due date of 30th December would be scheduled to have the costs/quotes added on the 30th of June.


General

End of Month Deadlines – If enabled, renewal deadline dates will be generated for the end of the month, for countries where this is applicable based upon the country law. 

For example, a GB patent with an anniversary date of 15th February would generate a renewal deadline of 28th February with this setting enabled.

Generate deadlines that are in grace period – If a case has a renewal due date in the past but that could currently be in the grace period, Equinox will suggest this as the first renewal date rather than the renewal for the following year.

Abandon Action – This dropdown lists all pre-sets in your system. The pre-set selected here will be prompted on a case when a renewal on that case is marked as Abandon.

Managed by Others Action – This dropdown lists all pre-sets in your system. The pre-set selected here will be prompted on a case when a renewal on that case is marked as Managed by Others.

Lapse Action – This dropdown lists all pre-sets in your system. The pre-set selected here will be prompted on a case when a renewal on that case is marked as Allow to Lapse.

Default Charge Profile (our fee) – This dropdown lists your Fixed charge sheet items, and you should select your charge sheet item that is used for your default Renewals Service Charge. For more information, see the article on setting up the Renewals Charge Sheet.

Default Charge Profile (official fee) - This dropdown lists your Cost charge sheet items, and you should select your charge sheet item that is used for your default Renewals Official Fee. For more information, see the article on setting up the Renewals Charge Sheet.

Responsible for Renewals – The renewals tasks (deadline and notices) that are generated on the case will be assigned to the user or team selected in this dropdown.  

Do not add official fees for – This allows you to select renewal responsible values that should not have official fees added. With this enabled, the official fee will not be added when costs/quotes are added to the renewal.

Enable Advanced Renewal Notices – This is required to be enabled. 

Disable Allow to Lapse Instruction – This removes the option of ‘Allow to Lapse’ for renewal instructions.

Disable Managed by Others Instruction – This removes the option of ‘Managed by Others’ for renewal instructions.

Show only One Renewal on Case Details – If enabled, only the latest renewal will be visible in the renewals table on the right-hand side of the case details screen. 

Close Renewals Automatically when Case(s) closed – If enabled, when a case is set to a Closed status, any open renewals will be automatically closed.

Renewals Task Type – This is the task type that will be used for renewal tasks that generate on the case.


Notice Table Settings

This section lets you build a table of renewals information that can be used in combined renewal notices. 

Note: This information is output via merge code #RENEWAL_NOTICE_TABLE# in a smart template.

Notice Table Columns – This lets you input the columns that should be included in the renewal notice table. Click on the information icon to see the columns available, and type the required column headers into the available field. These should be comma separated, with no spaces after the comma.

Notice Table Text – This lets you set the wordings for the column headers. You should type the header names in the order that they are listed in the columns above, separated by commas. 

For example: 

Our Ref,Your Ref,Number,Applicant,Country,Title,Year,Cost,Renew,Abandon

If left blank, the column headers as they appear in the Notice Table Columns setting will be used. 

For further information on configuring your notice templates, see Renewals Notice Templates.