TABLE OF CONTENTS
Sending notices on a case-by-case basis
Notices are typically generated on an individual case basis. When you generate a renewal due date, tasks will be added on the case that correspond with any renewal notices that you have set up in your system.
Example - Sending patent renewal notices
In the example below, the system is configured to have 2 standard reminder notices for patent renewals, and an additional reminder when the renewal moves into the grace period.
When the renewal due date is generated, the following tasks are therefore generated on the case:
The tasks are assigned to the user set as ‘Responsible for Renewals’ in Renewals > Settings. The task type is set based on the ‘Renewals Task Type’ setting, also in Renewals > Settings.
The task will have the smart template linked as Outgoing Correspondence. 
From here, the renewal notice can be sent in the same way as other outgoing correspondence items.
Sending combined notices
Equinox also provides the ability to generate and send combined renewal notices. This lets you select multiple cases that should be included in a renewal notice, and then output one template to send to the client.
To generate a combined notice, you firstly need to create a report with type ‘Case & Renewals’ in the report generator.
Note: The report must include the ‘Year’ column – this is used to link the specific renewal due dates to the report, and therefore the notice.
The other columns used in the report do not affect the output of the notice - the report is just used to generate the selection of cases that should be included.
Note: All renewals in the filtered selection must have the same case renewal client.
Example - Sending a combined notice for a family of cases
In the example below, a report has been created and filtered down to a specific family of validations:
To generate a notice for these due dates, click the Create Renewals Notice option in the top-left of the report.
Note: This option is only visible when the ‘Year’ column is included in the report.
On the next page, enter the details of the notice that you're generating:
This page has the following dropdown menu fields:
| Field name | Details |
|---|---|
| Notice Definition | Used to automatically close any corresponding tasks on the cases included in the notice. For example, if you have a task on an individual case to send the 1st reminder, this task will close automatically when a notice with the 1st reminder notice definition is created via the report generator. |
| Recipient | Lists the available renewals correspondence contacts at the renewal client. |
| Notice Template | Lets you choose which specific template in your system should be used for the notice. |
When you click Create Notice, Equinox will generate an Outgoing Correspondence task on the client care file of the renewal client.
If the renewal client does not have a client care file linked (set as the Linked Case in the organisation details), a warning will appear advising that this is necessary.
Note: It's possible to automatically generate client care files when you create a new client organisation. To turn this functionality on, please contact [email protected].