Release notes version 1.8

1. Introduction

The EPO is pleased to inform users of its case management system that CMS has been upgraded to version 1.8.

No installation is required. The new version will be automatically available the first time you log in from 29 September 2014.

2. Filing options

Using CMS version 1.8, you will be able to file:

  • EP Form 1001 (EP direct)
  • EP Form 1200 (Euro-PCT)
  • PCT/RO/101, including applications referring to biological material
  • EP Form 1038 (subsequent actions for all EP and PCT procedures, except for appeal proceedings)
    • This includes PCT Chapter II demand and notice of opposition (PDF of completed forms only)

3. Additional features in version 1.8

3.1. Error messaging

This version includes a series of messages required to inform its users of the CMS terms and conditions.

Fig 1
Figure 1 – Non-disclosure message

Also users are warned if they try to upload a malicious file which will be rejected by the CMS virus scanner.


Fig 2
Figure 2 – Warning for malicious files

When a file is bigger than 50MB the CMS will also warn the user and reject the upload.


Fig 3
Figure 3 – Warning for upload of large files

3.2. Submission process

In this version, a progress bar displays once the user runs the task “Submit application” to indicate when the acknowledgement of receipt will be ready.


Fig 4
Figure 4 – Progress bar of submission

Once the receipt is ready, the page refreshes automatically and the acknowledgement of receipt is automatically inserted as hyperlink of the application number in the header of the application as well as in the Documents tab.


Fig 5
Figure 5 – Receipt accessible via the application number

3.3. Minor technical corrections and fixes

Some minor technical corrections and bug fixes have been implemented.

4. Important note

Applications which are in Draft or Signed status when the new version 1.8 is implemented will be automatically set to a temporary Revise status. Please verify the content of any such applications before submitting them, since some of the content may have been updated due to the above-mentioned changes.

5. Features available in version 1.7

For the benefit of new CMS users, features introduced in the last version (1.7) are listed here.

5.1. Access rights management

This version enables an authorised person within your organisation to manage access rights for all the members of the organisation, i.e.

  • limit the procedures accessible to individual users
  • limit the tasks accessible to individual users
  • limit rights to administer the address book
  • assign user administration rights
  • revoke individual access rights with immediate effect.

5.2. Multi-user feature

This feature allows you to share access to all applications/subsequently filed documents so that different people in the organisation can perform different actions on them (draft, pay fees, sign, submit). At the same time, the system prevents simultaneous updating of an application/document.

Your individual access rights determine which applications/documents you can view and which tasks you can perform.

5.3. Portfolio management

Portfolio management allows you to manage applications within your organisation. You can now assign applications to folders and remove draft applications.

5.4. Templates

You can create templates for all form types, either from an existing application or from scratch. Templates are available to all members of an organisation provided they have been granted access rights for the relevant procedure.

5.5. Import/export

You can import all types of applications in XML, e.g. from patent management systems, provided that the format is compliant (EPO Online Filing specification).

You can also import/export an address book (in .csv format) if you have appropriate access rights.

5.6. Address book

In addition to being able to import an address book (e.g. from the EPO Online Filing client), the address book is shared throughout the organisation and its functionality has been improved. In order to maintain the integrity of address data, editing is restricted based on access rights. You can now also organise the address book using folders.

5.7. Fee payments

As you are working online, the fee amounts displayed will always be correct. You can now pay any fee using the Form 1038 option. The fee calculation module has also been improved.

5.8. Link to EPO online services

CMS now provides a direct link to EPO online services.

5.9. Minor technical corrections and fixes

Some minor technical corrections and bug fixes have been implemented.

6. Important note

Applications which are in Draft or Signed status when the new version 1.7 is implemented will be automatically set to a temporary Revise status. Please verify the content of any such applications before submitting them, since some of the content may have been updated due to the above-mentioned changes.

Current CMS users will be granted full applicant rights (except for user administration) when the new version is rolled out. This means that they will have access to all procedures and tasks and can manage/edit the address book. Soon after implementation, the EPO will appoint one person per organisation to act as "organisation administrator". We recommend that you restrict these additional rights to one or two people. Please refer to the annex for additional information on managing access rights.

7. Annex

7.1. Managing access rights

  • Open the EPO case management system and select the Account management tab.

    Fig 6
  • You will automatically be routed to the Users tab. Here you will see all the CMS users in your organisation.

    Fig 7
  • Click on one of the users to edit their access rights. These are divided into procedures and tasks. Tasks apply to all procedures.
  • Here you can remove the Organisation administration and Address book management roles if required.

    Fig 8
  • Address book management gives you permission to import an address book, and to add, delete or edit addresses. Normally, a larger organisation would want to restrict this facility.
  • Organisation administration gives you permission to block another user's access, and to edit access rights.

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