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FAQ - Online filing

Questions

General information

Smart cards and soft certificates

Technical requirements and software/hardware issues

Where to find help

Current filing and submission issues

Tools - templates - features

Appeal proceedings

National offices

Updates

Conversion issues (PDF, PatXML)

Filing of sequence listings

Answers

General information


How much does it cost to use the Online Filing software?

Nothing. The service is free of charge.

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What do I need from the EPO to file documents online?

You need a smart card, a smart card reader (including software) and the Online Filing software itself.

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Where can I get a smart card?

You can order your smart card online. You will be sent a starter kit consisting of a smart card, reader and software. You should check for the latest updates on our website and apply them immediately, or enable Live Update after the installation and apply all available updates.

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Can I file patent applications via the My.epoline portal?

No, this option is not available yet.

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What documents can I file using the Online Filing software?

With the Online Filing software you can file the following documents with the EPO: EP (EP1001E2K) and Euro-PCT (EP1200E2K) applications as well as subsequent actions including appeals (EP1038E), PCT (PCT/RO/101) and EP(Oppo) documents with the EPO. You can also file national patent applications (DE, FI, FR, GB, NL, PL, SE, SK, and so on), EP1001 and PCT/RO/101 with the relevant national patent office.

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Smart cards and soft certificates


Do I need a smart card to prepare patent applications using the Online Filing software?

You do not need a smart card to prepare applications, but you do need one to sign and send your application online to the EPO and most of the national offices.

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How can I verify that my smart card reader has been properly installed and that my smart card is recognised by my PC?

You can check the functioning of your smart card and certificates as follows:

Insert your smart card into the reader. Go to Start -> Programs -> Gemplus/Gemalto -> GemSAFE Toolbox -> Certificates. You will see the window below, with the reader icons shown. In the prompt enter your PIN code and click Verify. Once your card has been recognised, click Card -> Information. The Card Information page will display details of the certificates contained on your smart card.

Users of GemSAFE Libraries version 6.0 or 6.1 should click on Start -> Programs -> Gemalto -> Classic Client -> Classic Client Toolbox -> Certificates. You will see the window below, with the reader icons shown.

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What are soft certificates and are they accepted by the EPO?

A soft certificate is a file which contains certificates which are similar to those on a smart card but which are not stored on or secured by the chip of a smart card. The EPO does not at present accept applications signed or sent to the EPO using soft certificates using the Online Filing software. It is, however, possible to file Form PCT/RO/101 prepared using PCT-SAFE and a WIPO-issued certificate.

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If I enter my PIN code incorrectly three times in succession, how do I then unlock my smart card?

Please contact us.

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Technical requirements and software/hardware issues


What installation options do I have for Online Filing?

You can install the software in stand-alone or network mode. All you have to do is follow the instructions in the installation guide and the installer.

For Vista users, network installation is the only option. If you only have one PC on which to install the software, you should install both the server and client components on that PC.

In version 5 of the software, the "Thin Client MSI" package offers the use of command lines for network installation, with "silent mode" and parameter setting.

To update the "Thin Client" module, you must create your own script, such as

  • msiexec /x OLF400Client.msi /quiet
  • rd C:\Programme\EPO_OLF-TC /S /Q
  • del C:\"Documents and Settings\All Users\Desktop\Online Filing Client.lnk"
  • msiexec /i OLF500Client.msi /quiet /quiet ALLUSERS=1 CORBA=1 port=xxx host=xxx
  • copy "C:\Documents and Settings\All Users\Startm~1\Programs\EPO Online Filing\Online Filing Client.lnk" C:\Documents and Settings\All Users\Desktop\*.*
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What are the system requirements for stand-alone installations of Online Filing?

The recommended minimum hardware for Online Filing in stand-alone mode is as follows:

  • Pentium 4 - 2.4 GHz or better
  • 512 MB RAM (Windows XP), 2 GB (Windows Vista)
  • 500 MB available space on hard disk
  • USB port for smart card reader

Note: Online Filing only runs on machines with Microsoft Windows installed.

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What are the system requirements for network installations of Online Filing?

The recommended minimum hardware for Online Filing in network mode (server) is as follows:

  • Pentium 4 -2.8 GHz
  • 1 GB RAM
  • 4 GB of available space on hard disk

The server can be installed on either

  • a Microsoft Windows 2000 or Windows 2003 Server, Windows 2008 Server or Windows 2008 R2 Server system or
  • a PC running Windows 2000, Windows XP, Windows Vista SP1 or Windows 7

Note: Online Filing cannot run on MAC or Linux servers. The EPO does not provide support for any kind of emulation on MAC or Linux.

Note: Although Online Filing can run in a terminal emulation software, the EPO does not provide support for use of the Online Filing software with a Microsoft Windows Terminal Server, Citrix Terminal Server or any kind of terminal emulation software.

The client component can be installed on any Windows 2000 or Windows XP or Windows 2003 Server system or Windows Vista SP1.

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Where do I find what in the directory structure (version 5 of the Online Filing software)?

All procedures have their own directories.

Each plug-in has additional sub-directories:

\bin - holds the *.exe file and any *.bin files, to start the GUI faster

\data - holds the temporary directories per action

\config - holds all the plug-ins definitions and configurations

The \db directory contains the database files.

The \fm directory contains the file-manager objects.

The DTD files are in \fop\config\dtd or a \dtd sub-directory under the plug-in directory.

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Where are the configuration definitions in version 5 of the Online Filing software?

These are no longer in *.ini files (as in OLF V4), and are now to be found in *.conf files with an extended parameter set.

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Which Adobe Acrobat Reader versions are supported in Online Filing? Are any other PDF readers supported?

Versions 4, 5, 6.01, 7, 8, 9 and 10.1 of Adobe Acrobat Reader are supported. No other PDF readers or other versions of Acrobat are supported.

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How can I transfer sent applications to a new Online Filing installation on another PC?

You can do this by exporting the sent application forms from the present installation, and importing them back into the new installation. For further information, see "Exporting and Importing Forms" in the Server Manager Help.

Note: To view sent applications, see the exported zip file. All imported applications have "Draft" status.

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Why do I get the error message: "OLF server can't establish database connection"?

Such error message may be related to the fact that both EPO Online Filing version 5 (build 5.0.0.053 or higher) and PCT-SAFE software are installed on your machine and PCT-SAFE software was installed or updated later than EPO OLF software. To resolve the issue, please apply the following script. The underlying problem will be fixed in one of the future releases of PCT-SAFE. In case PCT-SAFE software is not installed on your machine, please contact us in order to trouble-shoot and resolve the issue.
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Where to find help


If I cannot find the information I need in the Online Filing tutorial, where else can I look?

You could try the Online Filing documentation area. Alternatively, please contact us.

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Where can I find help with Online Filing functions?

Whether you are in the File Manager or in a form, simply go to Help => Online Filing Help.

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Current filing and submission issues


Once I have filed a European (EP(1001E2K)) or international (PCT/RO101) application or form for entry into the European phase (EP(1200E2K)) either online or on paper, can I then send subsequent documents to the EPO online?

Yes, you can file subsequent communications in the EP procedure online using Form EP(1038E). Priority documents are excluded, with the exception of digitally signed US certified copies of priority documents, which can be obtained from the USPTO website.

There is as yet no facility for the online filing of subsequently filed documents in PCT applications.

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Is there any way of finding out exactly what the EPO has received as a result of my Online Filing?

Yes, in the File Manager go to the "All Applications" folder, then select Sent from the status selection bar. In the Info Pane click the View... button. This will display all the sent documents, including the receipt. These documents can be exported and saved in PDF or XML format.

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I get a yellow or red validation message when I try to attach PDF files to my PCT application. What should I do?

The rules on attaching PDF files are even stricter under the PCT procedure than under the EP procedure, so please ensure that your PDF documents meet the following requirements:

  • Adobe Portable Document Format Version 1.4 compatible
  • non-compressed text to facilitate searching
  • unencrypted text
  • no embedded OLE objects
  • all fonts embedded and licensed for distribution

If the problem persists, contact us or WIPO direct.

To ensure that the PDF you have created will be accepted by the Online Filing software, you can use the Amyuni PDF converter. Please contact us about this.


More information about PDF, TIFF and JPG formats on the WIPO website

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Every time I try to attach a PDF document to my EP filing I get the following error message: "The PDF file you tried to attach does not comply with Annex F standard. Some fonts used in it have not been embedded". What should I do?

To guarantee compliance, you should ensure that your PDF generator and resulting PDFs meet the following criteria:

  • all fonts are embedded (exception: Base 14 fonts are accepted even if they are not embedded)
  • the page size is A4 or smaller
  • the PDF is not encrypted
  • it does not contain colour or grey scale images and drawings
  • the PDF is Version 1.1 (or later)
  • the PDF does not contain embedded OLE objects

If you are generating PDFs from paper documents using your company scanner you should adjust the settings of your scanner accordingly.

PDF files containing a combination of landscape and portrait formats are accepted.

PDFs should not be signed (exception: certified copies of US priority documents). Note: US priority documents can be submitted in A4 format only.

The EPO Online Filing client may sometimes detect non-compliancy with Annex F in error and reject the file. It may also reject files which marginally exceed the permitted dimensions for A4 (PDF sizes up to 312 x 227 mm (A4 +5%) or 12.28 x 8.94" (letter +5%) are accepted).

If you encounter errors when you want to attach

  • PDFs which marginally exceed the dimensions allowed for A4 (due to settings or scanner behaviour that you cannot modify)
  • US priority documents in letter format
  • Scanned PDFs produced with HPDigitalSender

you should install Version 5 SP3.1 or above.

To ensure that the PDF files you create will be accepted by the Online Filing software you can also use the Amyuni PDF converter. Please contact us to obtain this.

  • Download software for filing with the EPO
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    When I try to submit an application online I get a "TunnelProxy connect error" or "Can't connect: No Error (Error #0)" message. What does this mean?

    It means that either you have not specified your proxy details in the File Manager or Server Manager or your proxy server has not been enabled to allow SSL tunnelling under HTTPS. Please check the proxy settings defined in the Server Manager.

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    A Supplementary International Search Report (SISR) was drawn up by a Supplementary International Searching Authority (SISA) under the PCT. Where can I indicate this on the Online Filing form for entry into the European phase (Euro-PCT (1200E2K))?

    You can indicate that one or more Supplementary International Search Reports were drawn up in the international phase by mentioning the relevant Supplementary International Searching Authority (SISA) or Authorities in the "Annotations" tab on Form Euro-PCT (1200E2K). A copy of the Supplementary International Search Report does not need to be filed, as it will be transmitted directly to the EPO by WIPO.

    Note: A possible fee reduction for a supplementary European search can be indicated by manually editing the "Reduction" column in "Fee selection" under the "Fee Payment" tab.

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    Tools - templates - features


    Can I create user profiles for Online Filing and assign particular privileges to them?

    Yes, you can. User profiles can be created within the File Manager under Tools => User Administration.

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    Can I import/export my address book into Online Filing?

    Yes. In the File Manager go to Tools => Address Book and then select File => Import/Export.

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    Do I have to list individually in XML format all designated states I want to import from my patent management system (version 5 of the software)?

    No. In version 5, you can simply use "Region/EP" to designate all states.

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    How can I create a blank template for an international application (PCT/RO/101) in Online Filing?How can I create a blank template for an international application (PCT/RO/101) in Online Filing?

    To create a blank template for an international application, you need to create a "New Draft" in the File Manager and then save it as a template. Saving a blank template for an international application via the "New template" function will not work in Online Filing V4, as PCT applications are created in V2.10 technology.

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    I have created a template and attached a document in Online Filing. When I create an instance of that template later, the attachment is gone. What do I have to do?

    Follow these steps:

    Create a new application => attach the file(s) => save the application => close the application => go back to the File Manager => select the application => right mouse click => choose "convert to template" => confirm popup => go to the Templates folder => double click the converted application => enter user reference => the form opens and the attachment is available.

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    In the network version, can I share data (applications, address book, etc.) and collaborate with colleagues within Online Filing?

    Yes, you can.

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    With the network installation of Online Filing, can more than one person work on the same application at the same time?

    No. It is possible for several users to access the same folder at the same time, but individual applications can only be accessed by one person at a time. When a user opens an application, the application is internally blocked for opening by other users. Other users attempting to open the application will see a message asking them to try again later or to open it in read-only mode.

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    What is the difference between exporting via the File Manager and using the Server Manager in Online Filing?

    When exporting an application, the File Manager only exports the relevant files. When exporting from the Server Manager, all files relating to an application are exported, including those that contain meta data such as, for example, "Last Saved". This meta data is contained in a separate file which is for Online Filing internal use only. That is why, when archiving sent applications, it is recommended to export them from the Server Manager.

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    Appeal proceedings


    If I want to file documents online in appeal proceedings, which form should I use?

    Documents in appeal proceedings should preferably be filed using Form EP(1038).

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    Besides the appellants themselves, can Form EP (1038) be used by any other party to the appeal proceedings?

    Yes, Form EP (1038) can be used by any of the parties to appeal proceedings. The role of the party concerned will be clear from the nature of the document being filed.

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    Documents filed online in appeal proceedings must be authenticated by a person authorised to act in the proceedings using an enhanced electronic signature. What is the procedure in the event of multiple signatories?

    If there are multiple signatories to a particular filing, they should use either a facsimile signature or a text-string signature. The last person to sign should verify the authenticity of the document by applying an enhanced electronic signature. This procedure is legally valid as long as this last person is authorised to act in the proceedings.

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    National offices


    Where can I find national plug-ins for Online Filing?

    National plug-ins can be downloaded either from this website or from the website of the national office concerned. See the installation guide for information on how to install them in version 4 ("Other procedures").

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    I am trying to file an application with a particular national patent office using the Online Filing software but I keep getting an error message. What should I do?

    For any issues relating to the filing of national applications please contact the national office concerned.

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    Updates


    Can I be automatically notified when new software is released, so that I can ensure that my maintenance tables, e.g. fees or member states, are always up to date?

    Yes. Users wishing to be kept up to date about new software versions, updates, patches and fixes can sign up for our RSS feeds.

    You can also enable the Live Update functionality in the Server Manager. Go to Settings => Live Update Proxy and select "Enable software update system". You should also ensure that you have enabled the respective EPC contracting state by ticking the checkbox next to it under Tools => Preferences => System Preferences => Countries. If Live Update is enabled, updates for the EP, PCT and selected national office procedures will be initiated automatically.

    You can select the interval at which you would like your software to check for updates by specifying the number of days in "Check for update every XX day(s)". The system will then notify you at the selected interval if any new software has been released. We recommend setting the interval to "1" as it will then check once a day, the first time you start the software. You can enter your own and/or anybody else's e-mail address in the Server Manager Settings tab. Everybody on that list will then be sent an automatically generated e-mail whenever a new Live Update is available.

    It is important to bear in mind that you first need to download the updates before you can install them. Downloading on its own is not sufficient to complete the process of updating. You must also install them in order to effectively apply the update to the Online Filing software.

    Note: Please also read the restrictions concerning Live Update.

    • Live Update
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    I have received the following message related to the Live Update function for Online Filing. What do I have to do?

    This means that Live Update was not correctly configured.

    • "Can I be automatically notified when new software is released?"
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    Conversion issues (PDF, PatXML)


    How can I convert my documents into PDF attachments for Online Filing?

    Within the document, go to File => Print and select the Amyuni PDF Converter from the list of printers, then click OK. You will need to give the resulting PDF file a name. The Amyuni PDF Converter is set up as a regular printer and can convert data from any software with printing ability.

    You can also use any other PDF converter as long as the resulting PDFs comply with the Annex F standard. By using the Amyuni PDF converter, you can always be sure that your documents are Annex-F-compliant.

    The Amyuni is not automatically installed on your machine when you do a Thin Client installation. But you can install it from the Online Filing installation CD and use it free of charge. If you no longer have the installation CD, please contact us.

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    How can I create patent applications in XML?

    You can use PatXML, a software tool which allows you to use Microsoft Word to create EP and PCT patent applications in XML (eXtensible Markup Language) format (technical documents only).

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    What is the pre-conversion archive in Online Filing?

    In the pre-conversion archive you can add the documents (description, claims, abstract, drawings) that you have attached to your application in PDF or XML format in their original format (e.g. MS Word) in a .zip file.

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    Filing of sequence listings


    How can I file nucleotide and/or amino acid sequence listings in accordance with Annex C/WIPO Standard ST.25 text format as part of an international application?

    Tick the field "The description contains a sequence listing" in "Biology" on form PCT/RO/101.

    Proceed to "Contents". Attach a sequence listing in accordance with Annex C/WIPO Standard ST.25 text format (*.app or *.txt) as part of an international application filed in electronic form, without attaching the sequence listing in *.pdf format.

    Set the number of pages of the attachment (*.app or *.txt) to zero, so that the sequence listing is not added to the number of pages to be paid.

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