FAQ

Questions

General

Usage

Troubleshooting

Answers

General


What is My Files?

My Files is an online service providing professional representatives with secure access to an automatically loaded list of the published and unpublished active European patent files they are representing.

Specifically, it provides:

  • access to both unpublished and published files
  • access to complete file contents
  • self-service functionality to manage representation:
    • withdraw representation
    • re-assign representation
  • self-service functionality to change user reference

Who can use My Files?

Professional representatives with a smart card who have registered for the EPO Mailbox service can access My Files.

Professional representatives with a smart card who have registered for the EPO Mailbox [MB1] service can access My Files.


[MB1]Link to Mailbox page


I am not a professional representative. Can I use My Files?

Unfortunately, due to current technical constraints you can only receive mail electronically or have access to My Files if you are a professional representative. Other users (e.g. lawyers entitled to represent before the EPO) have no access to these services at present.

If you are not a professional representative, you can use Online File Inspection (the European Patent Register) to access published files.


Usage


How can I view the files in My Files?

Clicking any of the file details displayed in the filter overview will take you to the secure file inspection. This provides you with an overview of the file contents. Clicking any document in the file will open the corresponding PDF file in a separate browser window.


I just filed a new EP application using Online Filing 15 minutes ago. Why is it not showing up in my list of files?

Applications submitted using Online Filing are immediately stored in the EPO's systems. However, the data relating to these applications is not uploaded until night-time (a batch process). These applications will therefore only show up in your list of files the next day, or in exceptional cases the day after.


I just filed a new PCT application with the EPO using Online Filing. Why is not showing up in my list of files?

PCT applications, including those filed with the EPO as receiving Office, are administered in a different system and are not visible in My Files. They will be visible upon entry into the European phase (after EP 1200 is filed).


I just filed documents relating to an existing application using Online Filing 15 minutes ago. The application is in my list of files, I can see previously filed documents, but I cannot see the ones I just filed. Why?

Submitted documents are only displayed after verification and validation by the EPO. This is to avoid making documents available that have been inadvertently submitted under an incorrect application number.


Why can't I see the medical certificate I filed recently?

Medical certificates, together with requests for certified copies, requests for file inspection, payment sheets and communications to the search division regarding acceleration/completion of search, are never made available, even for applications for which you are responsible.


How can I customise the view in My Files?

You can customise the view in My Files by clicking the Preferences button in the top right-hand corner of the file screen. This will allow you to sort your files by specific, predefined definitions and headings.


Can I remove files from any of the filters in My Files?

No, you cannot remove files from your filters. The list of files displayed in these filters is generated by the EPO systems and represents an overview of all active EP files you (or the association of representatives of which you are a member) are currently representing.


Troubleshooting


I can't see the My Files tab.

There are several possible reasons for this:

  1. There are currently no files assigned to you directly as a representative.
  2. Your company mailbox has not been activated by the company administrator.
    Contact your company administrator and ask them to activate it.
  3. The company mailbox has been activated, but you have not yet been associated with it.
    Contact the company administrator and ask them to take the necessary steps to associate you with the mailbox.
  4. You are not a professional representative and therefore have not been associated with a mailbox.
    Unfortunately, due to current technical constraints you can only receive mail electronically or have access to My Files if you are a professional representative or a member of an association of representatives. Other users (e.g. lawyers entitled to represent before the EPO) have no access to these services at present.
  5. Your smart card does not identify you as a professional representative.
    You did not indicate that you were a representative when enrolling for a smart card, and your identification number is missing from our smart card records. Please contact us to have this changed.
  6. You are working for an association which has asked to receive mail electronically via the Mailbox service, but the individual representatives have not been added as Mailbox associates.
    Contact your company administrator and ask them to take the necessary steps to add you as an associate.

I want to assign files to another associate in my firm, but their name is not available for selection. Why does the name not appear as an option?

For an associate to appear in the list of available representatives in My Files, they must have already been assigned at least one file. If there are no files assigned to the representative, they will not be listed. Consequently, you cannot assign files to a new representative at your firm in My Files. To be able to do so, please first send a request for change of representative for a specific file. Once that file has been assigned to the associate, the associate will appear as an option for transfer of representation.


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