Alert Creation Overview
If you set alerts, you will receive notifications (in the application and optionally in email) if there is a change in the results of a specific query in your search history (e.g. new documents, new family member), or if the documents selected for the alert are updated (e.g. legal status changes, citation updates, assignee updates).
You can create query-based or selection-based alerts from the results list page as follows:
- Click on the Create alert button.
- To create a query-based alert, select the Create alert based on query option from the dropdown list. To include the filters applied in the result list, select the option Create alert based on query (include filters).
- To create a selection-based alert, choose the Create alert based on selection option from the drop-down list, after selecting one or more documents in the results list. The query for the alert is based on document numbers. You can also choose to monitor specific attributes of patent documents, e.g. ownership (assignee) or legal status.
Alternatively, you can create query-based alerts from the Search history page as follows:
- Select the query you want to use from your search history list.
- Move your cursor over a list item to see the action options on the right end of the row.
- Click on the Create alert button.
Remember: The entries in the query history are stored including the filters you applied. If you create an alert based on a search history entry, it will also include these filters.
All options will open the alert wizard.
The new or changed documents are included as an attachment in the format of your choice (Excel, PDF or Word).
Create Alerts in Publications Mode
The Publications view displays individual documents.
Query-Based Alerts in Publications Mode
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Monitor - Select the event you want to monitor. Enter the Client ID if required. You have the following two options:
Query - The query text box contains the query used to create the alert. You can edit the query here, e.g. by adding filters, turning stemming on/off, or changing the scope of authorities. You can also change the search language at this point. However, if you modify the query, you cannot monitor the results of the changed query until the next time the alert is active. For always relevant results, make your changes on the search page before creating an alert.
Email options - You can sent alert results to any email address, mind you our privacy policy dictates you will have to inform the recipient when alerts are sent to any other email address than your own. Email addresses are validated before you can save the alert.
Under Document format, you can select your preferred file format of alert email attachments:
If you click on Edit fields next to the document format selection drop-down, the Custom field selection window will open up. Here, you can select which default fields you would like to add to your alert export, include addresses, add clipped images, and change field display order. Turn on the Avoid empty reports switch to avoid receiving a notification if no changes occurred during the alert schedule period. Caution: As the alert emails are sent by a system, some companies email policies will automatically sent alert emails to your spam folder. Also be aware some queries and alert intervals might lead to the email to become too large for your mail server to accept. |
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Email Template for Query-Based Alerts in Publications Mode
| The notification in the body of the email contains a detailed summary of the changes for the period defined in the alert settings. The alert email templates of TotalPatent One® ensure the best readability of alert emails. |
Selection-Based Alerts in Publications Mode
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A selection-based alert differs from a query-based alert as it is always only monitoring changes to specific existing documents.
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Email Template for Selection-Based Alerts in Publications Mode
| The notification in the body of the email contains a detailed summary of the changes for the period defined in the alert settings. The alert email templates of TotalPatent One® ensure the best readability of alert emails. |
Create Alerts in Families Mode
The Families view displays only one representative document from each family (family and family type). You can capture new inventions without having to read repetitive equivalents.
Query-Based Alerts in Families Mode
Monitor - Select the family type you want to monitor. Enter the Client ID if required. You have the following four options:
Query - The query text box contains the query used to create the alert. You can edit the query here, e.g. by adding filters, turning stemming on/off, or changing the scope of authorities. You can also change the search language at this point. However, if you modify the query, you cannot monitor the results of the changed query until the next time the alert is active. For always relevant results, make your changes on the search page before creating an alert.
If you click on Edit fields next to the document format selection drop-down, the Custom field selection window will open up. Here, you can select which default fields you would like to add to your alert export, include addresses, add clipped images, and change field display order.
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Email Template for Query-Based Alerts in Families Mode
The notification in the body of the email contains a detailed summary of the changes for the period defined in the alert settings. The alert email templates of TotalPatent One® ensure the best readability of alert emails.
Selection-Based Alerts in Families Mode
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A selection-based alert differs from a query-based alert as it is always only monitoring changes to specific existing documents.
Click SAVE to finalize your selection. |
Email Template for Selection-Based Alerts in Families Mode
The notification in the body of the email contains a detailed summary of the changes for the period defined in the alert settings. The alert email templates of TotalPatent One® ensure the best readability of alert emails.
Manage Existing Alerts on Alerts Page
You can manage your existing alerts on the Alerts page. You can check the status of your alerts, and execute, pause, change and delete them there.
List of Alerts
Via the Alerts page you can manage your existing alerts. You can check the status of the alerts, execute alerts, change and delete alerts and pause (or run) alerts.
The Alerts page contains a table with all your alerts, also alerts that are not automatically sent to an email recipient. The alerts are listed in the order of creation. In addition to all relevant information about the alert settings, the table contains a status column that shows if an alert is active. A number of actions are available for each alert, the action buttons appear when you select an alert with your mouse pointer.
Alerts that have the status Failed in the results table are quarantined. This happens when an alert query is no longer valid after a new release. You can modify the alert to match the new search requirements, or delete the alert when no longer required. Re-running the alert retrieves all the document from the period during which the alert failed.
| Click on the Stop alert button to deactivate the alert. | |
| Click on the Start alert button to restart a deactivated alert. | |
| Click on the Run alert button to test an alert when it is created or changed. This button is active only if you set the email notification option. The alert results table will not be updated for such a manual run. Note: An alert cannot be edited as long as it is running. If you want to edit an alert, wait for it to retrieve results. |
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| Click on the Delete alert button to delete an alert. This action also deletes the history of the alert. To keep the alert history stop the alert instead. When no longer required you can delete the alert at a later stage. |
Alert Results Tab
| The Search button is used to use the alert result for a new query. The result list opens and you can browse though the documents using the document view. | |
| The download button is used to directly download the results. You are not able to choose the fields or the type of file as this is part of the alert settings. The icon will show if an Excel, PDF or Word file is attached to this alert batch to be downloaded. When you prefer another format use the export button (and change the default setting in the alert settings). | |
| The Export button used to create an export file of the alert results, just like you create an export file from the results page. In this case you are allowed to choose fields and file format. |
Alert runs without results will end-up in the history table to show the alert has been successfully triggered. These empty reports will not be sent to your email when you use the option Avoid empty reports in the alert settings. Manual runs via the Run alert button will not update the results table as they are intended for testing purposes only.
Alert Settings Tab
Under alert Settings, you can review, change and update the alert parameters. For query-based alerts, an updated query will not update the results of an already existing alert. For document-based (selection-based) alerts, you cannot add new publication numbers to an existing alert. If you need to include new documents, create a new alert based on a new selection. Always click on SAVE to finalize your change.
Note: If you update your alert query, the new query must comply with search syntax rules. The SAVE button is not activated until you enter a valid query. Update the query, and then click outside the query box to start the validation.
Unsubscribe from Alert Emails
Use the alert manager page if you receive alert email notifications from another TotalPatent One®
user, and want to manage the received alerts or unsubscribe from notifications not relevant to you.