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Matters

Matters represent individual IP applications (e.g. a trademark or patent). Open a matter from the Renewals table by clicking the matter name, reference number, or application number. The matter page shows details, contacts, renewal history, and reminder history.

Matter page overview with header, details, and contacts

At the top of the page:

  • Matter name – Click to edit inline. Shows with strikethrough when abandoned.
  • Matter type badge – Links to the type's renewal schedule.
  • Abandon – Toggle to mark the matter as abandoned or reactivate it. See Abandoning.
  • Renew – Opens the renewal modal to record a renewal. Hidden when the matter is abandoned.

Abandon toggle (off) and Renew button

Details card

The left sidebar shows matter details (Ref., Application number, Type, Custom data, Renewal, Reminder). Many fields are clickable – click to open an edit modal and save inline. The overview above shows the full layout; below are key subsections.

Standard fields

Field Description
Ref. Your internal reference (e.g. MAT-001)
Application number Official registration or application number
Type Matter type. Click to go to type settings.
Reference date Start date for calculating renewals (e.g. filing or issue date)
Renewed until Next renewal due date. May include year ordinal (e.g. 5th year) from the schedule.
Professional fee Your fee. Editable if the matter type has no schedule; otherwise calculated from the schedule.
Official fee Official renewal fee. Same rules as professional fee.

Renewal section: Reference date, Renewed until, Professional fee, Official fee

Custom data

If the matter type defines custom fields, they appear under Custom data. Click a value (or "Add…") to edit:

Custom data section with Country and Priority date

Reminder section

When the matter type has a reminder schedule:

  • Due reminders – Links for reminders that are past due (e.g. "6 month reminder (due 1 month ago)", "1 day overdue reminder"). Click to open the reminder modal and send.
  • Send ad hoc renewal reminder – Button to send an on-demand reminder when no scheduled reminder is due.

Reminder section with due reminders and Send ad hoc button

Clicking a due reminder opens the Send reminder to client modal, where you can edit the recipient, subject, and body before sending:

Send reminder modal with pre-filled email for 6 month reminder

Contacts & roles

The main card lists contacts linked to the matter with their roles (Applicant, Client, Payee, Attorney of record, Correspondent). The overview above shows the table. Use Add contact to assign a role to an existing contact or create a new one:

Add contact to matter form with Assign existing contact and Role dropdown

Assign an existing contact, optionally add a description (e.g. "Primary contact"), and choose a role (Applicant, Client, Payee, Renewal Agent, etc.). Click Create a new contact to add someone not yet in the system. See Contacts for managing contacts and roles.

Renewal Log

The Renewal Log tab lists all renewal and abandon actions (instructed, processed, or pending). A badge shows the number of pending actions.

Renewal Log table with Type, Status, Instructed by, Renewed on, Renewed until, Processed by, Notes, Receipts

Column Description
Type Renew or Abandon
Status Pending, Processed, or Cancelled
Instructed by Contact who requested the action
Renewed on Date the renewal was recorded (or abandoned on for abandons)
Renewed until Next due date after renewal
Processed by User or contact who recorded it
Notes Optional notes
Receipts Attached PDF receipts (e.g. Invoice INV-23188.pdf)

Reminder Log

The Reminder Log tab shows reminder history – sent and failed reminders. Pending reminders appear in the Details card only.

Reminder Log table with Status, Due, Sent at, Template, Sent to, Sent by, Notes

Column Description
Status Sent, Failed, Not sent, etc. Failed reminders show a Try again button.
Due When the reminder was due
Sent at When it was delivered (or attempted)
Template Name of the reminder template (e.g. "1 day overdue reminder", "Ad hoc reminder")
Sent to Recipient contact
Sent by User or system that sent it
Notes Failure message or additional notes

Recording a renewal

When you click Renew, a modal opens to record the renewal:

Renew modal with Date, Show notes & receipts, Notes, PDF receipts, Abandon, Cancel, Renew, Renew and confirm

Set the renewal date, optionally add notes, and attach PDF receipts (e.g. invoice). Use Renew to save without sending an email, or Renew and confirm to save and send a confirmation email:

Renew confirmation email step – To, Subject, attachments, editable body, Send confirmation email

Abandoning a matter

When you turn the Abandon toggle on, a confirmation modal appears:

Abandon modal with Cancel, Abandon, and Abandon and confirm options

Abandon marks the matter as abandoned without sending an email. Abandon and confirm also sends a confirmation email to the client and applicant:

Abandon confirmation email step – editable subject and body, Send confirmation email

Editing fields inline

Click editable fields (name, Ref., application number, reference date, renewed until, professional fee, official fee) to open a modal:

Edit field modal – e.g. Ref. with Value field, Cancel and Save

Save to update without leaving the page. Date changes trigger a refresh so fees and next renewal stay in sync.

Key fields (reference)

  • Name – Matter title
  • Application number – Official reference
  • Client – Owner of the matter (via Contacts & roles)
  • Applicant – IP holder (via Contacts & roles)
  • Next renewal date – Renewed until
  • Professional fee / Official fee – Can be auto-calculated from matter type schedule