Upload Documents

Insightloupe offers 6 different document types for analyzing the platform. Information for all of these can be uploaded from the Manage module of a project. While Insightloupe allows the following document types, all of these can be renamed/repurposed to analyze any data type:

• Patent Documents
  • Published patent documents
  • Unpublished patent applications
• Non-Patent Documents
  • Articles (Scientific Literature)
  • News
  • Products
  • Clinical trials

Users with a manager or analyst access can upload documents to a project. Manage module can be accessed from:

• Manage button next to the project name in the project list section on the Insightloupe landing page.
• In the Insightloupe navigation menu, the manage option will be there in the project sub-menu.
• You can also access the project from the Administration module.
  • In the Administration module, click on Projects.
  • Select the project for which you want to upload the data and then you will be taken to the Manage module of that project.

In the Manage module of the project, you will see a section titled Upload Data where you can select a document type to upload corresponding information.

• Insightloupe provides an option to download an excel template for each document type to upload data. This template provides the following advantages:
  • Taxonomy in the correct format so that you can upload data without error.
  • Get only those columns that can be uploaded via excel.
  • Get columns with correct field names in case you have renamed them.

Patent Documents

Published patent documents

Insightloupe allows you to upload published patents and populate their bibliographic information. Please refer to the following ways to upload data:

• Get data from API: This option enables you to fetch all the bibliographic data and simple family members without uploading them from the excel file.
• Update bibliographic data: This option enables you to fetch all the bibliographic data and simple family members of already uploaded patents.
• Manual data upload: We use third-party APIs to fetch data automatically that might not cover patents from some of the jurisdictions and data is not updated as per the latest information on PTO website. In such cases, Insightloupe allows users to upload bibliographic information that can be manually fetched from different data sources.
• Update the data manually: If the user wants to update the existing data that can’t be updated through API, then you can do it manually as well.

Get data from API

Follow the steps provided below to upload patent through API:

1. Click on the Patent Publications tab.
2. Get data from API checkbox is selected by default.
3. If you also want to import simple family members of the uploaded patents, select Fetch details for simple family members
   • This will fetch the data for the patent number(s) along with the details of simple family members (Refer to Figure.1).

Option to import data from excel

This can be used if you want to add new patents to the project or add information to the existing documents in bulk while importing bibliographic data simultaneously.

1. Fill up the required fields in the downloaded excel template.
   • Patent Number, Publication date, Priority date, and Application date are the required fields in the excel template.
   • Delete all other columns from the template except the required fields.
2. All other information about the patent will be imported automatically.
3. Click on the Select Excel file option and upload the file.
4. Click on the Upload button.

Update Bibliographic Data

Use this option in case you just want to update the bibliographic data of existing patents without making any other changes. Follow the steps provided below to update the bibliographic data:

1. The checkbox of Get data from API is selected by default.
2. If you also want to update the bibliographic data of simple family members of the uploaded patents, select the option Fetch details for simple family members.
3. Select the Update Bibliographic Data radio button and click Submit button.

Upload Data Manually

This option allows you to upload all the patent related data that is fetched manually from different data sources. Insightloupe will not fetch any information from API. The bibliographic information that is not uploaded will remain blank and will be represented as information not available.

Follow the steps provided below to upload data without API/manually:

1. Click on Patent Publication in the upload data section.
2. Uncheck the Get data from the API checkbox.
3. Add one or more reasons for not using the API (refer to Figure. 2)
   • Providing the reason is mandatory and it helps us to understand the issues with API data import and how to resolve them.
   • If your reason is not available in the dropdown, please drop a mail on solutionsupport@evalueserve.com

4. Populate the data that you want to upload in the excel template:
   • Family ID,Patent number, Publication date, Priority date, and Application date are the required fields in the excel template.
   • You can also upload bibliographic information (like title, abstract, claims, etc.) and non-bibliographic information (like taxonomy tags, extra/chartable extra fields, annotations, etc.)
5. Click on the Select Excel file option and upload the file.
6. Click on the Submit button.

In addition to uploading new patents, Insightloupe allows to upload of additional information:

• Upload Attachments
• Upload Legal Events

Upload Attachments

Add additional information or upload attachment that might be relevant to a patent document like file history, a notice of allowance, etc. The information will get reflected in the attachment section on the Documents module. Follow the steps provided below to upload attachments:

1. Click on Patent Publication in the upload data section.
2. Click on the select zip file option and select the file you want to upload or drag the zip file and click on the Upload button.

Upload Legal Events

This provides users with the flexibility to upload user-defined legal events and categorize them as key legal events. This feature can be enabled or disabled from feature settings of the project. Follow the steps provided below to upload legal events:

1. Click on Patent Publication in the Upload data section and scroll down to the legal events section.

2. Download the template using the download template option and you will get:

   • Only those columns can be uploaded.
   • A column, “Is key event” to mark the events as key events.

3. There is an option to delete existing events.

   • If the checkbox is selected.
     • Existing events from the patents will be replaced with the events mentioned in the excel file along with the status of key events.
     • If any existing non-key event is marked as a key event in the new upload, then the non-key event is updated as a key event and vice versa.
   • If the checkbox is unchecked:
     • Existing events will not be deleted.
     • If any existing non-key event is marked as a key event in the new upload, then the non-key event is updated as a key event and vice versa.
     • New events will be added to the existing legal events.

4. Click on the Select Excel file option and upload the file.

5. Click on the Upload button.

Unpublished Applications

This feature allows users to upload unpublished applications as per the requirement of the project. This document type is not enabled by deafult and can be enabled from feature settings of the project. Follow the steps provided below to upload unpublished applications:

1. Click on Unpublished Applications in the upload data section.
2. Populate the data that you want to upload in the upload template
   • Application Number is a required field for uploading unpublished applications.
   • You can also upload Application date and non-bibliographic information (like taxonomy tags, extra/chartable extra fields, annotations, etc.).
3. Click on the Select Excel file option and upload the file.
4. Click on the Upload button.

Upload Articles

This feature allows users to upload scientific articles or literature that support the project. Follow the steps provided below to upload articles:

1. Click on Articles in the upload data section.
2. Download the Template using the download template option to get:
   • The taxonomy in the format you can upload without error.
   • Only those columns can be uploaded.
   • Columns with the correct field names in case you have renamed them for the project.
3. Populate the data that you want to upload.
   • Document URL is a required field in the upload excel file for articles.
   • You can also upload Title, bibliographic information (like Author, Journal, Journal Details, etc), and non-bibliographic information (like taxonomy tags, extra/chartable extra fields, annotation etc.)
4. Click on the Select Excel file option and upload the file.
5. Click on the Upload button.

Uploading Product Data

This feature allows users to add information and images related to products on a project.

Uploading Product Data

Follow the steps provided below to upload product data:

1. Click on Products in the upload data section.
2. Download the Template using the download template option to get:
   • The taxonomy in the format you can upload without error.
   • Only those columns which can be uploaded.
   • Columns with the correct field names in case you have renamed them for the project.
3. Populate the data that you want to upload
   • The Product Unique ID is required fields to upload products.
   • You can also upload Brand, company, product name and details(like Region, countries, Claims, etc) and non-bibliographic information (like taxonomy tags, extra/chartable extra fields, annotation etc.)
4. Click on the Select Excel file option and upload the file
5. Click on the Upload button.

Uploading Product Images

Upload product images related to the products. Follow the steps provided below to upload product images:

1. Download a set of products (from the documents module) for which you want to upload images.
   • When selecting Export preferences, include the Product Unique Id in the downloaded file.
   • Unique Id is used in the file name of the image of the product.
2. Rename the image files in the format: <Unique_ID>_<Serial_No>. For example, 11201_23.png.
   • Only .jpg and .png files are allowed.
3. Select all the image files that you want to upload and convert them to a zip file.
4. Go to the Manage module of the project and click on Products in the upload data section.
5. Click on the select Select zip file option and select the file you want to upload or drag the zip file and click on the Upload button.

Upload News

This feature allows users to add News Publications related to the project. Follow the steps provided below to upload news:

1. Click on News in the upload data section.
2. Download the Template using the download template option to get:
   • The taxonomy in the format you can upload without error.
   • Only those columns which can be uploaded.
   • Columns with the correct field names in case you have renamed them for the project.
3. Populate the data that you want to upload
   • The Source URL field is mandatory for uploading News to the platform.
   • You can also upload bibliographic information (like Title, publication date, company, etc.) and non-bibliographic information (like taxonomy tags, extra/chartable extra fields, annotations etc.)
4. Click on the Select Excel file option and upload the file.
5. Click on the Upload button.

Upload Clinical Trials

This feature will allow users to add clinical trials that are or have been carried out related to the project. Follow the steps provided below to uplaod clinicals trials:

1. Click on Clinical Trials in the upload data section.
2. Download the Template using the download template option to get:
   • The taxonomy in the format you can upload without error.
   • Only those columns which can be uploaded.
   • Columns with the correct field names in case you have renamed them for the project.
3. Populate the data that you want to upload
   • Trial Number is the required field in the excel template.
   • You can also upload bibliographic information (like document URL, title, study type, etc.) and non-bibliographic information (like taxonomy tags, extra/chartable extra fields, annotations etc.)
4. Click on the Select Excel file option and upload the file.
5. Click on the Upload button.

Data Upload Validations

The table below shows the allowed columns for each document type:

Patent Publication With API	Patent Publictaion Without API	Articles	Product	News	Unpublished Application	Clinicals Trails
Patent number	Patent number	Document URL	Product Unique ID	Source URL	Application number	Trial number
Priority date	Priority date	Title	Brand	Title	Application date	Document URL
Application date	Application date	Abstract	Sub brand	Excerpt	Extra 0-9	Title
Publication date	Publication date	Authors	Company	Publication date	Chartable Extra 0-9	Study type
	Family ID	Affiliation	Product name	Company		Phases
	Abstract	Journal name	Description	Extra 0-9		Affliations
	Assignee	Journal detail	Launch date	Chartable Extra 0-9		Start date
	Title	Publication date	Countries	Additional links		End date
	Application number	Extra 0-9	Document URL			Countries
	Priority country	Chartable Extra 0-9	Extra 0-9			Interventions
	Family Members	Additional links	Chartable Extra 0-9			Gender
	Evalueserve Annotation		Additional links			Status
	Cited Documents					Extra 0-9
	IPC Classes					Chartable Extra 0-9
	CPC Classes					Additional links
	Legal status
	Extra 0-9
	Chartable Extra 0-9
	Additional links

• Required fields

The field name marked in italics in the above table is the required field in each document type. In this way, the system can import the excel file without any error.

• Uploading bibliographic fields through API

Do not add bibliographic fields ( such as title, abstract, claims, assignees, etc.) in the excel file other than the required fields while importing data through API, otherwise the upload would result in the error Following columns are not allowed in project upload while getting data from API.

• Priority Country/Countries field

The Priority Country/Countries field requires a specific format for the data that is added to the document (like patent publication, product, news, and clinical trials). Only the country code (2 letters, for example, United Kingdom - UK) should be added and not the full name of the country. Adding the full name of the country will result in an error during upload.

• Date field

Be careful to use a consistent date format in all of the date fields. The import system tries to infer the date from the uploaded file and has no way of knowing if multiple date formats are used.

• Date field priority

Value of date fields for patent documents should be in the order: Priority date <= Application date < Publication date.

• Adding more columns to the upload file

Do not add other columns in the excel file other than the allowed columns which are present in the template, otherwise, the upload would result in the error Following columns are not allowed in project upload while getting data from API.

• Renaming Fields in Excel file

Do not rename or update the field name directly on the excel template, otherwise the upload would result in error Following columns are not allowed in project upload while getting data from API.

You can rename/update the field name from update field names option on the Manage module.

• Duplicate patent number

Do not put duplicate patent numbers into the patent number field. This will result in the error Duplicate Patent Number in rows

• Is the key event field

Only acceptable values for the “Is Key Event?” column should be “yes” or empty. If the value in the field is not recognized, then the error would be “Only “yes” or empty cell is accepted in rows”.

Different Fields Input Formats

Following are the defined format and example of different fields avaliable on Insightloupe:

Field Name	Document Type	Format	Example
Tags Annotations	All document types	<text> </text>	<text>Annotation</text>
Date Fields	All document types	All date format allowed	2021-10-27 27/10/2021
Additional Links	All document types	Text##URL	Google##https://www.google.com
Priority Country / Countries	Patent Publication / Products, News and Clinicals Trials	Country code	US
Document URL / Source URL	Patent Publication, Articles / News	URL	https://worldwide.espacenet.com/patent/
Product Unique Id	Products	Alphanumeric	ID123 123
Extra 0-9	All document types	Text	Insightloupe
Extra Date 0-2	All document types	All date format allowed	2021-10-27 27/10/2021
Extra Decimal 0-2	All document types	Decimal and Interger	12.34 234
Extra Integer 0-2	All document types	Integer	234 910
Chartable Extra 0-9	All documents types	Alphanumeric	May-2023 Important