How GleanMark Auto-Builds Your Firm Workspace

If you sign up with an email that matches a USPTO correspondent record, GleanMark builds your entire firm workspace for you — three firm-wide watchlist portfolios, up to two portfolios per client, a client record per distinct owner, and a fully-populated deadline calendar. No CSV upload, no manual import, no per-mark setup. This guide explains exactly what gets created, how the matching works, and what alerts are turned on so you know what to expect.

How the Match Works

When you complete signup, GleanMark looks up your exact email address in the USPTO correspondent table — every mark you've ever filed for as the listed correspondent. Auto-populate imports require an exact email match; firm-domain context only changes how the confirmation step is framed.

There are four possible match outcomes:

• Confirmed match — Your exact email maps to one or more correspondent records. The confirmation step shows "Are you X?" with the count of marks found. If your firm's domain has many other correspondents, the framing is more confident; if you're solo at the domain, it's softer. Either way, you confirm and we import.
• Shared inbox warning — Local-parts like info@, ip@, or docketing@ show an amber warning. Only confirm if these filings are genuinely your matters.
• No match — Personal-domain emails (gmail.com, yahoo.com, etc.) and unmatched firm emails skip the confirmation step entirely. After completing your profile, you land on the search page with a starter tour to help you find marks to monitor manually.
• Not me — You can decline at the confirmation step. After completing your profile, you also land on the search page with the same starter tour.

After confirmation, you complete a short profile form (name, role). The auto-populate worker fires when you submit that form — not when you click "Confirm" — and runs in the background. The workspace page loads immediately afterward with a progress banner that streams updates.

What Gets Created

Three Firm-Watchlist Portfolios

Every firm gets the same three top-level views, tagged so the Portfolios page shows them as the default firm-triage layer:

Portfolio	What's Inside
Pending Prosecution (All)	Live marks in Pending status — examination, office action response, NOA, statement of use window. Your daily-triage view. (Marks already published for opposition are counted as Registered, not Pending.)
Registered (All)	Live marks in Registered or Published for Opposition status. Section 8/9 maintenance and post-registration monitoring.
Dormant (All)	Dead marks — abandoned, cancelled, expired. Searchable history of what your firm has worked on.

One Portfolio Per Client

For each distinct owner across your filings, you get up to two per-client portfolios:

• <Client Name> — all live marks for that client
• <Client Name> (Dormant) — all dead marks for that client (only created if dead marks exist)

A client with only live marks gets one portfolio; one with both gets two. Tag-free, so the client portfolios stay separate from the firm-watchlist views.

One Client Record Per Owner

Each distinct owner becomes a row in your Clients page (/clients) with a single status tag:

• Active · Pending — client has at least one live mark in Pending status
• Active · Registered — client has live marks in Registered or Published for Opposition status (and no pending marks)
• Dormant — client has only dead marks

Tag priority is pending > registered > dormant, so a client with both pending and registered work shows as Active · Pending.

How Alerts Are Configured

Auto-populate ships a default alert template for each portfolio so you start receiving signal immediately:

Portfolio Type	Frequency	TTAB	Legal	Deadlines	Ownership
Pending Prosecution (All)	Immediate	✅	✅	✅	✅
Registered (All)	Weekly	✅	✅	✅	✅
Dormant (All)	—	❌	❌	❌	❌
Per-client live	Weekly	✅	✅	✅	✅
Per-client dormant	—	❌	❌	❌	❌

Dormant portfolios have every alert category disabled, so no email is sent regardless of frequency.

A pending mark sits in both Pending Prosecution (All) and its <Client Name> portfolio, but you'll only get one alert per event — alerts dedupe by mark, not by portfolio.

You can change every default at /settings/alerts at any time. Master toggles let you turn off all email entirely with one click.

Deadlines

Once your portfolios exist, GleanMark generates the full USPTO deadline calendar for every live mark — opposition window, statement of use, Section 8 (5-6yr), Section 15 (5-6yr), Section 8 & 9 renewal (9-10yr), and subsequent renewals (every 10 years out). Already-filed deadlines (e.g., a Section 8 you filed in 2019) are marked satisfied automatically based on USPTO event records — they don't show up as "pending" on your dashboard.

Two paths keep this current:

• At signup, the auto-populate worker generates deadlines directly for every live mark imported, in batches, with progress visible in the banner.
• After signup, any mark added to any portfolio — manual add through the UI, bulk import, or future signups — gets queued and processed by a background job that runs every minute. Small adds appear within ~1 minute; large bulk imports stream in at a few hundred marks per minute. A weekly safety-net sweep catches anything missed.

You don't manage this; deadlines just appear.

The Deadline Email Digest is opted in by default, sending daily at 8am in your profile timezone (defaults to Eastern if not set). Configure cadence and content at /settings/alerts.

Watching the Progress

After signup, your firm page shows a progress banner with up to two phases:

1. Building your firm watchlist — portfolios and clients, completing in ~2 seconds for a 100-mark firm or ~15 seconds for a 5,000-mark firm.
2. Populating deadlines… — the deadline calendar generation, completing in another ~30-60 seconds for small firms or up to ~10 minutes for the largest. (This phase is skipped if all your imported marks are dormant — there's nothing to schedule.)

When the import completes, the banner flips to Firm watchlist ready with View portfolios and View clients buttons.

The banner only appears on the firm page. If your matched correspondent record is solo (no firm name on file), you'll land on a personal correspondent page instead — the import still runs in the background; check the Portfolios page when it's done.

Troubleshooting

"I signed up but nothing was imported." Your exact email isn't on file as a USPTO correspondent. Personal-domain emails (gmail.com, yahoo.com, etc.) and firm emails not listed on any USPTO filing skip auto-populate. After landing on the search page, head to /portfolios/new to create portfolios manually.

"You matched the wrong person." Click Not me at the confirmation step. After completing your profile, you land on the search page with a starter tour. From there, set up portfolios manually at /portfolios/new.

"I'm seeing a shared-inbox warning." Your email looks like a functional alias (info@, docketing@, etc.). If those filings are genuinely your matters, confirm. Otherwise decline — those marks belong to someone else at the firm.

"My deadlines didn't fully populate." Old marks with no registration date or publication date have no computable deadlines yet. They'll populate automatically when USPTO advances them to publication or registration.

What's Included in Each Plan

Capability	Free	Starter	Professional	Firm
Auto-populate on signup	—	✅	✅	✅
Firm-watchlist portfolios	—	✅	✅	✅
Per-client portfolios	—	Limited	✅	Unlimited
Marks monitored	3	15	50 / seat	Unlimited

Related Features

• Setting Up Your First Portfolio — manual portfolio creation if auto-populate doesn't fire
• Client Management for Firms — working with the Clients page and client tags
• Setting Up Your Deadline Email Digest — configure the daily deadline summary
• Managing Your Alert Preferences — change defaults or pause alerts entirely