How GleanMark Auto-Builds Your Firm Workspace

If you sign up with an email that matches a USPTO correspondent record, GleanMark can build your workspace automatically — 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 who qualifies for automatic onboarding, what you see during signup, exactly what gets created, and how alerts are configured — provisioned portfolios ship silent, so you opt in to email alerts rather than being opted in.

How the Match Works

When you complete signup, GleanMark looks up your exact email address in the USPTO correspondent table — every mark where that email appears as the listed correspondent. Auto-populate imports require an exact email match. A firm domain by itself is not enough to import marks.

Firm-domain context only changes how the confirmation step is framed. For example, if your email matches a correspondent record and your firm domain has many other USPTO correspondents, the prompt may be more confident. If your email matches but the domain has little firm context, the prompt is softer. In both cases, you stay in control: no marks are imported until you confirm the match and finish the profile step.

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 firm emails that do not appear in USPTO correspondent records 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.

What Happens During Onboarding

Automatic onboarding has three user-visible steps:

1. Confirm the correspondent match — If your exact email matches USPTO records, GleanMark shows the matched correspondent name and how many marks were found. Choose Confirm if the match is yours or Not me if it is not.
2. Complete your profile — Enter your name and role. The import starts when you submit this profile form, not when you click Confirm.
3. Land in your workspace — The workspace opens immediately while GleanMark builds portfolios, clients, and deadlines in the background. A progress banner shows what is happening.

If there is no exact correspondent email match, you will not see the confirmation step. You can still use GleanMark normally by creating portfolios manually or using the Import Trademarks page.

The import is based on public USPTO correspondent data. It does not pull from your email inbox, docketing system, billing system, or private firm files.

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.

Client records are created from distinct owner names in the USPTO data. If a client's owner names are inconsistent across filings, you may see more than one client record and can clean that up later.

How Alerts Are Configured

Auto-provisioned portfolios ship silent. Every alert category is off by default, so importing a firm's entire back catalog never floods your inbox. Email alerts are opt-in: you choose which portfolios and categories should notify you, when you're ready.

Each provisioned portfolio still carries a stored notification cadence — Pending Prosecution (All) is set to Immediate and the other live portfolios to Weekly — but because no category is switched on, no email is sent until you opt in. Think of the cadence as a pre-set default that takes effect the moment you turn a category on.

Portfolio Type	Default cadence (if you opt in)	Prosecution	Milestones	Deadlines	TTAB	Ownership
Pending Prosecution (All)	Immediate	❌	❌	❌	❌	❌
Registered (All)	Weekly	❌	❌	❌	❌	❌
Dormant (All)	Weekly	❌	❌	❌	❌	❌
Per-client live	Weekly	❌	❌	❌	❌	❌
Per-client dormant	Weekly	❌	❌	❌	❌	❌

To start receiving alerts, open a portfolio's settings (or Settings > Alert Settings at /settings/alerts) and switch on the categories you care about. A pending mark sits in both Pending Prosecution (All) and its <Client Name> portfolio, but you'll only ever get one alert per event — alerts dedupe by mark, not by portfolio.

The one signal you do get without opting in is the Deadline Email Digest, which is enabled by default (see below). It summarizes upcoming USPTO deadlines rather than firing on every prosecution event.

Deadlines

Once your portfolios exist, GleanMark generates the USPTO deadline calendar for every live mark — statement of use, Section 8 (5-6yr), Section 15 (5-6yr), Section 8 & 9 renewal (9-10yr), subsequent renewals (every 10 years out), and informational publication review windows where relevant. 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.

Publication opposition windows are treated as informational review windows, not as action-required deadlines for the correspondent. They are useful context for a mark that has been published, but the active deadline belongs to third parties deciding whether to oppose or request an extension.

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

"Why did GleanMark match me as a correspondent?" Your signup email appears in USPTO records as the correspondent email for one or more marks. GleanMark uses that public correspondent record to offer automatic workspace setup.

"My firm domain matches, but nothing imported." Firm domain context alone does not import marks. Auto-populate requires your exact email address to appear in USPTO correspondent records. If your firm uses a different docketing email on filings, sign up with that email or import marks manually.

"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.

"When does the import actually start?" The import starts after you submit the profile form. Confirming the correspondent match only tells GleanMark the match is correct; the background worker starts after profile completion.

"Can I keep using GleanMark while the import runs?" Yes. The workspace loads right away, and the progress banner updates while portfolios, clients, and deadlines are created in the background.

"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	Max
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