Configure Client Email Notifications

Client Notifications auto-emails your clients when their marks hit USPTO milestones — Publication, Notice of Allowance, Registration, Abandonment, the Statement of Use deadline, and more. You control which events send, which clients receive them, what the emails say, and what has already gone out. Emails are sent on your firm's behalf, and replies route to your firm — clients never see GleanMark in the thread.

Where to Find It

Go to Settings → Alert Settings, then open the Client Notifications tab (/settings/alerts?tab=client-notifications).

At the top, a master switch — Auto-email clients on USPTO status changes — turns the feature on or off for your organization. A Live badge shows when it's on, Off when it isn't. While it's off, the per-event and filter controls below are disabled.

The Four Tabs

Client Notifications is organized into four tabs, opening on Setup:

Setup — events, monitoring reports, sender identity, and filters
Templates — edit the email for each event (admins only)
Recipients — the clients eligible to receive emails, with mute and per-client controls
Activity — recent sends and their delivery status

Setup

Which events trigger an email?

Each event is on or off. When on, the email auto-sends to the client. Events are listed in prosecution-lifecycle order:

Event	What It Means
Filing Received	The USPTO receives the application and initializes the file.
Office Action	An examiner issues a non-final Office Action. Off by default.
Final Office Action	An examiner issues a Final Office Action. Off by default.
Notice of Publication	The USPTO publishes the mark for opposition.
Notice of Allowance	The USPTO issues the NOA after publication.
SOU Period Expiration	A 30-day warning before the Statement of Use deadline.
Registration	The mark officially registers.
Section 8 Accepted	The USPTO accepts a Section 8 declaration.
Registration Renewed (10-Year)	The USPTO grants a 10-year renewal.
Abandonment	The application is abandoned.

Office Action and Final Office Action are off by default — keep them off if you prefer to brief clients on those personally. Each event has a preview button so you can see the email clients will receive.

Client monitoring reports

Separate from event emails, you can send each client a recurring digest. A monitoring report is a short summary email with the full, branded report attached as a PDF. It only sends when there's activity to show for the period.

Send monitoring reports to clients — the master switch for recurring reports. Watches must be assigned to a client to appear in their report.
Default report frequency — choose Monthly, Weekly, or Off (per-client opt-in only). The default is Monthly. This applies to every client without a per-client override.
Report sections — choose what goes into every client's report:
- Portfolio summary — registered/pending counts.
- New potentially conflicting filings — third-party filings caught by their watches.
- USPTO milestones on their marks — NOAs, Office Actions, renewals, and Section 8 acceptances.
- Upcoming deadlines — action deadlines in the next 90 days.

Use Preview example to see a sample report with your sender settings and section choices before turning it on. Section changes apply to future reports.

Sender identity

The Sender identity card controls how outgoing emails appear to clients. Leave any field blank to use the default.

From-name override — defaults to "{your firm} via GleanMark".
Reply-to override — defaults to the attorney of record for each mark; set one address to route all replies to a single inbox.
CC override — defaults to the same address as Reply-to. Set a different address to CC a fixed inbox, or clear and save to disable CC entirely.

Filters

Limit which marks and clients can trigger emails.

By mark status:

Status	What It Covers
Pending marks	Marks still in prosecution. Most firms keep this on.
Registered marks	Marks that have already issued.
Dead / abandoned marks	Abandoned or cancelled marks. Off by default.

By client portfolio:

Bucket	Who It Includes
Active · Pending	Clients with at least one pending mark.
Active · Registered	Clients whose live marks are all registered.
Dormant	Clients with no live marks.

Bucket tags are managed on the Clients page.

Templates

The Templates tab lets admins customize the email used for each event. Non-admins see a locked view — template editing requires admin permissions.

Pick an event in the left rail (Event type). Each shows its current version and whether it's on or off.
Set "Send to clients" — choose On — auto-send to clients or Off — do not send.
Edit the Subject — leave it blank to use the default subject for that event. The placeholder reads "(leave blank to use the default subject)".
Edit the Body in the template editor.
Save — click Save and publish.
Test — click Send test to me to send yourself the current draft.

Event labels in Templates match the events in Setup, with two worded differently: the SOU event appears as Statement of Use Reminder, and the non-final Office Action appears as Office Action (Non-Final).

Template variables

Subjects and bodies can include variables, written with double braces and substituted at send time. Available variables:

{{mark_name}} — the trademark word or phrase.
{{serial_number}} — the USPTO application serial.
{{registration_number}} — populated only after the mark registers.
{{event_date_display}} — the USPTO event date, formatted.
{{firm_name}} — your organization's display name.

A variable that has no value for a given event renders as empty text.

Test recipients

When sending a test, you can add Additional test recipients (max 3). Up to 3 addresses are allowed per test send, and invalid email addresses are rejected.

Recipients

The Recipients tab lists the clients that match your firm-level bucket filter. For each client you can see their name, email, bucket, pending/registered/dead mark counts, when they were last emailed, and their notify state. Clients with no email show no email on file.

From this tab you can:

Search and filter the list (by email, bucket, minimum pending or registered marks).
Mute or unmute a client with the Notify switch — a muted client receives no emails until unmuted.
Select clients to mute or unmute in bulk.
Open per-event mute settings for a client.
Set a per-client monitoring Report cadence — choose the org default, Weekly, Monthly, or Off.

Activity

The Activity tab shows the last 50 client notifications sent on the firm's behalf, including both event emails and Monitoring Report sends. Each row shows the event, the mark or client, the recipient, and a delivery status badge — sent, delivered, bounced, complained, suppressed, failed, sending, queued, or dry-run. Monitoring report rows include a PDF button to open the sent report. Use this tab to confirm a client email went out and that delivery succeeded.

Pausing Everything

Admins can pause all outbound client emails firm-wide with Pause all. While paused, a red PAUSED banner appears across the tabs and no client emails send until an admin clicks Resume.

Tips

Turn on only the events you want clients to receive automatically; leave Office Action events off unless your workflow calls for them.
Keep Dead / abandoned marks off unless you specifically need those notices.
Review Recipients for clients showing no email on file.
Use Send test to me before publishing major wording changes.
Check Activity to confirm delivery before following up with a client.