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 emails tab (/settings/alerts?tab=client-notifications). If you haven't selected a firm workspace, the tab prompts you to select one first — client emails are a firm-level feature and aren't available in personal mode.

Event emails (one email to the client each time the USPTO acts on their mark) are included with the Professional and Max plans. Monitoring reports (the recurring weekly, monthly, or quarterly summary) are included with the Max plan; on Professional they show as a Max feature. On Free and Starter, the tab shows a prompt to upgrade.

The Tabs

Client emails is organized into 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
• Approvals — review and approve queued client emails before they send
• Sent — recent sends and their delivery status, with inline preview of what clients received

Setup

Which events trigger an email?

Each event is off, or on with a send mode. Turning an event on defaults it to Auto-send — the email goes straight to the client when the event fires. You can switch any enabled event to Queue for review, which holds the email in the Approvals tab until you approve it. Events are listed in prosecution-lifecycle order:

Office Action and Final Office Action are off by default — keep them off if you prefer to brief clients on those personally. The three renewal events are off by default too. They cover registrations in a client's portfolios, use the dates on the firm's deadline docket, and each goes out once per filing. 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, Quarterly, 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:

By client portfolio:

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.

1. Pick an event in the left rail (Event type). Each shows its current version and whether it's on or off.
2. Set "Send to clients" — choose On — auto-send to clients or Off — do not send.
3. Edit the Subject — leave it blank to use the default subject for that event. The placeholder reads "(leave blank to use the default subject)".
4. Edit the Body in the template editor.
5. Save — click Save and publish.
6. 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.

Approvals

When an event's send mode is set to Queue for review, emails that fire for that event are held in the Approvals tab instead of going straight to the client. Review each queued email — you can preview the content clients will receive — then approve it to send or discard it. This lets you keep human oversight over automated client emails, especially for events like Office Actions where you may want to add context before the client hears from you.

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 send-mode override — switch an individual client between Auto and Queue independent of the event-level default.
• Set a per-client monitoring Report cadence — choose the org default, Weekly, Monthly, or Off.

Clients can also self-unsubscribe from emails they receive.

Sent

The Sent 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. You can preview the content a client received inline from any row. Use this tab to confirm a client email went out and that delivery succeeded.

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.
• Use Queue for review on events where you want to review each email before it reaches the client, then approve from the Approvals tab.
• Check Sent to confirm delivery before following up with a client.