Setting Up Your First Portfolio

Portfolios are how you organize and monitor trademarks in GleanMark. Every mark you add to a portfolio is automatically monitored for status changes, prosecution events, deadlines, and more. This guide walks you through creating your first one.

How to Create a Portfolio

1. Navigate to Portfolios — Click "Portfolios" in the sidebar under Monitor
2. Click "New portfolio" — or go directly to /portfolios/new
3. Enter a name — something descriptive like "Acme Corp Main Brands" or "Client: Smith & Associates"
4. Add a description (optional) — notes about what this portfolio covers
5. Choose who can see this portfolio (org workspaces only) — select "Whole firm" so everyone at your organization can view the portfolio and is subscribed to its alerts, or "Just me" to keep it private. Private portfolios are visible only to you and can be shared with the firm later.
6. Assign a client (optional) — if you manage multiple clients, link the portfolio to a client record. Client assignment requires "Whole firm" visibility; a private portfolio cannot be linked to a client.
7. Toggle Automatic Renewal Monitoring — on by default. When enabled, you receive alerts for upcoming renewal deadlines.
8. Configure default alert settings — toggle alert categories on or off (Prosecution, Milestones, Deadlines, and TTAB Proceedings are on by default; Reclassifications and Ownership are off by default) and choose a notification frequency (Immediate or Weekly Digest)
9. Click Create Portfolio

Adding Trademarks

From your portfolio detail page (/portfolios/:id):

1. Click "Add Trademarks"
2. Enter a serial number — GleanMark validates it against the USPTO database in real time
3. Confirm — the mark is added and monitoring begins immediately

Bulk Import

For many marks at once, use the Bulk Import option. Paste or upload a list of serial numbers and GleanMark validates and adds them all.

You can also add marks from the Import Trademarks page (/import-trademarks).

What Your Portfolio Shows

The portfolio detail page gives you a complete view of your monitored marks:

• Trademark list — searchable, sortable table with status, mark type, classes, owner, and filing date
• Filters — narrow by status (registered, pending, cancelled, abandoned), mark type, Nice class, or owner
• Alert activity — see recent alerts for marks in this portfolio
• Document counts — how many USPTO documents are available per mark
• Comment counts — team notes and annotations per mark
• Export — download the portfolio as an Excel or CSV spreadsheet for offline analysis

Portfolio Settings

Access settings via the gear icon on the portfolio detail page:

• Name and description — edit inline
• Tags — organize portfolios with custom tags
• Client assignment — link or unlink from a client
• Auto Renewal Monitoring — toggle automatic tracking of Section 8/9 renewal deadlines
• Alert configuration — per-portfolio override for alert categories and frequency

Tips

• One portfolio per client is a good starting pattern for law firms managing multiple clients
• Use tags to group related portfolios (e.g., "pharma", "tech", "international")
• Enable auto renewal monitoring — it catches upcoming Section 8 and 9 deadlines that are easy to miss

What's Included in Each Plan

Related Features

• Welcome to GleanMark — Full getting started guide
• Setting Up Alerts — Configure how you're notified about portfolio changes
• Markus AI — Ask "Show upcoming deadlines for my portfolios"