The EPO takes its digital services to the next level
“An intuitive interface” - “No going back for us” - “Unlike snail mail, documents are received within deadlines” …user feedback during our 2023 podcast speaks for itself.
Since the European Patent Office (EPO) launched its first online service in 2001, there have been many challenges. Today, the MyEPO services suite covers the entire patent granting process at the EPO, including the EP, Euro-PCT and UP procedures, setting a world-class benchmark in their electronic processing.
MyEPO services go beyond merely converting paper-based processes into paperless ones. With a focus on user-friendliness, simplification and saving time, new features are continuously designed and added in close collaboration with our user community. Our working groups, which include participants from 145 companies, regularly engage in various activities to ensure we meet user expectations. A special thanks goes to the epi members of our user groups. On 1 November, we will release a set of features that have been tested within the focus group, taking MyEPO Portfolio to the next level.
The digitalisation of our operations has enabled us to reduce our paper consumption from 123 million sheets of paper in 2019 to 14.6 million at the end of 2023. For 2024, we aim to further save some 2.5 million sheets of paper by not sending paper copies of cited patent literature in search and examination proceedings (starting 1 October 2024). This will further contribute to reaching our goal of carbon neutrality by 2030.
A closer look
The MyEPO services suite comprises three parts:
- Applications and other documents are submitted using the Online Filing 2.0 application. Today, about 60% of all filings are completed this way.
- For all procedures at the EPO, MyEPO Portfolio constitutes the central hub of our services, not only centralising communications via its Mailbox but also offering functionalities for the day-to-day management of applications, documents and requests. Currently, 75% of all examiner communications are sent via the electronic Mailbox and more than 8 300 patent attorneys use it regularly. In our User Satisfaction Survey 2022/23, 75% of users reported being satisfied with the tool.
- Finally, the Central Fee Payment tool streamlines financial transactions related to EPO procedures, including fee payments and refunds.
Within the MyEPO Portfolio, two areas stand out, highlighting our approach to simplify and modernise users’ interactions with us:
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The Shared Area
The “Shared Area” is a dedicated part of the MyEPO Portfolio that allows for live interaction and informal consultations between the applicant/representative and the EPO examiner. Documents can be uploaded, jointly edited or annotated, and changes discussed and agreed upon in real time. Transparent and secure, the “Shared Area” is a great way to make the procedure more efficient and avoid otherwise lengthy exchanges. -
The Representative Area
The administrative needs of professional representatives and their IP support staff are being catered to. In MyEPO Portfolio, representatives can request entry or re-entry in the list of professional representatives before the EPO and manage their profiles in the dedicated “Representative Area”. Additionally, company administrators can control user access to the applicant’s Mailbox, application portfolios and fee payment.
Looking ahead
Enhancing the quality of our online services is a key commitment in the EPO’s Strategic Plan 2028. We are determined to take our digital transformation journey further, leveraging cutting-edge technologies with a user-centric approach. We will pursue new solutions and decommission legacy systems. The selection of new services will be based on the potential for improvement as well as user feedback.
Multiple developments aiming to streamline processes, enhance usability and accommodate the needs of users more effectively are scheduled for the remaining part of 2024 and 2025.
Among others, searching legal aspects of the European patent system will be possible via a new easy-to-use AI-based platform. Extended workflows of tasks will allow users to conveniently save actions as “drafts” for future use, and the workflow for the submission procedure will be further clarified based on feedback. The administrative self-services will be complemented to include the management of access rights as well as deposit accounts. From a usability perspective, the Portfolio’s application detail screen and the proceedings overview page will be redesigned to benefit users. By the end of 2024, smart card access to our tools will be replaced by our more flexible two-factor authentication (2FA) alternative. The Webform Filing tool, currently used in well under 1% of filings, will also be discontinued.
Recognising that many companies use their own IP management systems, the EPO has introduced business-to-business technical interfaces (also known as APIs or Application Programming Interfaces) to enable automatic data exchange between systems. New APIs will be added in the future.
Further information on our online services, our User Online Engagement Pipeline (a follow-up to our previous MyEPO Roadmap) and latest news can be found on our website www.epo.org. Have a look and participate in our User Satisfaction Survey as of mid-September.
