Editorial Guidelines Proposals

General procedure when creating a new company

A) Edit the company name

  1. Check whether the company name is written in foreign characters or in another language than English (e.g. “Газпром” for “Gazprom”, “Toyota Jidōsha” for “Toyota Motor Company”, or “Universität Jena” for “University Jena”)
    1. if yes —> Enter the original name (e.g. “Газпром нефть” or “Toyota Jidōsha”) in the text box “Company name”, then click on the “Wikipedia”-button and check whether there is an English or International version of the name (e.g. “Gazprom” or “Toyota Motor Company”) and enter it into the text box “Simplified Name” (if there is no “official” Englisch version of the name, then don’t enter anything in the “Simplified Name”-box)
    2. if no —> continue directly with 2.
  2. Delete all commas and dots from the company name and the simplified name (e.g. change “Fanfani S.r.l.” into “Fanfani Srl”)
  3. Make sure that the type of enterprise is abbreviated (e.g. change “Edwards Limited” into “Edwards Ltd” and “Microsoft Corporation” into “Microsoft Corp”)

B) Check whether the company already exists within the IPIB

  1. Check whether the company name with the same type of enterprise appears in the list under “Did you mean” (e.g. “BMW AG” and “BMW AG”; notBMW AG” and “BMW GmbH” though)
    1. if yes —> Click on the according name in the list and then on the “Use”-button
    2. if no —> Continue directly with C)

C) Find out the internet address of the company

  1. Click on the “Google”-Button next to the proposed company name
  2. In the search results, find a website that is related to the company name (e.g. proposed company: “BMW AG”, website: www.bmw.com) (if there are more than one website that fulfill this criteria, please perform the following step 3 for all of them)
  3. By comparing the company name and type of enterprise in the proposal to the company mentioned on the website (often in the footer of the page, under the “contact” tab or under “Impressum”), check whether the website belongs to the proposed company
    1. if no —> Proceed with your search (until you have exceeded all options) or click on “None”
    2. if yes —> Check whether the website exists in the list of websites suggested in the proposal
      1. if yes —> Select the according website
      2. if no —> Copy the internet address, click on “URL” and paste the internet address into the accompanying text box

(Note: Especially for smaller subsidiaries it is not always mandatory to declare a website.)

D) Find out which grouping the company belongs to

  1. Check whether the company is the subsidiary of another company by exhausting one or both of these options:
    • Check the company information provided by Bloomberg.com for this (Click on the “Bloomberg”-button, select the website with information regarding the proposed company and check the “Snapshot”-text for information about company-affiliation)
    • (If it exists,) check the company homepage for information on this (often under the tab “About Us” or in the footer)
      1. if yes —> Subsequently continue your research until you found the highest entity in the corporate group, then continue with E)
      2. if no —> Continue with 2
  2. Check whether the company belongs to a group of companies by researching Google and bloomberg.com as explained above

(Note: It is possible that a company belongs to more than one company group (e.g. a Joint Venture). In this case see Problems and irregularities below)

E) Create or select a grouping

  1. Enter the name of the highest entity of the company/the name of the group of companies, or – if none of these exist – the name of the copmany into the field “Groupings”
  2. Check whether the grouping you entered corresponds with any of the group names in the list that is created automatically below the field
    1. if yes —> Click on the “Add”-button next to the group name in the list
    2. if no —> Add the word “Group” to the name you entered and click on the “Create”-button next to the typing field
  3. Click on the “Create”-button on the very bottom of the proposal

Problems and irregularities: If …

…the proposed company name is a person

  1. Check whether there is a company name in the string underneath the proposed company name
    1. if yes —> Copy that company name, paste it into the “Company name” text box and begin with the general procedure
    2. if no —> Click on “Mark as a Person”

…the proposed company name is a street

  1. Check whether there is a company name in the string underneath the proposed company name
    1. if yes —> Copy that company name, paste it into the “Company name” text box and begin with the general procedure
    2. if no —> Click on “Mark as a Person”

…the proposed company is the IP Department of another company

  1. Copy the name of the company into the “Company name”-field and begin the general procedure

…the proposed company belongs to two companies/companie groups (e.g. a Joint Venture)

  1. Perform the steps under E) separately for both companies/company groups the proposed company belongs to so that eventually two groupings are selected for the proposed company

…the proposed company is the department/faculty of a University

Normally: Follow the General procedure and treat the proposed company as if it were the University itself (if the University already exists within the IPIB, merge the proposed company with it by selecting the University under “Did you mean” and then clicking on the “Use”-button [see steps under B])

Permitted exception:

  1. Create the department/faculty as a distinct company (e.g. “University of Waterloo – Electrical and Computer Engineering”)
  2. Check whether the University (e.g. “University of Waterloo”) already exists within the IPIB
    1. if yes —> Continue directly with 3.
    2. if no —> Create the university as a company
  3. Assign the department to the University group by selecting the grouping of the university (e.g. “University of Waterloo Group”) for the department/faculty

…the proposed company has ceased to exist

  1. Create the company anyways by following the General procedure
  2. Write down the company’s period of activity in the admin interface

…the proposed company includes information such as “Patent Attorney c/o Company” or “Company c/o Patent Attorney”

  1. Open an example patent by clicking on the “Example”-button
  2. Check whether the information including the “c/o” appears as Agent or Applicant
    1. if it appears as the Agent —> create the proposal for the Patent Attorney
    2. if it appears as the Applicant —> create the proposal for the Company

…the proposed company is doing business under a different name (d/b/a)

  1. Use the first company, but write the second name into the “Alternative Names”

(It is possible that the proposed company name also contains information according to the pattern “Company c/o Company” or “Patent Attorney c/o Patent Attorney”. In such cases, it is in the discretion of the Analyst to decide which company to create the proposal for.)