Guide

Beyond Trademarks: Managing Patents and Industrial Designs in One System

Patents and industrial designs aren't trademarks with different names on the form — they need genuinely different fields. Here's what actually changes, and what should stay shared.

Updated 2026 · 8 min read

Same shape, different substance

Patents, industrial designs, and trademarks all go through a recognisable lifecycle — filed, examined, published or granted, renewed — which is why the strongest IP portfolio management software can genuinely share infrastructure across all three: documents, correspondence, actions and deadlines all attach to a record the same way regardless of which right it protects.

But the records themselves need to hold different things. Treating a patent as "a trademark with a different class field" loses information a real patent practice needs day to day.

What a patent record needs that a trademark record doesn't

Patent-specific fields

An abstract — trademarks don't have one; patents do.
Claims — the legal boundary of the invention, tracked with the ability to record amendments over the application's life, not just a final PDF.
Office actions with a response workflow — each action logged individually, with its own response, not folded into a generic "notes" field.
Priority claims on a 12-month window — the Paris Convention priority period for patents is twelve months, distinct from the shorter window that applies to designs.
PCT designated countries — for applications filed under the Patent Cooperation Treaty, tracking which countries the application has entered national phase in, and which are still pending.
A full date set — application, publication, grant, and expiry dates, each meaningfully different from the next.

What an industrial design record needs that a trademark record doesn't

Design-specific fields

Locarno classification — designs are classified under the Locarno system, not the Nice classes trademarks use.
Applicant and designer, both — a design has two distinct parties worth recording, where a trademark typically has one.
A product indication — a text description of what the design actually covers, alongside the visual.
Multiple design views — front, side, perspective — as a small gallery per design, with one marked primary, rather than a single image field.
A 6-month priority window — shorter than the patent priority period, and worth getting right since it directly affects filing strategy.

What should stay shared across every IP type

The case for keeping trademarks, patents and designs in one system isn't that they're the same — it's that the parts around the legal substance are identical, and duplicating them per IP type is pure overhead. Documents, mail correspondence, logged actions, and the renewal/annuity ledger should all be able to attach to any filing type through the same mechanism, so a firm handling a mixed portfolio doesn't need to learn — or pay for — a separate system per right.

That also means portfolio-wide reporting can work across IP types instead of stopping at trademarks: a client's file should be able to show their trademarks, patents, and designs together, not as three exports a paralegal has to merge by hand.

Where this is heading

Patent and design management tends to mature in stages: first getting the records and their specific fields right — claims, priority, office actions, PCT tracking, design views — then layering in the same level of deadline automation trademarks already have. Renewal and annuity tracking for patents and designs starts as a straightforward ledger — record what's due and when, mark it paid — with automatic, country-rule-driven calculation as the next step, the same way trademark renewal automation works today.

One system, every IP right you handle

IPBases manages trademarks, patents and industrial designs with the fields each one actually needs — sharing documents, correspondence, and reporting underneath.

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