If you sign up with an email that matches a USPTO correspondent record, GleanMark can build your workspace automatically — three firm-wide watchlist portfolios, up to two portfolios per client, a client record per distinct owner, and a fully-populated deadline calendar. No CSV upload, no manual import, no per-mark setup.

This guide explains who qualifies for automatic onboarding, what you see during signup, exactly what gets created, and what alerts are turned on so you know what to expect.

When you complete signup, GleanMark looks up your exact email address in the USPTO correspondent table — every mark where that email appears as the listed correspondent. Auto-populate imports require an exact email match. A firm domain by itself is not enough to import marks.

Firm-domain context only changes how the confirmation step is framed. For example, if your email matches a correspondent record and your firm domain has many other USPTO correspondents, the prompt may be more confident. If your email matches but the domain has little firm context, the prompt is softer. In both cases, you stay in control: no marks are imported until you confirm the match and finish the profile step.

There are four possible match outcomes:

Automatic onboarding has three user-visible steps:

If there is no exact correspondent email match, you will not see the confirmation step. You can still use GleanMark normally by creating portfolios manually or using the Import Trademarks page.

The import is based on public USPTO correspondent data. It does not pull from your email inbox, docketing system, billing system, or private firm files.

Every firm gets the same three top-level views, tagged so the Portfolios page shows them as the default firm-triage layer:

For each distinct owner across your filings, you get up to two per-client portfolios:

A client with only live marks gets one portfolio; one with both gets two. Tag-free, so the client portfolios stay separate from the firm-watchlist views.

Each distinct owner becomes a row in your Clients page (/clients) with a single status tag:

Tag priority is pending > registered > dormant, so a client with both pending and registered work shows as Active · Pending.

Client records are created from distinct owner names in the USPTO data. If a client’s owner names are inconsistent across filings, you may see more than one client record and can clean that up later.

Auto-populate ships a default alert template for each portfolio so you start receiving signal immediately:

Dormant portfolios have every alert category disabled, so no email is sent regardless of frequency.

A pending mark sits in both Pending Prosecution (All) and its <Client Name> portfolio, but you’ll only get one alert per event — alerts dedupe by mark, not by portfolio.

You can change every default at /settings/alerts at any time. Master toggles let you turn off all email entirely with one click.

Once your portfolios exist, GleanMark generates the USPTO deadline calendar for every live mark — statement of use, Section 8 (5-6yr), Section 15 (5-6yr), Section 8 & 9 renewal (9-10yr), subsequent renewals (every 10 years out), and informational publication review windows where relevant. Already-filed deadlines (e.g., a Section 8 you filed in 2019) are marked satisfied automatically based on USPTO event records — they don’t show up as “pending” on your dashboard.

Publication opposition windows are treated as informational review windows, not as action-required deadlines for the correspondent. They are useful context for a mark that has been published, but the active deadline belongs to third parties deciding whether to oppose or request an extension.

Two paths keep this current:

You don’t manage this; deadlines just appear.

The Deadline Email Digest is opted in by default, sending daily at 8am in your profile timezone (defaults to Eastern if not set). Configure cadence and content at /settings/alerts.

After signup, your firm page shows a progress banner with up to two phases:

When the import completes, the banner flips to Firm watchlist ready with View portfolios and View clients buttons.

The banner only appears on the firm page. If your matched correspondent record is solo (no firm name on file), you’ll land on a personal correspondent page instead — the import still runs in the background; check the Portfolios page when it’s done.

“Why did GleanMark match me as a correspondent?” Your signup email appears in USPTO records as the correspondent email for one or more marks. GleanMark uses that public correspondent record to offer automatic workspace setup.

“My firm domain matches, but nothing imported.” Firm domain context alone does not import marks. Auto-populate requires your exact email address to appear in USPTO correspondent records. If your firm uses a different docketing email on filings, sign up with that email or import marks manually.

“I signed up but nothing was imported.” Your exact email isn’t on file as a USPTO correspondent. Personal-domain emails (gmail.com, yahoo.com, etc.) and firm emails not listed on any USPTO filing skip auto-populate. After landing on the search page, head to /portfolios/new to create portfolios manually.

“You matched the wrong person.” Click Not me at the confirmation step. After completing your profile, you land on the search page with a starter tour. From there, set up portfolios manually at /portfolios/new.

“I’m seeing a shared-inbox warning.” Your email looks like a functional alias (info@, docketing@, etc.). If those filings are genuinely your matters, confirm. Otherwise decline — those marks belong to someone else at the firm.

“When does the import actually start?” The import starts after you submit the profile form. Confirming the correspondent match only tells GleanMark the match is correct; the background worker starts after profile completion.

“Can I keep using GleanMark while the import runs?” Yes. The workspace loads right away, and the progress banner updates while portfolios, clients, and deadlines are created in the background.

“My deadlines didn’t fully populate.” Old marks with no registration date or publication date have no computable deadlines yet. They’ll populate automatically when USPTO advances them to publication or registration.