eDocFile for Patent - FAQs
What is eDocFile System?
The eDocFile System is an Internet-based service of IPOPHL for the online submission of client communications related to Inventions, Utility Models (UM), and Industrial Designs (ID) without physically transacting with IPOPHL or its Satellite Offices (IPSOs).
The eDocFile facility is designed to receive a range of response/document types as well as to process different requests types such as Extensions, Recordals, Conversions, and Registrability Reports for UM and ID. Aside from these, eDocFile is likewise capable of handling fee payments including payment of balance on filing fees, annuities, fees on extensions, publication, and issuance of certificate payments. To access the online service, please refer to the following link:
What are the advantages of using eDocFile System?
The systems is a fast, economical and efficient way of submitting documents online without the inconvenience of going to IPOPHL and more importantly minimizing health risks as this can be done without leaving the safety and convenience of your homes or offices.
What type of browser can I use with the eDocFile System?
The eDocFile System is preferably supported by the latest versions of Internet Explorer, Firefox and Google Chrome. Please take note that to ensure session security, cookies can be disabled.
Is the system available 24 Hours a day, 7 days a week?
The online service is available 24/7, except when the system is under maintenance. Maintenance schedule will be posted at the IPOPHL website.
Who can use the eDocFile System?
Any individual or juridical entity with pending or granted applications may submit communications through eDocFile. For entities who are non-residents of the Philippines, they should appoint a resident agent or patent attorney to transact using eDocFile on their behalf.
Is this a free service?
The eDocFile System is provided free of charge. The only fees that will be required are those associated with patent-related payments including balance of filing fee, extension fees, annuities for invention patents, revival fees, and recordal of assignment.
It's my first time to use eDocFile, do I need to enrol or register an account?
There is no need for registration in order to access eDocFile and submit communications including responses, requests, and payments online. The online service is accessible to all IPOPHIL clients who have pending or granted applications as long as the applicant or agent has an internet connection and an active email address.
Can I file my communications and submissions in one of the Satellite Offices (IPSO)?
Yes, the IPSO Officers may also assist the applicant, if necessary, in submitting document using eDocFile.
What do I need to prepare before filing an application online?
For document submissions - Prepare submission and documents that are formatted for electronic filing into Portable Document Format (PDF). All PDFs must be full text searchable prior to uploading into the system. MS Word files can be converted to PDF files by using the “Convert to PDF” function for MS Office files to ensure the PDF is full text searchable. For hard copies, they must be scanned and saved as PDF.
For payment of the filing fee balance, eDocFile System will require you to input the efiling reference code and the corresponding application number. The system will automatically display the filing fee balance/s corresponding to statement of account (SOA) that was sent to you when you filed your application using online application filing system.
Can I use eDocFile to pay the remaining balance of the filing fee?
Yes. The eDocFile System is configured to receive payment of the remaining balance of the filing fee
What if I made a mistake in entering application number, what will happen to the file I submitted through eDocFile?
Submission of responses and documents via eDocFile adheres to the same procedure as the manual filing of communications. Given that computer systems plainly follows the instruction of users in the same manner as when submitting document manually, when mistakes in entering/writing an application number happens the eDocFile System shall be consequently directed to store/attach the submitted documents in the wrong electronic file. In such case, applicant needs to correct the mistake by informing the Bureau of Patents by submitting a Correction of Entry through the edocfile Patents. We strongly suggest that this be done at the earliest possible opportunity to avoid complications such as withdrawal of the application due to non-filing of reply to office action.
Do I still need to submit the physical/paper copies of documents?
As a general rule, no. The electronic documents and attachments (if any) submitted by the applicant or the agent will be automatically uploaded in the IPOPHL Database. However, in the event that submission of paper copies of documents attached in the electronic submission are deemed necessary the applicant or representative shall be notified by the IPOPHL.
When is the start of the period to file Reply to the Office Action, the mailing date of the physical copy or the date when email was sent?
Pursuant to the guidelines promulgated regarding the use of IPOPHL electronic systems, the mailing date as indicated in the physical copy dictates the start of the period to file for Reply to an Office action.
How will I know if the reply or submission was received by IPOPHL?
The system will generate a Notice of Successful Transaction as well as Statement of Account (if payment is required), Acknowledgement Receipt, and Submitted Attachments to the email account of applicant or agent in real time to confirm completion of transaction.
How much will I pay for submissions with corresponding fees?
The eDocFile System will automatically compute the required fees during the application process. Further, a copy of the Statement of Account (SOA) that includes the details of required fee payable to IPOPHL will be sent thru email. For complete details of fees refer to the link: https://drive.google.com/file/d/138zRWPEofZJCc5TzJvJ4hwUx8UPM-cPX/view
How do I pay the any corresponding fee?
The eDocFile System is configured to process payments through Dragonpay-affiliated payment channels and merchants.
What is Dragonpay?
Dragonpay is an online payment solution that enables an IPOPHL client to use his/her existing online banking facility or pay cash over-the-counter at physical retail channels. Dragonpay automatically monitors the online and offline payments made by the client and notifies IPOPHL of a completed payment so that IPOPHL can completely process the application filed online. For details on Dragonpay, please click this link
If I choose to pay through Dragonpay, do I need a Dragonpay account?
No. Dragonpay will facilitate payment transactions by linking up with several payment partners (Philippine banks and non-banks only), which will collect your payment on behalf of IPOPHL. This option is open to the general public, and there is no Dragonpay account needed.
What are the payment partners/modes of Dragonpay?
Presently, Dragonpay enables payment through the following modes:
- Pay directly online using the following Philippine bank accounts: BDO, BPI, Metrobank, RCBC, Unionbank, LandBank.
- Pay cash Over-the-Counter at selected banks namely BDO, BPI, Metrobank, RCBC, RCBC Savings, UCPB, and Unionbank. Check payments are accepted but are subject to bank clearing guidelines. Additionally, you can also pay through the ATM machines of the following banks: BDO, BPI, Unionbank, RCBC, and UCPB.
- Pay cash Over-the-Counter at selected payment collection centers such as LBC branches, SM Payment Counters, Robinsons Department Stores, Cebuana Lhuillier and M. Lhuillier branches nationwide.
- Use mobile payments namely Globe GCash and BPI BanKO.
What is the content of Dragonpay’s Payment Instruction that is given to applicant/filer by the eDocFile System?
Dragonpay’s Payment Instruction includes the following details:
- Description of payment channel (Name of the payment channel);
- Payment Reference No. (8 characters Dragonpay Reference No.) ;
- Amount to be paid;
- Description (SOA Type);
- The deadline within which to pay the fee/s; and
- Step by Step instruction including how and where to transact payment as well as brief details of payment confirmation.
How long is the validity of the DragonPay’s payment reference number? What happens if I fail to pay within deadline set?
The validity of the DragonPay’s payment reference number is determined by each payment channel/merchant affiliated with Dragonpay and varies from few hours to a certain number of days as indicated in the payment instruction provided by the online filing system to the applicant/filer.
When the deadline to pay the fee/s expires, Dragonpay through its affiliated merchants will not allow payment of fees to proceed. In such a case, the payor will have to email epayment.queries@ipophil.gov.ph to request another link/payment instruction to proceed with the payment.
It is strongly recommended that advance filing fees should be paid within the period indicated in the payment instruction to avoid complications.
Are there additional charges if I choose to pay through Dragonpay?
Yes. Please take note that, on top of the IPOPHL fees, Dragonpay and the different payment channels will charge their own convenience fees that will be paid by the transacting client. DTI-DOF Joint Department Administrative Order (JDAO) No. 10-01 s. 2010 allows electronic payment service providers to collect convenience fees from the transacting client. Please refer to the Table of Charges/Fees of Payment Channels here.
When I click Dragonpay, I am asked to encode a login ID and password. What are this login and password?
The login ID and password that is being prompted from you is your online or Internet banking login ID and password with your bank. This is the same login ID and password you use when you check your bank account balance over the Internet. Dragonpay does not require a separate ID and password other than the one you already have.
For more details, please click the link https://www.dragonpay.ph/online-payments
I encountered problems with my application when I clicked Dragonpay option. Who do I contact to help solve my payment-related problem?
Please contact the Dragonpay Customer Service for further assistance.
For payment-related matters (other than check payments), please email onlineservices@ipophil.gov.ph.
If I am not a resident of the Philippines, can I or my company submit documents using the eDocFile System of IPOPHL?
No. You have to hire a resident agent or an authorized representative in the Philippines who will submit the documents on your behalf. A copy of the Special Power of Attorney or Appointment of Resident Agent should be attached in the online application by your representative.
Who can I contact in case of inquiry or concern with the online eDocFile system
For queries and concerns regarding BOP eDocFile System please email verify@ipophil.gov.ph.
Please note: saved drafts will expire after fourteen days, at which point you will have to begin again. We strongly discourage you from relying on only these drafts to record the information they enter into your application.
Why are there different reference codes for IPOPHL's SOAs and Dragonpay's Reference Instructions?
A reference code is automatically generated by a system for internal data integrity purposes. The IPOPHL system is different from the Dragonpay system. These two independent systems will always have different reference codes, but by some internal process, which has been tested and verified, they will always refer to one and only one application/transaction. Thus, even if IPOPHL and Dragonpay have different reference codes, this will not affect the application.
If I encountered system error while submitting online on a due date and the payment option is unavailable, e.g. bank already closed, what happens?
IPOPHIL policy concerning the use of the online facility provides that when no acknowledgement receipt is issued to the applicant via email the filing/submission process is deemed not completed because, the online facility is not able receive the electronic application. IPOPHIL internal systems and database are, therefore, without any official record/details of the application.
To avoid this complication, we strongly suggest that the submission or payment should be done ideally at least 48 hours before the due date.
If have a very long document, can the system accept a large file? What if my submissions exceed the maximum capacity?
The eDocFile System is designed to accommodate PDF file size of up to 10MB per attachment. The 10 MB file size does not have an exact equivalent number of pages given that PDF file sizes depends on a number factors including software and content which makes it difficult to ascertain what constitutes 10 MB in terms of number of pages. Applicants are advised to make sure that the file size of the documents that they intend to upload in the system does not exceed the 10 MB per attachment limit.
If the online filing system prompts with an error message when uploading an attachment that exceeds 10MB, you may reduce the file size of the document/attachment through the following steps:
- Open the PDF filing using Acrobat Professional version 8.0 or higher;
- Access in the upper tab the “Document” tab;
- Select the “Reduce File Size” option; and
- Select Acrobat 5.0 or Acrobat 4.0 version for compatibility and then click “OK”.
To know the file size of the PDF document right click the PDF file and select “properties”.
For further assistance, please email verify@ipophil.gov.ph
Who can I contact in case of inquiry or concerns?
Please contact the Patents Records Management Division at (632) 238-6300 local 3312
from 8:30 AM to 4:00 PM, Mondays through Fridays or email the following:
bop-records@ipophil.gov.ph for updates on status of applications
bop@ipophil.gov.ph for general BOP queries
pct@ipophil.gov.ph for PCT applications, queries and concerns
verify@ipophil.gov.ph for concerns on online filings and submissions
We're working hard to answer your queries, please note that this page will be updated from time to time. Got urgent concerns? Send us a message at ask@ipophil.gov.ph