Company Workspaces/Custom Fields

This video provides an overview of Company Workspaces in Patsnap Analytics, including how to create a new Company Workspace or convert an existing Personal Workspace. You'll learn how to collaborate more effectively using private, workspace, and company-wide comments, create searchable Company Custom Fields, and use those fields to build auto-updating folder structures for powerful data organization. By the end of the video, you'll understand how Company Workspaces help teams standardize workflows, improve collaboration, and manage shared patent intelligence more efficiently

• From the Workspace homepage, click New Workspace in the top-right corner.
  
  Select Company Workspaces instead of Personal Workspaces.
  
  Enter a workspace name and choose an icon, then click Create.
  
  Note: the creation allowance for company workspaces is lower than personal workspaces, but still substantial.
  
  Important: only a Patsnap company administrator can create company workspaces, so you may need to request one from your admin.
• In the workspace list, find the personal workspace you want to convert.
  
  Click the three-dot menu in the Action column.
  
  Choose Transfer.
  
  Instead of transferring to a colleague, select the option to transform it into a company workspace.
  
  You can preserve existing metadata during conversion, including:
  
  comments
  
  email alerts
  
  custom field values
  
  Warning: this conversion is not reversible.
  
  If you want to test first, create a separate company workspace or duplicate folders before converting.
• Select the company workspace from your workspace list.
  
  The overall layout is similar to a personal workspace:
  
  folder structure on the left
  
  documents and data in the main view
  
  The key differences are in the advanced functionality available inside company workspaces.
• Company workspaces are not automatically shared with the whole company.
  
  Sharing still works the same way as personal workspaces: you choose who can access it.
  
  Comments now have three visibility options:
  
  Private comment: visible only to you
  
  Workspace comment: visible to people the workspace is shared with
  
  Company comment: visible more broadly across the company, even outside the workspace audience
  
  To change a comment’s visibility, enter the comment and use the edit icon to adjust its setting.
• Private comment
  
  Use when you want to keep notes to yourself.
  
  Helpful for incomplete evaluations or draft thoughts you do not want others to see.
  
  Workspace comment
  
  Use when the comment should be visible only to workspace recipients.
  
  Comments stay siloed to that workspace and its shared users.
  
  Company comment
  
  Use when the comment should persist beyond the workspace and be visible to others in the company.
  
  Helpful for important warnings or guidance, such as:
  
  “red flag, do not engage”
  
  notes about a key invention or product line
  
  Even if someone finds the document through another search, the company comment can still appear.
• Company workspaces support Company Custom Fields.
  
  The field creation process is similar to personal workspaces.
  
  Click Create Custom Field and choose from the same field types available in personal workspaces.
  
  The main difference is that company custom fields are designed to make documents more searchable and easier to organize at scale.
• In Analytics, company workspaces are more searchable through the field search.
  
  You can search by company custom field values, such as:
  
  product lines
  
  risk categories
  
  department assignments
  
  Example: select a field like Fusion Reactor Features, then search for a value such as thermal.
  
  The important advantage is that custom fields and their values are queryable, meaning they can be used in searches and folder logic.
• Company custom fields can be used inside folder search strategies.
  
  This lets folders update automatically based on document metadata.
  
  Example workflow:
  
  A parent folder like Radiotherapy uses a standard patent search strategy.
  
  A subfolder like Division X searches for documents where the custom field Responsible Department/Division = X.
  
  Any document tagged with that value is automatically routed into the subfolder.
  
  You can make this even more advanced by adding secondary custom fields, such as priority review values.
  
  This is useful for routing documents to attorneys or reviewers for final review.
• The video highlights the main differences between personal and company workspaces.
  
  Additional guidance is available in the Help Centre.
  
  If you need more support, contact the team for help.