Exporting / Importing Data

This video provides a walkthrough of importing and exporting data in Patsnap, covering both the Excel Import and Patent Number Import methods for bringing external datasets into a workspace, including how custom fields are detected and formatted during import. The video also covers exporting saved searches or folders, including choosing a file format, customizing which fields appear, and saving reusable export templates for different audiences.

• Start inside the Patsnap workspace where you want the data to live.
  
  Select the target folder for the import, or create a new folder if needed.
  
  This folder becomes the destination for the records you are about to bring in.
• Click the AI Import icon in the top-right corner.
  
  Patsnap will show two import options:
  
  Excel Import for spreadsheet files
  
  Patent Number Import for a list of patent numbers
  
  Use Patent Number Import if you only have patent IDs to paste in.
  
  Use Excel Import if you have a spreadsheet with publication numbers and additional fields.
• For patent numbers, paste the list into the provided box and let Patsnap match them to database records.
  
  For Excel files, choose Excel Import.
  
  Then either:
  
  drag and drop the file into the upload area, or
  
  click Upload File and select the spreadsheet from your computer.
  
  Patsnap begins evaluating the file before importing it.
• Patsnap checks whether the file contains valid matches and recognizable columns.
  
  Standard patent fields appear as green items.
  
  Custom fields from your spreadsheet are also detected and can be imported.
  
  Review how each column is classified before continuing.
  
  If needed, change a field type, such as:
  
  number
  
  text
  
  drop-down/tree
  
  This is especially important for custom fields so the data is stored correctly.
• Once the preview looks correct, click Import Record.
  
  Patsnap imports the data into the selected folder.
  
  Import time depends on the size of the dataset.
  
  If some records fail to match, Patsnap generates a log file with:
  
  unmatched document numbers
  
  reasons for the mismatch
  
  Use that log to fix any errors and re-import if needed.
• After the import completes, click Take me to Workspace.
  
  The destination folder should now contain the imported records.
  
  You can confirm that:
  
  publication numbers are present
  
  bibliographic data is present
  
  custom fields were imported successfully
  
  These custom field labels can now be reused for other documents in the workspace.
• Exporting is useful when you want to share data or create an archive.
  
  Open the folder or saved search you want to export, such as a competitor portfolio.
  
  Click the Export button next to the import option.
  
  A new browser tab opens with export settings.
• Choose how many records to export.
  
  Select the file format for the export.
  
  Premium users may see additional format options.
  
  Decide whether to:
  
  fully customize the fields included, or
  
  use a saved export template
  
  If needed, save your current field selection as a new template for future use.
• Use templates to tailor exports for different teams, such as R&D.
  
  Remove fields that are not relevant to the audience.
  
  Keep publication number in the export, since it is required.
  
  Publication numbers are hyperlinked so recipients can open the record even without a Patsnap license.
  
  Non-licensed users can still view key public content such as:
  
  title
  
  abstract
  
  claims
  
  description
  
  translations
  
  images
  
  original PDF download
• Review any additional export options, including document images.
  
  Click Export to generate the file in the selected format.
  
  The export will be produced with the fields and template settings you chose.