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Trademark Renewal Monitor

Example prompt: "Every Monday morning, read our trademark portfolio in Google Sheets and check the renewal deadlines for every active mark. For anything due in the next 180 days, email the responsible owner with the mark name, the jurisdiction, the registration number, the renewal deadline, and the estimated fees. If anything is due within 60 days and is not yet marked as 'in progress', also post a warning in #ip-portfolio on Slack with the same details. Update the spreadsheet to record the last reminder date for each mark."

The Problem

A lapsed trademark can be expensive to recover. Most registries do offer a grace period after expiry — typically six months in the UK, EU, and US — and some allow reinstatement on a showing of unintentional delay, but the rules and fees vary by jurisdiction and the safety net is not unlimited. Miss the grace window without a successful restoration application, and the practical outcome is usually a fresh filing with a new priority date and any intervening third-party rights to contend with. Meanwhile, the portfolio sits in a spreadsheet, the deadlines are different in every jurisdiction, the registry reminders go to a long-forgotten outside counsel address, and the person who owns the mark internally has changed roles since it was filed. The risk is invisible until it is realised. Local counsel should always confirm restoration and grace-period options for the relevant jurisdiction.

How GloriaMundo Solves It

We build a workflow that runs every Monday morning and reads the trademark portfolio from a Google Sheet of record. A code step parses every active row, computes the days remaining to each renewal deadline, and groups marks into the 'due in 180 days' window and the urgent 'due in 60 days' window. An LLM step drafts a personalised email to each responsible owner listing only their own marks, and an integration step sends the emails. For anything in the 60-day window that has not been marked as in progress, a separate Slack message goes to the IP portfolio channel so the team can see at a glance which marks are at risk. The workflow updates the spreadsheet to record the last reminder date for each mark, so the same reminder is not sent twice in a week. Glass Box preview shows the deadline calculations, the email contents, and the Slack warnings before anything is sent, so the IP lead can confirm the framing is correct before the team is woken up.

Example Workflow Steps

  1. Trigger (schedule): Runs every Monday at 09:00.
  2. Step 1 (integration): Read the trademark portfolio from the Google Sheet of record, including mark name, jurisdiction, registration number, renewal deadline, responsible owner, and current status.
  3. Step 2 (code): Parse the deadlines, compute days remaining for each active mark, and group marks into 'due in 180 days' and 'due in 60 days' buckets.
  4. Step 3 (conditional): If no marks are due in either window, exit cleanly without sending any messages.
  5. Step 4 (LLM): For each responsible owner, draft a personalised email listing only their own marks with the registration number, jurisdiction, deadline, and estimated fees.
  6. Step 5 (integration): Send each email from Gmail to the corresponding responsible owner.
  7. Step 6 (conditional): For marks in the 60-day window with a status that is not 'in progress' or 'renewed', draft a warning message for the #ip-portfolio Slack channel.
  8. Step 7 (integration): Post the warning in #ip-portfolio on Slack and update the 'last reminder' column in the Google Sheet for every mark that was included in a message.

Integrations Used

  • Google Sheets — the portfolio of record, holding marks, jurisdictions, deadlines, owners, and status
  • Gmail — sends personalised reminders to each responsible owner
  • Slack — the IP portfolio channel for urgent warnings on marks within the 60-day window

Who This Is For

In-house IP counsel, trademark portfolio managers, and outside counsel running portfolios for clients — particularly teams managing more than 20 marks across multiple jurisdictions, where deadlines pile up and the registry-side reminders are unreliable.

Time & Cost Saved

A weekly portfolio review takes 30-60 minutes to do properly, and the failure mode is silent — the day you skip it is not obviously the day a mark lapses. This workflow does the chore in seconds, produces a personalised reminder per owner rather than a portfolio-wide email everyone ignores, and keeps a written audit trail of which reminders went out and when. The real value is not the time saved but the elimination of an entire class of failure — a mark abandoned because nobody saw the deadline coming.