Best Patent Collaboration Tools for Legal Teams
Intellectual Property Management
Aug 2, 2025
Explore top patent collaboration tools that enhance efficiency, streamline workflows, and support legal teams in managing complex patent portfolios.
Legal teams are under pressure: workloads are increasing, patent filings are soaring, and most patents fail to generate revenue. The solution? Patent collaboration tools that simplify workflows, reduce manual tasks, and improve team efficiency. This article explores three standout platforms - Patently, MyCase, and Solve Intelligence - each offering AI-powered features, real-time collaboration, and workflow management to help legal teams handle growing demands.
Key Highlights:
Patently: AI-driven semantic search, real-time team collaboration, and hierarchical project management.
MyCase: Workflow automation, milestone tracking, and centralized communication for patent management.
Solve Intelligence: Advanced drafting tools, tailored AI outputs, and significant time savings for patent attorneys.
Quick Comparison:
Tool | AI Capabilities | Collaboration Features | Workflow Management | Best For |
|---|---|---|---|---|
Patently | Semantic search, Vector AI, analytics | Real-time messaging, secure sharing | Hierarchical organization, alerts | Large teams with complex needs |
MyCase | Workflow automation, document routing | Version control, centralized tools | Milestone tracking, case management | Small to medium-sized teams |
Solve Intelligence | Tailored drafting, claim analysis | Team-based drafting, tailored outputs | End-to-end patent drafting | Drafting-heavy legal teams |
These tools streamline patent management, helping legal teams save time, reduce errors, and focus on strategic tasks. Read on to find the right fit for your team.
IP Watchdog 2024 Webinar: Patent Drafting & Prose'tion – A Comparison of Leading Gen AI Patent Tools
1. Patently
Patently is an AI-powered platform designed for patent research, drafting, and management, tackling the key challenges legal teams face when managing patent portfolios. Co-founded by Heather McCann and Jerome Spaargaren, the platform blends artificial intelligence with cloud-based collaboration to simplify everything from drafting patents to overseeing portfolios.
AI Capabilities
The heart of Patently’s AI capabilities lies in Onardo, their patent drafting assistant, which promises to cut drafting time by an impressive 90%. Using advanced natural language processing, Onardo facilitates smooth patent searches, evaluations, and drafting.
One standout feature is the platform's semantic search powered by Vector AI, which marks a major improvement over traditional patent search methods. As Jerome Spaargaren, Founder and Director, puts it:
"With the implementation of Elastic Cloud, we've been able to significantly expand our product offerings by introducing Vector AI. This powerful addition has positioned Patently as one of the most innovative platforms for semantic patent search and is core to our technology stack."
The platform’s capabilities shine in practical scenarios. For instance, patent attorney Laurence Brown demonstrated its efficiency by searching for "In-ear headphones with noise isolating tips" with a pre-2000 filter. Within five minutes, he received 300 relevant results, which he then narrowed down to Sony applications, quickly pinpointing the desired patents.
Patently’s AI taps into a massive database of 176 million individual assets and 80 million patent families, pulling data from 166 patent offices worldwide and updating every 30 days. This extensive coverage ensures legal teams have access to the latest and most comprehensive patent data, significantly improving the drafting process and team coordination.
Collaboration Features
Patently doesn’t just stop at AI - it also focuses on fostering teamwork with its real-time collaboration tools. By enabling seamless interaction between patent attorneys, R&D teams, inventors, and executives, the platform breaks down internal silos. Features like real-time messaging and notifications keep everyone in the loop, while a secure workspace supports smooth project collaboration and progress tracking.
The platform’s collaborative strengths are backed by user feedback. Daniel K., an IP Manager, shares:
"Very nice, different research methods; monitoring is easy to use; analysis tool is sufficient; support is exceptional!"
Similarly, Thomas E., a Lead Geophysicist, highlights how the platform simplifies team collaboration:
"An easy-to-use platform. It saves me a lot of work - and I am able to easily ask coworkers for their input to patent reviews."
Patently also serves as a centralized hub for patent documents, research, and related materials, with user roles and permissions ensuring appropriate access levels for team members.
Workflow Management
Patently goes beyond collaboration by offering tools that streamline every aspect of patent management. Its hierarchical project categorization and customizable tools allow legal teams to tailor workflows to their specific needs. Patent monitoring features send automatic alerts for new publications in relevant fields, and machine translation ensures accessibility for international patents.
Jani T., an R&D Manager, highlights the platform’s monitoring capabilities:
"It monitors new patent applications on my field and alerts me via email. It is then easy to review the publications and there is even a machine-translation available."
The platform’s case-focused management system is especially useful for law firms, offering client access and fee tracking. Custom fields let teams track key data points, while export options provide compatibility with existing systems and workflows.
Andrew Crothers, Creative Director at Patently, underscores the platform’s speed advantage, noting its ability to swiftly generate relevant patent data from millions of records.
2. MyCase
MyCase is a legal practice management platform designed to simplify patent management through specialized workflow automation. While only 8% of legal professionals currently use industry-specific AI tools, MyCase is helping to modernize processes, making patent workflows more efficient and manageable.
Workflow Management
MyCase stands out for its ability to automate legal workflows. It handles task assignments, case tracking, and client communication, cutting down on the manual work that often slows patent teams. One of its key features is the case milestones tool, which sets automated checkpoints throughout the patent application process. Whether it’s the initial prior art search or responding to final prosecution requirements, MyCase tracks progress and sends reminders as deadlines approach. This helps avoid costly mistakes when managing large portfolios.
The platform also includes document management tools to keep everything - from patent drafts to correspondence and research - organized. Custom workflows can be configured to route documents automatically for review or filing based on specific criteria. This level of organization fosters smooth collaboration across teams.
Collaboration Features
With 57% of law firm clients now expecting AI-enhanced services, MyCase meets the demand with real-time document sharing. Patent attorneys, inventors, and R&D teams can work together on applications simultaneously. Built-in version control ensures everyone is working on the latest draft, while centralized communication tools keep discussions and updates in one place.
Compliance and Security
For firms juggling multiple patent portfolios, MyCase simplifies billing and time tracking with integrated payment tools. This not only improves client management but also helps firms boost profitability by streamlining administrative tasks.
3. Solve Intelligence
Solve Intelligence has reshaped the way AI is used in patent drafting and prosecution, providing legal teams with cutting-edge automation tools. Since its launch in 2023, the platform has seen rapid growth, with a 25% month-on-month increase in its customer base.
AI Capabilities
Solve Intelligence is designed to handle complex patent drafting tasks across a wide range of technical fields. It can process intricate figures, chemical structures, and biological sequences, delivering fully or partially automated applications. The platform offers customized drafting styles, which legal teams can tailor to meet the specific needs of different jurisdictions, technology areas, or clients. Beyond drafting, it generates office action responses, detailed claim listings, and amendments, all while integrating citations and addressing objections.
The AI doesn't stop there - it evaluates objections and rejections, offering potential amendments and arguments backed by relevant documentation. This allows legal professionals to tackle challenges with precision and efficiency.
"Solve is revolutionary – the first AI tool for patent drafting that works with you to develop the full scope of the invention. With Solve, you can significantly improve patent quality, while reducing drafting cost. It's not a question of if you should use it, rather a question of how do you not use it."
– James Denaro, CipherLaw
This advanced functionality is a game-changer, simplifying workflows and boosting overall legal productivity.
Workflow Management
Users of Solve Intelligence report dramatic improvements in both efficiency and quality. Some attorneys have achieved time savings of up to 60–80%, all while maintaining the same high standard of output. The platform streamlines the entire patent drafting process - from invention disclosure to final application submission - freeing up legal teams to focus on more strategic tasks, such as client advising and long-term planning.
"Solve Intelligence has significantly streamlined my workflow, making my time far more efficient while maintaining a high standard of output. I can generate a full non-provisional application at similar quality to what I normally generate but with about 60–80% time savings."
– Britten Sessions, Principal, Zilka-Kotab
This efficiency boost allows legal teams to allocate their time and resources more effectively, enhancing their overall impact.
Collaboration Features
Solve Intelligence also excels in collaborative drafting, making it easy for multiple team members to contribute seamlessly to office action responses. Its ability to tailor AI-generated content for individual users ensures that outputs remain consistent and professional, whether created by a single attorney or a team.
Looking ahead, Solve Intelligence is expanding its capabilities beyond patent drafting and prosecution. It is exploring AI-driven tools for freedom-to-operate analysis, claim chart generation, patent licensing, litigation support, and even patent portfolio management for in-house IP teams.
"Solve Intelligence's unique capability ensures that the output is always of the highest quality. The customisation feature is particularly impressive, allowing us to draft in our unique style, tailored to different fields, customers and regions. The integration of Solve's AI into our workflow has significantly increased the capability of our IP team; we've reduced patent application drafting time from 20 to 10 hours."
– Volkan Hamamcıoğlu, InPera IP
Advantages and Disadvantages
When it comes to patent collaboration tools, each option offers its own set of strengths and challenges. Legal teams must weigh these carefully to ensure the chosen platform aligns with their workflows and organizational goals.
Patently stands out with its AI-powered semantic search and Vector AI technology, delivering in-depth patent intelligence. Its hierarchical project management system is particularly useful for organizing complex patent portfolios. That said, teams should be mindful of the trade-off between its advanced features and the potential complexity of implementing an enterprise-level solution.
Tool X, on the other hand, boasts efficiency improvements of up to 80% while maintaining high-quality results. Its customizable drafting styles allow users to adapt outputs for various jurisdictions and client needs. Many professionals appreciate how it reduces time spent on routine tasks, freeing up resources for more strategic legal work. However, as a relatively new platform, its long-term reliability is still being evaluated.
Integration is another critical factor. Some tools integrate smoothly with existing legal workflows, while others might require system adjustments. Studies indicate that integration challenges remain a common issue for many legal teams, emphasizing the importance of tools that simplify rather than complicate workflows.
Tool | AI Capabilities | Collaboration Features | Workflow Management | U.S. Legal Compliance |
|---|---|---|---|---|
Patently | Advanced semantic search, Vector AI, detailed patent analytics | Team collaboration, access control, project sharing | Hierarchical organization, custom fields, matter-centric management | Fully compliant with U.S. patent standards |
Tool X | AI-driven patent drafting, customizable styles | Team-based drafting and collaboration | Streamlined workflow integration | Designed for U.S. patent requirements |
Cost is another major consideration. While AI tools can boost efficiency by up to 80% and save an average of 8 hours per week, the initial investment and ongoing expenses must align with the team's productivity goals.
Adapting to these platforms can involve a learning curve. Industry feedback indicates that while teams may initially experience slower productivity as they adjust to new workflows, the long-term payoff comes from refining drafts rather than starting from scratch, leading to significant time savings.
Security is non-negotiable for legal teams handling sensitive patent data. Most modern platforms offer robust security measures, but it’s crucial to assess each tool’s compliance with data protection standards and its ability to safeguard client confidentiality.
Lastly, scalability is a key factor. Some tools are ideal for small teams but may falter under the demands of larger organizations. Conversely, enterprise-focused platforms might be too complex for smaller practices. Legal teams should evaluate their current needs alongside future growth plans to make the best choice.
Conclusion
Choosing the right patent collaboration tool for your U.S. legal team comes down to understanding your specific workflow, team size, and compliance needs. The best platforms strike a balance between advanced AI features and practical usability, ensuring they meet the demands of today’s legal landscape.
For teams managing complex patent portfolios, tools like Patently stand out. Its AI-powered semantic search, driven by Vector AI, provides strategic insights, while its hierarchical project management system keeps multi-jurisdictional matters organized and compliant with U.S. patent standards.
When it comes to team size, priorities shift. Smaller firms should focus on tools that are user-friendly and cost-efficient, starting with essentials like practice management and basic collaboration features. Larger enterprise teams, on the other hand, benefit from platforms offering robust automation and advanced analytics. These tools help track metrics that directly impact success.
The numbers back it up: adopting legal automation can boost workflow efficiency by 35% and reduce missed deadlines by 25%. Over time, end-to-end automation strategies have been shown to improve profitability by 23% within just 18 months.
Security and compliance are critical, especially for U.S. legal teams. With 73% of legal professionals spending more than 20 hours a week on tasks that could be automated, the right tool not only eases this workload but also ensures strict data protection standards are upheld.
To implement these tools effectively, start small. Begin with simple applications, test them with a small group, and expand gradually across the firm. Choose vendors that offer clear roadmaps and reliable support. By focusing on functionality, measurable ROI, and security, your team can confidently select a tool that integrates seamlessly with your workflows, scales with your needs, and drives meaningful productivity gains.
FAQs
How can AI-powered features in patent collaboration tools help legal teams work more efficiently?
AI-powered tools are transforming how legal teams handle patent-related tasks. By automating labor-intensive processes like prior art searches, patent drafting, and document reviews, these tools not only save time but also cut down on manual errors. The result? A faster and more efficient workflow.
These tools also bring AI-driven analysis into the mix, offering smarter insights to create more precise and efficient patent applications. This frees up attorneys to concentrate on strategic, high-impact work. On top of that, AI-enabled real-time collaboration features make teamwork smoother by facilitating easy communication and document sharing. This ensures everyone stays aligned, projects move forward efficiently, and deadlines are met without a hitch.
What should legal teams consider when selecting a patent collaboration tool?
When selecting a tool for patent collaboration, legal teams should put security at the top of their checklist. Protecting sensitive data is non-negotiable, so features like encryption and robust access controls are a must.
The tool should also enable real-time communication and smooth document sharing to keep collaboration efficient and hassle-free. This ensures teams can work together effectively, even across different locations.
It's also smart to choose a platform tailored to patent-specific workflows. Look for features that support drafting, portfolio management, and collaboration between teams. And don’t overlook compliance - any tool you use must align with legal standards and uphold attorney-client privilege to maintain professional and ethical responsibilities.
How do patent collaboration tools help legal teams comply with U.S. legal standards and data protection laws?
Patent collaboration tools are built to meet U.S. legal standards and data protection laws, offering strong security features to keep sensitive information safe. These tools often include encryption, access controls, and audit trails, all designed to prevent unauthorized access and ensure data integrity.
They also align with U.S. legal frameworks like those established by the USPTO and adhere to data privacy laws, including export control regulations for dual-use technologies. By addressing these critical compliance requirements, these tools help legal teams reduce risks and safeguard intellectual property efficiently.