Application Body Converter (for ePCT) – User Guide

1 Page 1 of 13 WIPO FOR OFFICIAL USE ONLY WIPO Application body Converter ( for epct ) user Guide What is the Application body Converter ? WIPO s Application body Converter is an online service that converts a document in docx format containing an international Application body into XML format. How to convert your docx Application body into XML format in ePCT Prepare an Application body in docx format according to the guidelines below. We would strongly recommend to use the template files available in all publication languages(also accessible via ) and also consult the sample files ( ) that will help you format the document for optimized processing by the Converter . To save time, you can simply copy and paste the text and images in a Template file where all the headings and sections are ready for use.

2 1. Log into ePCT with strong authentication ( ), click New IA , then go to the Documents section , click Add Specification , and select DOCX format for conversion to Application body XML . The Templates (.docx, and .docm), user Guide , and sample files are also available there for download. 2. Click Add document (.docx) and select the docx file containing the Application body . The Converter can only process files with the .docx extension. Other formats will be rejected. Page 2 of 13 WIPO FOR OFFICIAL USE ONLY If the Converter encounters an error in the docx file that prevents the conversion to XML, an error message is displayed. If possible, please correct the error and try again.

3 Alternatively, for more complex issues, you will be prompted to contact the Help Desk. When the Converter has successfully processed the docx file, a conversion report is displayed which may outline non-blocking issues that were detected. Please read this report carefully. 3. Use the Preview link to view the converted Application body XML into a text-based PDF file. It is strongly recommended to check the contents very carefully before filing the international Application . If required, it is possible to delete the Application body XML from the IA contents screen and modify the original docx file before attaching it again for conversion to XML. [IMPORTANT] It is the Application body XML file that will be considered as the original Application body and not the docx file.

4 The Application body Converter is also available externally from ePCT at: In this case, to check the document after conversion, click Download ZIP and in the zip file open the file . How to create an Application body Language of the IA body The Converter can process the Application body in following languages: Arabic Chinese English French German Japanese Korean Portuguese Russian Spanish Show mark-up (show paragraph marks and other hidden formatting symbols) When preparing your docx Application body , keep in mind that formatting marks, such as paragraph breaks, are important for captions and paragraph numbering, so as best practice, to view the paragraph marks and other hidden formatting symbols, click the MS Word > Page 3 of 13 WIPO FOR OFFICIAL USE ONLY Home tab > Show mark-up button.

5 Sample files Sample docx files are examples in all publication languages of a pre-filled Application body to show the format expected by the Converter . Template files Template files are pre-formatted .docx files already including all the available CAF (Common Application Format) headings where the user simply needs to add the text and images (if any) and remove the non-necessary sections and/or headings. In order to be able to work on any template, download it first and open it. If required, click the button on the yellow banner at the top of the MS Word window Enable Editing to be able to modify the document.. Page 4 of 13 WIPO FOR OFFICIAL USE ONLY Application body elements Section Title The docx file must contain the section titles Description , Claims and Abstract at the beginning of each section and they must be written in the same language.

6 [IMPORTANT] It is recommended to use a page break (MS Word Layout tab > Breaks > Page) at the end of each section (Description, claims, abstract) to clearly indicate where the section ends and to make sure that the next section starts on a new sheet. Headings Headings in the Description must be in bold characters, written in one line and less than 50 characters, for example: Technical Field, Background Art Other text will be detected as a paragraph, and automatically numbered in the XML output. For the pre-defined texts for CAF (Common Application Format) headings, please see the list of recognized headers. Recognized headers are case insensitive. Note: italics and underline formatting will be ignored in headings.

7 If they are detected in a heading, a message will appear in the validation report/conversion results. MS-Word functions not supported The MS Word functions listed below are not supported by the Converter . Please remove them before converting a docx file. Comments Content Controls Embedded OLE Object Mathematical Equation produced using MS-Word versions prior to Word 2007. Revision history / Track Changes Description Title The Description must start with the title Description in one line without any other text or image. For the text of the title in each language, please see the template files and/or the List of recognized headers. Title of the invention The Description must include the title of the invention that should appear under the title Description , in the following format: Title of Invention: [XXXXXXXXXXX] (XXX stands for the title of the invention) in English Example: Description Title of Invention: New Invention Page 5 of 13 WIPO FOR OFFICIAL USE ONLY For the text in other languages, please see the template files and/or the List of recognized headers.

8 Paragraphs The Converter automatically numbers the paragraphs in the Description. [IMPORTANT] However, if you manually number the paragraphs of the Description, please use the MS Word automated lists (see chapter on Lists and bullets). The numbering should preferably be in the format [0001], [0002] Please carefully check the document after conversion using the Preview function of ePCT to make sure the numbering is correct. Each paragraph must be separated by a Paragraph Break using the Enter key. [Tip] Use the MS Word function ( Home tab > ) to show paragraph-break/line-break. In MS Word, each of them is shown as follows: Paragraph break: Line break: It is easier to use the templates that already include the appropriate tags and styles for paragraph numbering to avoid errors in the document output.

9 Indent You may indent texts by using the Tab key or the MS-Word function: Home tab > . If an indentation or a tab is ignored during conversion, it will be indicated in the Validation report after conversion. Lists and bullets It is recommended to use the MS Word automated lists: Home tab > If you use lists with multiple levels, please carefully check the document after conversion using the Preview function of ePCT, to make sure the lists have been converted correctly. Captions The Converter requires captions before a table (mandatory), a figure in the Drawings section (mandatory), a mathematical equation (optional), and a chemical formula (optional). Page 6 of 13 WIPO FOR OFFICIAL USE ONLY Each caption must be bracketed with [ ] and followed by a paragraph break (): [Table 1], [ ], [ ] or [ ].

10 Captions can be avoided for mathematical equations and for chemical formulas. In this case, the image will be in line with the text. For further details, please see the chapters on Chemical formula and Mathematical equation . For the text of each caption in each language, please see the template files and/or the list of recognized headers. It is not necessary to use the MS Word function right-click > insert caption . It is easier to simply type the caption between brackets [ ]. [Note] Captions created with the MS Word feature Insert > caption may generate a message in the validation report Field found in Paragraph X, may not have been converted correctly. Please check . It is recommended to check carefully the document after conversion using the Preview function of ePCT.