How do I integrate Chatref with my IP management system?

The first step in your IP management integration is feeding Chatref the right content. Upload your patent filings, trademark guides, docketing procedures, and FAQ documents directly to Chatref’s knowledge base. The AI agent then answers client questions grounded in those documents: no guesses, no generic web searches. It learns your firm’s specific terminology, deadlines, and processes so every response feels like it came from your own IP team. A single knowledge base supports all channels you later connect.

Chatref’s custom actions let you link the chatbot directly into your legal software. Define an action (lookup trademark status, schedule a consultation, add a note to a matter) and the agent will collect the needed details in the chat, then call your IP system’s API. Because Chatref is a no-code platform, you configure these actions in the interface without writing scripts. Once set up, a client can ask “What’s the status of my patent application?” and the bot retrieves the live information from your docketing tool. This is where the chatbot integration becomes a seamless extension of your daily IP workflow.

IP inquiries come in from many places: your website, email, Slack, WhatsApp. Chatref’s omnichannel capability routes every message to a single AI agent, backed by the same knowledge base and custom actions. A trademark question that arrives by email can trigger the same status lookup and follow the same handoff rules as a web chat. You maintain a consistent experience for clients and a single source of truth for your team, without juggling separate bots or inboxes.

Complex IP questions still need a human touch. When the AI agent cannot fully resolve an issue, a team member steps in from the shared inbox with the full conversation history. They see exactly what the client asked, any actions the bot already performed, and the context of the case. Because the shared inbox retains the custom action connections, your staff can continue a lookup or update your IP system directly while talking to the client. No context is lost, and no extra software is required.

What IP management systems does Chatref support?
Chatref’s custom-actions architecture works with any IP management system that offers an API or webhooks. There is no pre-built list — you define the actions that call your specific platform. As long as your system accepts standard REST calls, you can integrate it.

How complex is the integration process?
Uploading documents to the knowledge base and placing the widget takes minutes. Configuring custom actions requires someone who understands your IP system’s API endpoints, but the Chatref interface is designed for no-code action definition. Most firms complete the full integration within a few hours.

Can Chatref work with multiple IP systems?
Yes. You can create separate agents for different systems or build one agent with actions that route to different back-ends based on the client’s input. Unlimited bots are included on every account, so you can design the setup that fits your IP practice.

What data can be shared between Chatref and IP systems?
Through custom actions, Chatref can exchange information your API allows: case statuses, docket numbers, filing dates, assignee details, notes, and client references. Chatref does not store IP system data permanently outside of the conversation transcripts used for analytics.