User Guide – Intellectual Property Gateway Application

DEPARTMENT OF ECONOMIC DEVELOPMENT

P.O. Box 13223 Dubai, United Arab Emirates.
Tel (+971 4) 4455555 Fax (+971 4) 4455554
Email info@dubaided.gov.ae www.dubaided.gov.ae
 Contents
1. Introduction…………………………………………………………………………………………………………………….…………....3
1.1 Audience…………………………………………………………………………………………………………………………….…………3
1.2 Overview……………………………………………………………………………………………………………………………….………3
1.3 Acronyms……………………………………………………………………………………………………………………………….…..…3
1.4 Document Conventions……………………...………………………………………………………………………………….…..…3
2.1 Login…………………………………………………………………………………………………………………………………….….……4
2.2 Sign Up……………………………………………………………………………………………………………………………….………...5
2.3 Forgot Password……………………………………………………………………………………………………………………….…..7
3. Files……………………………………………………………………………………………………………………………………………....8
3.1 Create New Brand File…………………………………………………………………………………………………………………..8
3.2 Create New Agency File………………………………………………………………………………………………………….......12
4. Cases…………………………………………………………………………………………………………………………………….….....15
4.1 Open Brand Case…………………………………………………………………………………………………………………….…..15
4.2 Create Brand Case……………………………………………………………………………………………………………….………16
4.3 Open Agency Case……………………………………………………………………………………………………………….……..23
4.4 Create Agency Case…………………………………………………………………………………………………………….………23
5. Inspected………………………………………………………………………………………………………………………………..…...29
6. Create User…………………………………………………………………………………………………………………………….……31
7. Edit User Profile…………………………………………………………………………………………………………………….…….34
8. Dashboard…………………………………………………………………………………………………………………………….…….35

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1. Introduction
IP gateway portal application is the new smart solution launched by The Intellectual Property
department of Dubai Economy that will assist to ease the filing of trademark, reduce its process
duration and help in lodging of grievances of the trademark owners.

1.1 Audience
This user guide will assist trademark owners, agents or their legal attorney (“Hereafter referred to
as IP Owners”) who intend to protect their trademark from its illegal use in Dubai.

1.2 Overview
The application provides following benefits

• Free registration
• Owners can lodge complaints
• Easy and quick approach to track a complaint
• One stop place to get all information regarding Intellectual Property
• Time and cost saving
• User-friendly interface

1.3 Acronyms
DED Department of Economic Development
IP Intellectual Property

1.4 Document Conventions

Bold To illustrate a field label
* (Asterisk) Mandatory fields
Shows current tab

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2.1 Login
• To access the IP gateway application, go to https://ipp.dubaided.gov.ae , the recommended
browser is Google Chrome.
• Previously registered users will login by entering Username* and Password*.
• Click SIGN IN to proceed to the next screen.

Click here to select the

preferred language

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2.2 Sign Up
• New users will register by clicking SIGN UP the login page.

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• Select either of
− Entity Name*: Enter the name of the IP Owner.
− License Number*: Enter DED issued commercial license number.
• Fill in the First Name*, Last Name*, Mobile Number*, Email*, Password* (Must have at least
8 characters that includes 1 special character and 1 uppercase letter) and Confirm Password*.
• Select the means to receive OTP.

• A 6-digit OTP will be sent through the selected means.

• For verification enter the OTP and click on Submit.
• Once account has been approved, notification will be sent to the registered email id.

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2.3 Forgot Password

• Click on Forgot Password in the login page

• Enter the registered email id and click on SEND.

• Check email for the password details and login again.

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3. Files
IP owners will create a file to protect and restrict the illegal use of their trademark.

3.1 Create New Brand File

• Go to Files Brand

Click here to create a

new brand file

• Create Brand File window will appear

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 Enter the following information and click on SAVE
• Brand Name*: Enter the name of the brand whose trademark needs to be registered.
• Registration Number*: Enter the valid registration number issued by the Ministry of
Economy.
• Certification Expiration Date*: Enter the expiry date mentioned in the certificate issued by
the Ministry of Economy.
• Category Item* : Enter the valid category item and click on
• Country*: From the dropdown list select country of origin of the brand.
• File Owner Type*
− On selection of Brand Owner, select either Only me or Me and Related users, who
will be notified for the brand’s random inspection.
• Attachments* :
− Add at least 1 attachment with reference to the brand file being created
− In case of file owner type is Limited Agency or Permanent Agency, Power of Attorney
issued by the brand should be attached.
• To view brand files details, click on
• Any Brand file will have either of the following status,
− Active: Files that are approved by DED.

−
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− Under Process : Files that are submitted but not approved by DED. Under Process files
can either be approved, returned for modification or rejected.

Click here to edit

− Rejected: Files that have been rejected by DED.

Click here to view the

reason for the returned file

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− Expired: Files approved by DED but the Brand Certificate has expired.

Click here to renew the

brand file

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3.2 Create New Agency File
• Go to Files Agency

Click here to create a

new agency file

• Create Agency File window will appear.

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Enter the following information and click on SAVE

• Agency Name*: Enter the name of the agency.

• Registration Number*: Enter the valid registration issued by the Ministry of Economy.
• Certification Expiration Date*: Enter the expiry date mentioned in the certificate issued by
the Ministry of Economy.
• File Owner Type*: Select the appropriate file owner type.
• Trademark*: Select all the appropriate trademark categories. Click on if the respective
category does not exist.
• Description*: Enter description.
• Attachments* :
− Add at least 1 attachment with reference to the file being created.
− In case of file owner type is Limited Agency or Permanent Agency, Power of Attorney
issued by the brand should be attached.
• To view agency files details, click on
• To view goods and services attached to Agency file, click on
• Any agency file will have either of the following status,

− Active: Files that are approved by DED.

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− Under Process: Files that are submitted but not approved by DED. Under Process files
can either be approved, returned for modification or rejected

Click here to edit

− Rejected: Files that are rejected by DED.

Click here to view the

reason for the returned file

− Expired: Files approved by DED but Brand Certificate is expired. In such case, users
need to update the certificate expiry date and apply again.

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4. Cases
A case is created when IP owners want to lodge a complaint for counterfeiting of their
trademark.

4.1 Open Brand Case

New case can be opened in two ways

• Option 1
− To open a new brand case click on Cases Brand Open Case
− Enter existing Brand File Number for which case needs to be opened and click on Next.

Click here

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 • Option 2
− Go to Brand file for which case needs to be opened.
− Click on Open Case

4.2 Create Brand Case Click here

• Create Brand Case Window will appear once you enter file number or click on opne case.

• Click on Add Retailer to enter the details of the entity counterfeiting the trademark.

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 Enter the following information and click on SAVE

• License Number /Trade Name: Enter valid license number or trade name of the entity
counterfeiting the trademark.
• Location Type*: Select type of the location.
• Description*: Enter the details about the entity involved in counterfeiting the trademark.
• Attachment: Attach any reference document supporting the case.

After the new retailer has been saved, list of all the retailers added for that brand case will be
displayed. Now either of the actions, Add Retailer or Save and Exit or Pay can be performed.

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• Any Brand Case will have either of the following status
− Draft: Case is submitted but payment for case study is pending.

Click here to edit or

make payment

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− Under Process: Payment is done for the case study and waiting for approval. Case under
process can either be approved or rejected.

− Approved: Case study is finished but payment for the inspection is pending.

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− Active: Case is ready for inspection.

Click here to view the

status of each retailer

Current Status

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 Changed Status

• Rejected: Case is rejected.

• Closed: Site inspection for case is completed.

Click here to view

report

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• Pay Inspected: Random inspection for the trademark is conducted by DED and the same is
notified to the IP Owners. Anyone from the notified IP owners can take ownership for the
random inspection.

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4.3 Open Agency Case
Agency case will be opened in similar manner as brand case. Refer to section 4.1

4.4 Create Agency Case

• Click on Add Retailer to enter the details of the entity counterfeiting the trademark.

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 Enter the following information and click on SAVE
• License Number /Trade Name: Enter valid license number or the trade name of the entity
counterfeiting the trademark.
• Location Type* : Select type of location
• Description* : Enter the details about the entity involved in counterfeiting the trademark
• Attachment : Attach any reference document supporting the case

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After the new retailer has been saved, list of all the retailers added for that agency case will be
displayed. Now either of the actions, Add Retailer or Save and Exit or Pay can be performed

• Any Agency Case will have either of the following status

− Draft: Case is submitted but payment for case study is pending.

Click here to edit

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− Under Process: Payment is done for the case study and is waiting approval. Case under
process can either be approved or rejected.

− Approved: Case study is finished but payment for the inspection is pending.

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− Active: Case is ready for inspection,

Current Status

Changed Status

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− Rejected : Case is rejected
− Closed : Site inspection for case is completed

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5. Inspected
DED will make random inspections and notify registered IP owner about counterfeiting of
goods if it discovers them. Same category IP owners will be notified about random inspections.

Click here

Click here to take

ownership

• After ownership is taken, click on Cases Brand and select the status Pay Inspected

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• After payment is made, payment receipt will be generated

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6. Create User
Multiple users can be created under one account. At least one user should be assigned as
Supervisor. Supervisor will have more account access privileges.

Click here to add

users

Click here to
create new user

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Enter the following details and click on Submit

• First and Last Name*: Enter the first and last name of the user
• Mobile Number*: Enter the mobile number
• Email*: Enter the valid email address
• Select if the user will be a supervisor.

After user is created, reset password link will be sent to the registered email id.

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Following actions can be performed on the created user,

• Assign as Supervisor
• Delete the user
• Freeze user so that user can’t access the application.
• Reset the password.

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7. Edit User Profile

Click here to edit

the user profile

Click here to edit

Click here to
the user profile
change password

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8. Dashboard
Dashboard will provide periodic summary for

• General
• Files
• Cases

Click here to view

dashboard

Click here to
select period

Click here to
select period

Click here to
select period

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