TABLE OF CONTENTS

• Conditions
• What is the Instruction Period?
• Cases Waiting for Instruction
• Instruction logic
• Instructions: Step-by-step
  • Send Pay 
  • Send Do not pay
  • Revert Won’t be Renewed → Pay
  • Stop an already sent instruction (Instruction Sent → Do not pay)
• Grace period: how to instruct after the instruction deadline?
• How are future updates to the case transferred?
• Changing the Type of Order (Standing ↔ Single)
  • A) Standing → Single (stop automatic renewals)
  • B) Single → Standing (start automatic renewals)
• Abandon a case
• Delete a Case

Conditions

In order to transfer instructions, make sure the following information are well populated on the cases:

• Type of Order = Single Order or Standing Order

• Payment Management By = Pavis

• Pavis Registration = True

⚠️ Without this information, the instruction won't be sent to Pavis.

What is the Instruction Period?

The Instruction Period is the time window during which you’re allowed to change the renewal Instruction (e.g., switch between Pay and Do not pay – Abandon) on a renewal in EC+. Outside this window, EC+ blocks the change because PAVIS can no longer accept it.

Instruction periods opening:

• Patent/Design: if renewal due date is in <180 days

• Trademark: if renewal due date is in <365 days

When you save a change to Instruction, EC+ checks two dates and allows the change only if today is before at least one of them:

1. Order Until (from PAVIS, when available)

2. Instruction Deadline (a calculated safety date used when Order Until is blank)

• If today > Order Until, EC+ then checks Instruction Deadline.

• If both are passed, EC+ prevents the update and shows a blocking message (e.g., “it’s too late … due to a PAVIS dependency”).

Where the dates come from:

• Order Until: provided by PAVIS. It is the primary cutoff. 

• Instruction Deadline: define by the client as a preference. It needs to be set per case type in the Pavis Service Configuration (managed by your solution engineer)

Cases Waiting for Instruction

Access the "Waiting for Instruction" list view (available for patent, design and trademark)

In this list, you will have access to all renewals waiting for your instruction where the renewal period is open. 

Once you have selected one renewal, you will be able to edit the Instruction field, as follows:

Don't forget to click on save to store your instruction

Instruction logic

Renewal Status reflects last successful flow:

• Pay ⇒ Instruction Sent. 

• Do not pay ⇒ Won’t be Renewed. 

• Any error ⇒ Pavis Error (dedicated list views highlight these).

By default, the instruction is set to "To be decided". 

Instructions: Step-by-step

Send Pay 

1. Open Renewal (Type of Order = Single Order) with Renewal Status = Waiting for Instruction.

2. Set Instruction = Pay.
3. Save (only if before Order Until or Instruction Deadline). 
4. EC+ calls Pavis, updates Renewal information, sets Instruction Sent
5. A PAVIS Request record is created/archived with request/response payloads for audit.

Send Do not pay

1. From Waiting for Instruction, set Instruction = Do not pay (before deadline). 

2. EC+ calls Pavis and sets Won’t be Renewed for Single Orders; 
3. The parent case status is updated to Abandoned and Abandon Date = today
4. A PAVIS Request record is created/archived with request/response payloads for audit.

Revert Won’t be Renewed → Pay

1. Ensure still before deadline.

2. Set Instruction = Pay → EC+ calls Pavis then updates renewal information, status becomes Instruction Sent if OK. 
3. A PAVIS Request record is created/archived with request/response payloads for audit.

Stop an already sent instruction (Instruction Sent → Do not pay)

1. Ensure still before deadline.

2. EC+ runs History. If payment_status in {01,02,03,04}, EC+ proceeds to Cancellation and sets Won’t be Renewed when Cancellation OK. If 05/06, EC+ blocks (payment already processed).
3. A PAVIS Request record is created/archived with request/response payloads for audit.

Grace period: how to instruct after the instruction deadline?

Enable users to send or change renewal instructions after the due date for Single Orders—within the legally allowed grace period—while staying aligned with PAVIS cut-offs.

Scope & prerequisites

• Applies to: Patents & Designs managed by PAVIS, Type of Order = Single Order. Standing Orders are excluded (“would have already been paid”). 

• Feature flag: Solution engineers must enable Use grace period in PAVIS Service Configuration. 

A post-due-date window during which EC+ allows you to send or change instructions (Pay / Do not pay / To be decided), guarded by PAVIS’ Order Until (Grace Period) field. If today is after the guard, the change is blocked. 

The guard EC+ uses

• When Use grace period is enabled → EC+ checks Order Until (Grace Period)

• When Use grace period is disabled → EC+ checks Instruction Deadline

What you’re allowed to do during the grace period

What happens when it’s too late

• If PAVIS indicates payment cannot be accepted (guard passed), EC+ blocks the save and shows:
  “It’s too late, your instruction can’t be accepted by Pavis. Please contact Pavis directly.” The record stays unchanged. 

• For Pay → Do not pay/To be decided, the History check controls whether Cancellation is still possible. If payment status says it’s already processed, EC+ blocks the change.

How are future updates to the case transferred?

EC+ starts the Biblio Change process as soon as you modify any “key field” on a Case that’s registered with PAVIS

EC+ only triggers this process for cases registered in PAVIS (Payment Managed By = PAVIS).

When you change important Case info (number, status, dates, name, billing…) on a Case managed by PAVIS, EC+ makes sure PAVIS stays in sync.

EC+ looks at any existing renewal/order and then decides whether to:

• just amend details at PAVIS, or

• cancel an in-flight order first, then amend.

You don’t choose the flow—EC+ does it for you. You just save your changes.

Changing the Type of Order (Standing ↔ Single)

Keep EC+ and PAVIS aligned when you decide to stop automatic renewals (Standing → Single) or to start automatic renewals (Single → Standing). The system sends the right update to Pavis, when needed, Cancellation, and updates the linked Renewal.

A) Standing → Single (stop automatic renewals)

1. Open the Case (Patent/Design) with Type of Order = Standing Order and Provider = PAVIS. 

2. Change Type of Order to Single Order and Save. 

3. What EC+ does:

   • Sends the update to PAVIS. 

   • If renewal had Instruction = PAY, sets Instruction = To be decided (when within the instruction period). 

   • If PAVIS shows the renewal already started, EC+ cancels the order (History→Cancellation) before applying the change. 

4. Result:

   • If Order Until / Instruction Deadline is in the future → Type of Order updated and Instruction set to To be decided (status unaffected).

   • If in the past → only Type of Order is updated (no Instruction/Status change).

   • On success: “Your case has been updated.” 

   • On failure: “Your case cannot be updated because of a Pavis dependency…”

B) Single → Standing (start automatic renewals)

1. Open the Case (Patent/Design) with Type of Order = Single Order and Provider = PAVIS. 

2. Change Type of Order to Standing Order and Save. 

3. What EC+ does:

   • Sends the update to PAVIS. 

   • Sets Instruction = PAY on the active renewal.

   • When still within the instruction period, EC+ also sets Renewal Status = Instruction Sent. 

4. Result:

   • If Order Until / Instruction Deadline is in the future → Type of Order updated and Instruction = PAY (status may move to Instruction Sent).

   • If in the past → only Type of Order is updated (no Instruction/Status change).

   • Success and error messages behave as above. 

Abandon a case

What abandoning means

• You keep the record (for audit/history) but change its Status to an abandoned value (e.g., Abandoned/Withdrawn per your org’s picklist).

• Equinox notifies PAVIS and logs the API call + response in the PAVIS Request object automatically. 

Steps

1. Open the case (Patent/Trademark/Design).

2. Click Edit and set Status to the correct Abandoned value; Save.

3. The system checks if the case is in PAVIS and then sends the cancellation request based on Payment Status. A history line and the API request details are saved. 

What you’ll see / what happens

• No manual PAVIS action is needed; the automation runs on save.

• PAVIS request + outcome are stored for audit. 

Delete a Case

What deletion means

• The record is removed from EC+.

• Before deletion completes, Equinox notifies PAVIS to delete/cancel any open order and logs the request in the PAVIS Request object. 

Steps (End User)

1. Open the case record page (not from a list view).

2. In the Actions menu, click Delete → confirm in the pop-up.

3. The system:

   • Verifies PAVIS registration.

   • Chooses the correct API path depending on Payment Status (01/03/05/06 vs 02/04/none).

   • Sends the cancellation request and saves the history + request payload/response.

   • Deletes the EC+ record.

Note: Deletion from a list view is blocked by design so the API step can’t be skipped. Always delete from the record page.