Specialized in IP Management

Document management
that thinks ahead.

A modern, browser-based workspace that thinks ahead. Pace IP brings order to complex document landscapes and consolidates emails, files and deadlines in one place – tailored to the way IP professionals work. Our team supports you from integration to go-live, so your data is structured successfully from day one.

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🔒 GDPR-compliant

EDMS Dashboard

All IP matters at a glance – structured, searchable, secure.

Deadline Management & Alerts
Full-Text Document Search
Multi-User Workflows
API & AI Integration
⚡ Fast Implementation
✓ GDPR-compliant ✓ Servers in Germany ✓ 99.9% Availability ✓ Cloud & On-Premise ✓ Audit-proof ✓ OCR Full-Text Search ✓ DATEV Integration ✓ GDPR-compliant ✓ Servers in Germany ✓ 99.9% Availability ✓ Cloud & On-Premise ✓ Audit-proof ✓ OCR Full-Text Search ✓ DATEV Integration ✓ GDPR-compliant ✓ Servers in Germany ✓ 99.9% Availability ✓ Cloud & On-Premise ✓ Audit-proof ✓ OCR Full-Text Search ✓ DATEV Integration

DMS Features

How we revolutionize your daily workflow

  • direkte mail bearbeitung im DMS

Email Editor

Compose, edit and send emails directly from your document workspace. Thanks to deep system integration, there is no need to constantly switch between your DMS and your inbox:

Smart Case Assignment: When composing, the case reference number is automatically added to the subject line. Incoming emails are analyzed based on the reference number and automatically assigned to the matching case in the background.

Full Flexibility: Use professional rich-text formatting, store fixed signatures and access pre-configured templates.

Outlook & Exchange Connection: Work conveniently via your Exchange server or email host. Drafts can be finalized directly in your familiar environment using the “Open in Outlook” function.

Central Draft Management: Save, organize and manage all email drafts in an audit-proof way in one central location – without leaving the Pace IP workspace.

PDF Tools

Optimize your workflow with powerful PDF functions directly in the workspace – with no external software:

Efficient Editing: Merge PDFs with a single click, add watermarks or apply letterheads directly.

Legally Compliant Formats:Generate conformant PDF/A documents or ZUGFeRD invoices in no time.

Automatic Versioning: Thanks to background versioning, you can return to earlier editing states at any time via drag-and-drop.

Instant OCR Recognition: Documents are fully automatically captured as text upon upload and are immediately findable via the full-text search.

The central document workspace

Work in a single, intelligent workspace that brings all information together. No more separate views or complicated clicks – manage your documents completely intuitively:

Unified Interaction: No separate browsers for names and cases. You interact with both types in a single area and move or copy documents effortlessly from case to name and back.

Easy Upload & Structure: Documents can be uploaded easily via drag and drop or through the classic selection dialog and assigned to the relevant categories right away.

Flexible Preview Window: Review large numbers of documents with maximum efficiency. The preview window is connected to the main table, can be resized, or moved to a separate screen for ideal working conditions.

Personalized View: The selection and arrangement of the columns shown in the main table can be adjusted to your personal needs in just a few clicks.

  • KI Intigration der Pace-IP

Intelligent, future-proof and maximally flexible

The Pace IP architecture brings state-of-the-art technology and maximum stability to your daily work. Benefit from a learning platform that adapts precisely to the needs of your firm or company:

Single Source of Truth: The system accesses the Patricia DB directly and without detours. Desynchronization problems are finally a thing of the past – your data is absolutely consistent and up to date at every second.

Modular Extensibility: The platform is designed so that innovative plug-ins and intelligent functions such as AI assistants, mailboxes, trifold or citation views can be added seamlessly at any time.

Easy Internationalization: New languages can be added to the system in no time. Every user can select their preferred working language separately and individually.

Lightning-fast research across your entire document base

Find exactly what you are looking for – without endless clicking. The advanced search function scans your entire system in real time and delivers precise results within seconds:

Automatic OCR Process: Every document is automatically subjected to optical character recognition (OCR) and indexed in the background as soon as it enters the system. That way, every scan is fully searchable in full text a short time later.

Global Real-Time Search: Search for any keyword across the entire repository. The results are available to you instantly, with no noticeable loading time.

Intelligent Structuring: Narrow down your search with complete flexibility. You can research specifically within a single case, an entire case family or across the whole document base.

Precise Filter Functions: Refine your search results in no time. Filter documents by specific file types (e.g. .docx, .pdf), document types, or narrow the search down to exact time periods.

  • digitale Sognaturen im Dashboard

Maximum legal certainty and media-break-free processes

Sign and send sensitive documents directly from your familiar working environment. Thanks to the seamless connection, you secure your business correspondence legally without ever leaving the EDMS:

Direct Signing from the Case File: Use the integrated email function to digitally sign messages and documents directly from the respective case file. Switching to external signature tools is eliminated entirely.

Full Compliance: Every digital signature meets the highest security standards. This ensures that contracts, pleadings and client correspondence are transmitted in a completely legally secure and tamper-proof manner.

Automated Workflow: After the digital signature, the document either remains in the protected system or is sent automatically via your Exchange server or email host – including the correct assignment to the respective case reference number.

Document Cycle in the DMS
Capture
Scan · Upload · Email · API
OCR & AI
Full-text recognition · Auto-indexing
Classification
Automatic · Manual · Rule-based
Document Processing
Manual · AI-assisted · Hybrid
Workflow / Approval
Multi-stage · SLA · Escalation
Archiving
Audit-proof

What we do for you

  • Integration Planning

We analyze your existing system landscape and develop a tailor-made integration strategy – without any interruption to your operations.

  • Installation & Configuration

Professional deployment of the entire software environment – on-premise or in the cloud, according to your requirements.

  • Customizing

Individual adaptation to your specific IP workflows: templates, deadlines, responsibilities and categories according to your rules.

  • Data Migration

Secure and completely lossless transfer of existing files, emails and documents into your new environment.

Diagram of Pace IP central hub connecting various digital services and APIs.
  • Multi-System Integration

Seamless interconnection of all your IP technologies. We connect IPMS, modern AI solutions and third-party applications via API into one central, highly efficient workflow.

  • Hosting Management

Secure, scalable and GDPR-compliant server operations. We take care of maximum performance and availability of your systems.

  • IT Support

Technical background support for lasting system stability. We monitor your infrastructure and resolve potential issues proactively

  • User Support

Direct and personal help for your team. We support you with tailored onboarding, training and fast answers in your daily work.

FREE & NON-BINDING

Get in
touch.

Whether it is a live demo, a technical question or a consultation – we are personally there for you.

  • Live demo: experience the EDMS in 30 minutes
  • Personal consultation in German & English
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Solutions & Partners

Productive immediately – without your own IT department

Sole practitioners and small firms as well as small IP departments have no time for lengthy software rollouts. They need a DMS that runs smoothly from day one. Pace IP runs entirely browser-based as “DMS NEXT” and is provided as a turnkey, hosted solution on highly secure German servers. For you that means: 100% focus on your clients, 0% effort for server operations.

Key integration options:

Incoming and outgoing correspondence is assigned fully automatically to exactly the right case via the case reference number. Manual sorting and filing is eliminated completely.

Put an end to mountains of paper. Every document and every PDF file is indexed automatically from the very first upload and is immediately searchable system-wide.

Connect your case management directly with your existing firm accounting or your tax advisor for smooth financial processes.

Stay in full control at all times. All important deadlines, appointments and follow-ups are visualized clearly and proactively right on your start screen.

Use case:

A two-person boutique firm digitizes its incoming mail: incoming emails are automatically assigned to the matching client/case reference, and deadlines appear centrally in the dashboard. Result in this scenario: noticeably less manual filing, a paperless inbox, no server of your own.

IP rights, contracts and compliance in one central place

Mid-sized companies with their own IP or legal department face the challenge of managing growing volumes of data securely and across departments. Pace IP consolidates your IP rights, contracts and all correspondence seamlessly within your existing IT infrastructure – completely audit-proof and precisely controlled through clear role and permission concepts.

Key integration options:

As a native Patricia® extension (EDMS), you manage all documents directly in your familiar IP management environment.

Thanks to open APIs, the DMS can be connected smoothly to your existing ERP, contract or accounting systems (such as DATEV).

Adapt the system precisely to your IT strategy – either as a highly secure cloud solution or as a local on-premise installation for full data sovereignty.

Control multi-user processes through granular roles and permissions for guaranteed, certified audit-proof filing

Accelerate internal processes with legally valid digital signatures, directly and without media breaks inside the system.

Use case:

A mid-sized IP department connects its Patricia® system with the EDMS and links financial accounting via DATEV. Correspondence, IP files and internal approvals come together in one system without media breaks. Onboarding new employees is made considerably easier by central, searchable files.

Productive immediately – without your own IT department

Law firms work in a document- and deadline-driven way. Pace IP is built as a specialized IP DMS with genuine Patricia® integration – not as a generic DMS.

Key integration options:

No system change required. Docketing, document editor and document browser come together without media breaks in a single interface.

Every paper document and every PDF file is indexed immediately thanks to integrated OCR and is searchable across the entire archive.

Thanks to deep integration (incl. Outlook add-in), all client correspondence is assigned fully automatically to the right case via the case reference number – with no manual filing at all. Use the integrated PDF tools, the native email editor and modern AI features such as the “Ask the Folder” chat for intelligent case dialogues within the team.

100% GDPR-compliant, reliable hosting on German servers and certified audit-proof storage for the ultimate protection of your client data.

Use case:

A patent attorney firm switches completely to the paperless office: every newly incoming file is indexed by OCR immediately and is searchable in full text across the entire system within minutes. While critical deadlines and follow-ups are managed securely and centrally, research effort is reduced drastically.

Maximum scalability for complex system landscapes

Large corporations need more than just a filing system – they need a highly scalable platform that fits seamlessly into a heterogeneous IT environment. Pace IP offers powerful multi-system connectivity, paired with highly granular permission structures and uncompromising compliance, in order to meet even the strictest governance requirements effortlessly.

Key integration options:

Connect Pace IP seamlessly with your existing ERP, IP management and identity systems (SSO) via open high-performance APIs as part of your integration planning.

Adapt the hosting to your strict IT policies – either as an on-premise deployment for full data sovereignty or as a dedicated cloud.

Handle enormous document volumes efficiently. Via the API integration, the built-in AI assistant automatically takes over tasks such as the classification and summarization of large data sets.

Fulfil your compliance obligations completely through guaranteed audit-secure and revision-proof document storage.

Approval processes without media breaks, directly inside the system.

Use case:

A globally operating group with distributed locations runs Pace IP on-premise and connects it via API to its existing IP management and ERP landscape. The result is central, legally secure document management with cross-site role permissions and AI-supported pre-sorting of large volumes of incoming documents.

Complete documentation from invention to commercialization

Research institutions and tech transfer offices manage sensitive invention disclosures, IP rights and cooperation agreements. Because these projects are very often funded by third parties, they come with extremely high documentation obligations. Pace IP provides exactly the structured and audit-proof environment you need to meet these complex requirements effortlessly and transparently.

Key integration options:

Logical linking from the invention disclosure through the IP right to commercialization – intelligently mapped via the name/case logic of the DMS.

Make large scientific document collections accessible in record time through automatic text recognition (OCR) and the smart AI assistant.

Integrate Pace IP seamlessly into your existing project, research management or tech transfer systems.

GDPR-compliant, audit-proof storage for the strict fulfilment of funding and documentation requirements – flexibly available as a cloud or on-premise solution.

Use case:

A research institution consolidates invention disclosures and the resulting IP rights in a central, searchable file structure. In parallel, the integrated AI assistant is used to summarize long and complex expert opinions concisely. The entire process, from the first invention disclosure to the final application, can be documented completely and securely auditable at any time.

The DMS by Pace IP is one of the powerful extensions of the IP management system Patricia® from the Swedish manufacturer Patrix® AB. It can be licensed from Patrix® under the name “EDMS – Extended Document Management System”. It is used by many satisfied customers as an addition for automation, efficiency gains and AI integration.

Digitizing IP processes and documents takes more than excellent software. Serviva combines technical expertise with strategic consulting in order to integrate the document management system seamlessly into your corporate IT infrastructure. We guide the digital transformation and, thanks to our IP expertise, ensure that your teams work productively from day one.

FAQ

Role and permission management

PACE IP supports granular role and permission management. Administrators can define specific access rights for external parties. This makes it possible to grant clients direct access to the current status of their IP files via secured portals or dedicated permissions, without compromising the security of internal firm data.

Cloud vs. On-Premise

PACE IP bietet eine hohe Flexibilität bei der Wahl der Infrastruktur. Kunden können entscheiden, ob sie das System als On-Premise-Lösung auf eigenen Servern betreiben oder die Cloud-Variante nutzen möchten. Beide Modelle unterstützen hybride Arbeitsweisen, sodass der sichere Zugriff auf IP-Dokumente sowohl aus dem Büro als auch aus dem Homeoffice jederzeit gewährleistet ist.

Core benefit

The PACE IP system was developed specifically for the management of industrial property rights. It serves to digitally structure the often massive volumes of documents in patent, trademark and design proceedings. By automating filing processes, efficiency in law firms and legal departments is increased and the audit-proof management of case files is ensured.

Target group

EDMS is suitable for IP law firms, legal departments and companies that want to manage patent, trademark and design documents professionally, securely and efficiently. The solution is particularly helpful wherever many files, emails, deadlines and documents have to be brought together reliably.

Differences

Pace IP was developed specifically for the requirements of the IP field. While classic DMS solutions are very generic, Pace IP offers tailor-made functions for IP professionals:

–Genuine IP specialization: Native mapping of patent, trademark and design rights, complex case families, deadlines and case reference logics.

–Native Patricia® extension: Not merely an interface, but a deeply integrated, powerful addition to the existing ecosystem.

–Integrated AI as a core feature: Intelligent “Ask the Folder” chat across case contents, automated summaries, translations and rule-based workflows.

–Efficient email management: Seamless assignment via case reference numbers directly from a case-related editor.

–Highest compliance: Maximum security through German hosting, GDPR compliance and certified audit-proof storage.

existing system landscapes

The rollout of Pace IP is based on a precise analysis of your existing IT and IP infrastructure in order to develop a tailor-made integration strategy. The system can be installed and configured flexibly on site (on-premise) or in the secure German hosting environment of Pace IP.
Technically, the solution can also be connected to almost any existing IP management system. The main use case currently lies in its deep use as a powerful, native DMS extension for Patricia®. Beyond that, the open architecture enables the seamless interconnection of IP management, document management, modern AI solutions and further individual third-party systems into one continuous workflow.

finding documents

Thanks to OCR recognition and indexing, content is made searchable. The search can be carried out across the entire repository, within individual cases or within case families. Filters by file type, document type and time period help to narrow down relevant information precisely.

Interfaces

Our DMS fits seamlessly into your existing system landscape and offers continuous workflows without media breaks:

– Central Patricia® connection: As the native main use case, Pace IP offers deep integration into the Patricia® IP management system in order to synchronize cases and documents optimally.

– Deep Outlook integration: Via a dedicated add-in and desktop protocol, emails can be opened directly in Outlook. Linked cases and contexts are displayed immediately in the sidebar.

– State-of-the-art AI & automation interface: An MCP server (Model Context Protocol) gives AI assistants and automation tools secure, standardized access to the DMS.

– DeepL integration: A native connection to DeepL ensures fast international collaboration by translating documents directly while preserving the original formatting exactly.

– Open APIs (gRPC & HTTP/REST): High-performance, open programming interfaces are available for maximum flexibility and for connecting further individual third-party or specialist systems.

Support

EDMS remains supported after the rollout as well: hosting management, IT support, infrastructure monitoring, proactive fault resolution as well as user support, onboarding and training ensure that teams can use the solution securely and productively.

Interfaces

Yes. During the rollout, existing files, emails and documents can be migrated into the new environment. This preserves valuable existing knowledge and makes it usable in a modern, structured working environment.