Migrate from Patent Hive to Nutshell

Each patent record becomes a Nutshell Company. The patent title or application number maps to Company Name. Jurisdiction and filing status stored as custom fields on the Company record. Additional metadata such as filing date, priority date, and internal classification are also migrated as custom fields, preserving the complete prosecution history within the Company record. This approach maintains data integrity and supports future reporting on portfolio performance.

Inventors map to Nutshell Person records. Full name splits into First Name and Last Name. Contact information (email, phone) maps to standard Person fields. Multiple inventors per patent become separate Person records linked to the same Company. If an inventor has multiple email addresses, we preserve the primary address and store alternatives as custom fields. Inventor type (primary, secondary) is captured in a picklist on the Person record.

Corporate assignees map to Nutshell Companies. When the assignee differs from the inventor company, both entities exist separately and are linked via Nutshell's Company relationship features. We also capture the assignment date and any relevant legal documentation references as custom fields on the Assignee Company record. This ensures that ownership history is preserved and can be reported on in Nutshell's dashboards.

Patent Hive prosecution stages (filed, examination, published, granted, lapsed) map to Nutshell Deal pipeline stages. Each stage requires a corresponding Nutshell pipeline stage value, and stage-entry timestamps are preserved as custom datetime fields. If the source includes stage-transition reasons or notes, these are stored as custom text fields on the Deal, providing context for each status change. The mapping also supports stage colors and labels to align with branding.

Patent Hive text custom fields (technology classification, responsible attorney, business unit) migrate as Nutshell text custom fields on the Company object. Single-value vs multiple-value handling determined by source field configuration. For fields marked as multiple-value, we either concatenate values into a delimited string or create a separate custom field per value, depending on the desired reporting granularity. This ensures that all information is preserved without loss.

Numeric custom fields (internal scores, licensing revenue, prosecution costs) migrate as Nutshell numeric custom fields. Decimal precision preserved where supported by Nutshell's field definition. When Patent Hive stores numeric values in scientific notation or with specific rounding rules, we apply conversion logic to match Nutshell's handling. Any currency fields are migrated as numeric with appropriate decimal places, and unit annotations are kept as a separate text field.

Patent Hive notes fields migrate as Nutshell Notes attached to the corresponding Company record. Notes are visible to all users in the Nutshell account by default. If a note contains references to other patents, inventors, or external documents, we preserve those links as text URLs or file paths. For lengthy notes, we ensure that the content is transferred without truncation, and any formatting is retained as plain text where possible.

Office actions and prosecution correspondence migrate as Nutshell Tasks with Type='Call' or a task category. Original dates preserved and linked to the Company record representing the patent. Each task includes the correspondence text as the description, allowing support staff to review context without switching tools. If the correspondence includes attachments, we store the file names and URLs in text fields, and link to a document repository when available.

Priority claim data (application number, filing date, jurisdiction) stored as text custom fields on the Company record representing the priority patent. We also capture the priority country code and any PCT or regional filing references as separate text fields, ensuring that the full priority chain is visible in Nutshell for Paris Convention deadline calculations.

When patent licensing generates deals, revenue figures stored as custom currency fields on Nutshell Deals. If no deal record exists, revenue stored on the Company as a numeric custom field. We also map recurring royalty payments as separate line items, using a custom numeric field for each period. Any revenue milestones are logged as activity notes, providing a timeline of cash flow events tied to the license agreement.

Patent numbers and external system IDs preserved as custom text fields on the Company for traceability. PCT numbers, national phase entries, and publication numbers stored as separate fields or in a multi-value custom field. If the source data includes historical version numbers or superseded IDs, we retain them in a separate text field to preserve audit trails. This approach prevents data loss and supports downstream integration with IP docketing systems.

Patent Hive users and assigned attorneys mapped to Nutshell Users by email match. Unmatched users flagged for admin assignment before migration commits. We also verify user roles and permissions, aligning them with Nutshell's profile settings to ensure that attorneys retain appropriate access levels post-migration. If a user lacks an email in the source, we create a placeholder account and note it for manual configuration.