Ideas have a tendency to get lost in sticky notes, emails, spreadsheets, and the likes.

Sometimes, patentable ideas of significant value are lost, it hurts more when these are lost to competitors.

That’s why timely capturing ideas is extremely critical. A well-designed Invention Disclosure Form (IDF) doesn’t just document ideas; it encourages participation from inventors and helps in capturing more and quality invention disclosures..

But not all IDFs are created equal.

In this guide, you’ll discover what makes an IDF truly effective, what’s the one that works for your team, and how to build an innovation pipeline filled with patent-worthy ideas.

Let’s get started.

What is an Invention Disclosure Form (IDF)?

An Invention Disclosure Form (IDF) is a confidential document used by innovators, typically employees of a company, to document their inventions or innovations. This form includes a detailed description of the invention, accompanied by supporting data and experimental results.

The IDF serves two main purposes:

• Comprehensive Coverage of Invention: It provides enough information for decision-makers to assess whether the invention has commercial potential or warrants further development.
  
• Patent Application Preparation: It helps patent counsel by providing the detailed information needed to prepare an accurate and thorough patent application.

While the IDF historically acted as evidence of the date of invention (in conjunction with other materials like lab notebooks or emails), the U.S. patent system underwent a significant shift with the Leahy-Smith America Invents Act (AIA) in 2013. The AIA established a “first inventor to file“ system, which shifted the focus from the date of invention to the filing date of the patent application for determining priority.

Despite this shift, IDFs still remain essential, especially in effectively capturing and not missing any idea that can be a game-changer for your enterprise. 

Read more to understand How can you Shortlist and Select Promising Ideas for Patent?

Types of Invention Disclosure Forms

When creating an IDF, it’s crucial to balance the level of detail required with the needs of your organization. An IDF should capture enough information to evaluate the invention’s potential without overwhelming the inventor. The form’s length and content depend on factors such as the volume of disclosures, the inventor’s familiarity with the patent process, and the resources available for review.

Here’s a breakdown of three types of IDFs, each suited to different organizational needs:

1. Short Invention Disclosure Forms

A short IDF captures the minimum necessary information from inventors. This type is designed for quick engagement and encourages participation, as it requires minimal effort from the inventor. Common fields in a short form include:

Title of the Invention

Inventor Information (e.g., names, emails)

Summary of the Invention (brief, non-technical description)

Idea Number and Manager Information

Evaluation Fields for management to score the invention’s potential value

Pros:

• Quick for inventors to complete, leading to higher submission rates
• Allows management and patent counsel to take a conceptual view of the invention
• Requires minimal time commitment from busy innovators

Cons:

• Lacks detailed technical and market information needed for in-depth evaluation
• Patent drafters may require more time to gather additional details later on

Best For: Fast-paced organizations or those seeking broad input from a large pool of innovators.

2. Medium Invention Disclosure Forms

A medium IDF strikes a balance between brevity and detail. It collects more specific information about the invention to assist management and patent counsel in their evaluations. Key fields might include:

Problem Statement: What issue the invention solves

State of the Competition: Information about existing solutions or competing products

Alternatives and Variations: Any potential modifications or alternative embodiments of the invention

Public Disclosures: Any prior or upcoming disclosures that could affect patentability (e.g., product releases, public presentations)

Supporting Documents: White papers, diagrams, photos, or prototypes to clarify the invention

Pros:

• Captures enough detail for initial assessments without overwhelming inventors.
• Streamlines the review process for patent counsel and management.

Cons:

• Requires more time from inventors to complete than a short form
• Some fields may be unfamiliar to non-technical inventors, leading to incomplete submissions.

Best For: Organizations that need detailed information for internal evaluation but still want to avoid overly complex forms.

3. Long Invention Disclosure Forms

A long IDF is highly detailed and often used in academic or research settings where the inventors are accustomed to providing extensive documentation. These forms are designed to capture comprehensive data about the invention, including:

Prior Art: A detailed analysis of existing patents or published works related to the invention.

Future Research Efforts: Potential areas for further development or improvement.

Commercial Uses: Potential markets, licensing opportunities, and commercial applications.

Resources Used: Funding sources, grants, or lab resources that contributed to the invention.

Pros:

• Provides the most in-depth information for thorough evaluation and commercialization planning.
• Facilitates tracking of research funding and resources.

Cons:

• Can be intimidating and time-consuming for busy innovators.
• May result in fewer submissions if the form is perceived as overly burdensome.

Best For: Research institutions, universities, or other environments where extensive documentation is necessary for grant management and commercialization tracking.

At Triangle IP with our TIP Tool^TM, we offer customizable IDF, meaning you will have the flexibility to modify fields according to your organization’s specific needs. 

Whether you prefer short, medium, or long forms, Triangle IP can help streamline your invention disclosure process and ensure that critical information is captured efficiently.

Read more to decide how detailed your invention disclosure form be?

Key Fields in an Invention Disclosure Form – What to Include?

While each organization may customize the IDF based on its needs, there are common fields that are typically included to make the form comprehensive and efficient. These fields can be categorized into:

#1. Invention Details: This section includes the title, description, and technical features of the invention. Key fields include:

• Title: A clear and descriptive title for easy identification.
• Detailed Description: A thorough explanation of the invention, its purpose, how it works, and how it differs from prior art.
• List of Inventors: A list of those who have contributed to the invention.
• State of the Art: Any prior research, patents, or other publications related to the invention.

#2. Disclosure/Publication of the Invention: It’s crucial to track whether the invention has been disclosed publicly, as this may affect its patentability. Fields in this category include:

• Public Disclosure: Information about any public presentations, publications, or disclosures of the invention.
• Confidentiality Agreements: Whether non-disclosure agreements (NDAs) were in place when the invention was disclosed.

#3. Product/Commercialization: This section addresses the potential commercialization and market relevance of the invention. It may include:

• Commercialization Attempts: Any efforts to sell or market the invention.
• Market Information: Insights into potential markets, competitors, and licensees.
• Foreign Market Considerations: Whether patent protection should be pursued in specific foreign markets.

#4. Collaborators: Contact details for individuals who played a significant role in the development or evaluation of the invention, including managers and patent prosecutors.

#5. Miscellaneous: Additional details may be required to clarify ownership and funding sources, such as:

• Funding Sources: Information about any grants or external funding supporting the invention.
• Third-Party Contributions: Whether third-party code or resources were used in the invention.

By selecting the appropriate fields based on the organization’s needs, IDFs can efficiently gather the right information while keeping the process manageable for inventors. 

Find in more detail about the fields in an invention disclosure form(the master list).

Invention Disclosure Form Example

A standard Invention Disclosure Form captures essential technical and business details about an invention to evaluate its patentability and commercialization potential. Typically, the form includes the following fields:

1. Idea Number: A unique identifier assigned to each submission for easy tracking.
   
2. Title: A brief, descriptive title summarizing the invention.
   
3. Inventor Information: Contact details for all inventors involved, allowing further communication and follow-up.
   
4. Manager Information: Contact details for the responsible manager who will review and assess the idea for further steps.
   
5. Summary of the Invention: A concise description explaining the problem the invention solves, the technical solution, and any unique features that differentiate it from existing products.
   
6. Patent Prosecutor Information: Contact details for the patent prosecutor, responsible for preparing and filing the patent application.
   
7. Value Assessment: A subjective rating (usually on a scale of 1–10) evaluating the invention’s usefulness, feasibility, and alignment with company goals.

8. Patentability Score: An assessment of the likelihood of obtaining a patent, based on novelty and non-obviousness.
   
9. Filing Deadline: Any critical dates for filing based on commercial goals or public disclosures.
   
10. Tags/Keywords: A set of terms to categorize the invention for easy searching within the organization’s innovation portfolio.

This standard form ensures that the necessary details are captured for evaluating patentability and deciding whether to proceed with a patent application.

Moreover, the TIP Tool^TM allows the IDF to be downloaded in Word or Excel formats, and can be easily uploaded back into the system for centralized tracking.

Read More: Invention Disclosure Form Word/Excel Template [Downloadable]

How IDFs Drive High-Value Patents

An Invention Disclosure Form, when integrated with an Idea Management Software (IMS), streamlines the patenting process and enhances innovation. 

The key benefits include:

• Faster Evaluation: Quickly identifies valuable ideas and accelerates decision-making.
• Encourages Divergent Thinking: Promotes creativity by allowing employees to explore diverse solutions.
• Improved Collaboration: Facilitates team discussions, making idea refinement smoother.
• Alignment with Business Goals: Ensures ideas are relevant to business objectives.
• Fosters Innovation: Drives breakthrough solutions by integrating cross-departmental feedback.
• Efficient Thought Mapping: Organizes and stores ideas for easy access and future use.
• Simplified Patent Filing: Streamlines the documentation and filing process, ensuring all necessary information is captured.

These benefits collectively support the development of high-value patents, helping organizations innovate and protect their ideas efficiently.

Read in much detail about the key benefits an idea management software provides to a business .

What Enables and Blocks the Invention Disclosures in Your Organization

Invention disclosures are crucial for feeding the patent pipeline, but organizations often face blockers that hinder participation:

• Ad-hoc Processes: Lack of a structured system leads to inefficiencies.
• Reluctant Inventors: Inventors may be disengaged due to complex forms or lack of awareness about patents.
• Long Forms: Complex forms discourage submissions.
• Lack of Recognition: Without incentives or acknowledgment, inventors may not see the value in submitting ideas.

Now let’s look at the enablers that cut down the blockers.

• Clear Processes & Training: Educating inventors and streamlining the process can drive engagement.
• Incentives & Recognition: Rewarding inventors for disclosures boosts participation.
• Simplified Forms: Short, focused forms improve response rates.

Here, you can read in detail to understand both the enablers and blockers of invention disclosures.

How to Increase Invention Disclosures from Your R&D Team

Let’s understand how to go about increasing invention disclosures from your R&D team with an office scenario:

Sarah, the innovation manager at a growing tech company, faced a challenge: her R&D team had brilliant ideas, but many were never captured for patenting. She knew that without enough invention disclosures, the company’s patent pipeline would suffer.

To change this, Sarah focused on educating her team about the patent process and how their ideas could shape the company’s future. She held regular training sessions and provided clear guidelines on filling out the invention disclosure form. She also ensured timely support was available, including patent attorneys to guide inventors through the process.

Sarah realized her team needed to see the value of the disclosure process. She explained how good disclosures could speed up commercialization and strengthen the company’s market position. By sharing examples of successful disclosures, Sarah helped the team understand the importance of quality submissions.

With open communication and constant encouragement, Sarah turned things around. Her R&D team became more engaged, submitting more ideas, improving the quality of their disclosures, and fueling the company’s patent program.

For a clear understanding of the scenarios above, give this article a read!

Beyond R&D: More Ways to Get Invention Disclosures

In many organizations, the R&D team is the primary source of innovation. However, focusing solely on them can leave valuable ideas untapped. To capture more invention disclosures, it’s essential to look beyond R&D and foster a culture of innovation throughout the company.

One effective way is to train all employees about the importance of patents, including non-R&D staff. By holding workshops and training sessions, you can help employees across departments understand how their ideas can contribute to patent filings, making it part of their job to submit disclosures.

Another key strategy is implementing patent incentive programs to encourage participation. Whether it’s financial rewards or recognition, offering incentives at various stages of the process. Such as submitting an IDF or receiving a patent grant motivates employees to contribute ideas.

Additionally, leadership buy-in is crucial. When top management actively supports the patent program and promotes it across the organization, it sets a tone for the rest of the company. Employees are more likely to engage when they see patenting as a priority from the top down.

Lastly, creating an innovation-driven culture within the organization, where idea submission is encouraged and valued, ensures that invention disclosures flow smoothly from all departments, not just R&D.

Read more surefire ways to get more invention disclosures in your organization.

Fostering a Culture of Innovation in Your Workplace

In many workplaces, it’s not a lack of ideas, but a lack of structure that holds innovation back. 

Here are some employee innovation programs implemented by major players in the innovation game, and you can learn their best practices to adopt in your organization.

The first step in the process is to create spaces where new ideas can flourish. Not just the big think tanks you might imagine, but simple areas where employees from all departments can come together, share insights, and brainstorm solutions to problems.

But it doesn’t stop there. Innovation thrives on diversity. Different backgrounds, skill sets, and experiences spark unique ideas. Creating a mixed culture, where all voices are heard, fosters an environment ripe for innovation.

Yet, ideas can’t thrive if employees are overwhelmed. That’s why giving them space i.e., adequate time to think and experiment can make all the difference. Whether it’s through an experimentation zone or just some breathing room away from their regular tasks, it allows creativity to flow.

Finally, recognizing and rewarding innovative thinking isn’t just nice – it’s essential. Acknowledging ideas, big or small, creates a positive environment that keeps the innovation cycle going.

When these elements come together, clear spaces for ideas, diverse voices, and the right amount of time and recognition innovation becomes a natural part of your organization’s DNA.

Read on for more details about how to encourage innovative thinking in your workplace.

Checklist for Choosing the Best Invention Disclosure Software

The global Intellectual Property software market is experiencing significant growth and is expected to reach $22.7 billion by 2030. 

With this surge in demand, selecting the right invention disclosure software is crucial for streamlining your patenting process and ensuring all innovations are captured accurately. 

Here’s a checklist to guide you in choosing the best tool for your organization:

#1. Ease of Use & Inventor Accessibility

Does the software present a clean, intuitive layout for users with varying levels of technical knowledge?

Is the Invention Disclosure Form (IDF) easy to fill out with clear sections and prompts?

Does it offer tooltips, inline guidance, or FAQs to help inventors complete disclosures correctly?

#2. Customization & Flexibility

Can fields be added, removed, or modified to align with organizational or legal requirements?

Are there options for creating custom templates for different types of inventions?

#3. Innovation Capture Across the Enterprise

Can employees across all departments easily access and use the software to submit ideas?

Does the software have role-based access control to manage who can submit, view, or evaluate ideas?

#4. Collaboration & Workflow Efficiency

Does it support real-time commenting, discussion threads, or virtual whiteboards for brainstorming and idea development?

Can multiple users collaborate on the same idea to refine and improve it?

#5. Data-Driven Decision Making

Does the software include analytics or reporting tools that evaluate the likelihood of patent approval and patentability?

Does it offer tools to track examiner behaviors and other data to help improve patent strategy?

Need a more detailed one? Download it below.

By evaluating software based on these key factors, you can choose the best invention disclosure tool to enhance innovation capture, streamline the patenting process, and foster a culture of creativity within your organization.

Also, read this before investing in any Invention Disclosure Software!

Before We Wrap Up

When it comes to invention disclosure, there truly is no one-size-fits-all solution. Each organization has unique workflows, team dynamics, and innovation goals. That’s why you need a solution that adapts to your specific needs without forcing your inventors into a rigid mold.

The TIP Tool™ by Triangle IP with its customizable Invention Disclosure Form and intuitive idea capture system, makes it effortless for innovators across departments to contribute. 

And it’s not just about capturing ideas. Designed by experts in the field, the TIP Tool^TM offers a suite of features that streamline the patenting process, making it easier for enterprises to move their innovations forward with confidence and clarity.

You can sign-up on the TIP Tool^TM for a free trial now! You shall also find a dummy patent portfolio in the tool to better understand its usability for your enterprise.