Submitting Innovation Disclosures with Sophia Portal Access
Our process has changed to save you time!
Researchers, inventors and creators should submit a disclosure of any invention or copyrighted material before publishing it to ensure its protection.
Early announcements or publications, whether written or spoken, can jeopardize the protection and commercialization of your invention or copyrighted material. Establishing personal contact and submitting a Disclosure Form quickly is a crucial first step.
Disclosures will now be submitted electronically through the new Sophia portal, where inventors can track inventions, Intellectual Property (IP) and agreements. Forms must include a complete description of the invention or copyrighted material, relevant background information, dated signatures of all inventors, contact information, and the percentage of each inventor's contribution, if applicable.
Be concise and factual; this information is used for patent application development and evaluation. Status updates will be available online, and you'll receive an email with the next steps.
Sophia Inventor Portal Instructions
How to access, submit a disclosure form and track progress.
Welcome to the Sophia portal, a hub for managing and protecting your inventions and copyrighted materials. Follow these instructions to submit one of three disclosure forms: invention (IDF), software/copyrightable materials and biological material forms.
After submission, our team will review and provide progress updates. Also, the portal allows you to track your inventions, intellectual property (IP) and agreements.Note: access instructions vary based on your university credentials.
Accessing the Sophia Inventor Portal
All inventors with university credentials may access the inventor portal:
- Select your campus and enter your university credentials.
- You'll then be directed to your personal inventor home page shown:
For inventors without university credentials, such as some Children's Hospital Colorado and Denver Health affiliates, you will access our submission forms through a different portal. Link coming soon.
Once we have accepted your submission and created an invention record, we will also provide you with credentials to access the Sophia inventor portal.
Navigating Sophia
Follow the instructions below to submit a disclosure.
1: Choose Your Form
Select the appropriate submission form from the “tasks” box. Shown here:
Submission forms are listed by campus and disclosure type. Select a form based on the campus you are a part of and the disclosure you are making.For example, if you are a CU Boulder inventor submitting an invention disclosure, select this form - Boulder/Springs: Invention Form
2: Enter Form Information
Open the disclosure form and answer the form questions that appear.
3: List Inventors
Please enter all inventors, including yourself. Use the plus sign to add additional inventors.
When the plus sign is clicked, three blank fields will appear; either add another inventor or leave blank to proceed with your submission. Click "x" if you added an inventor but wish to remove them.
4: Answer Required Questions
Any fields marked with an asterisk, as shown, are required.
By selecting yes, additional questions may appear, which are also required.
Once you've answered all the required questions on a page, select the "Next" button to save your progress. In-progress submission forms will not be saved unless you select "Next." You can find and edit in-progress forms in the “Your Submissions” home page widget. The (submission) track code will allow you to review the progress of your submission form.
5: Review & Submit
On the last page of the form, you can review your answers and add notes or related files. Your “submission” track code will be shown on this page as well.Once you are ready to submit, select the “submit” button.
Your submission will now be routed to our team for review, and you will receive communications upon review.
Follow the instructions below to customize view settings to maximize usability.
1: Review Initial Homepage Elements
When you sign in for the first time, you will see two grey sections (which are called widgets) on your home page titled:
- Inventor Homepage: lists your invention records
- Inventor Agreements: lists agreements where you are the PI/Person
All agreements you are associated with can be found in "Settings;" however, on the homepage, you will only see those where you are the Principle Investigator (PI)/Person.
2: Customize Homepage Elements
You will first use the “Customize Home Page” feature to track your submissions through Sophia.
Select “Customize Home Page” from the “Tasks” box shown:
Next, add the “Your Submissions” widget by selecting the "Add to Homepage" button.
Once "Your Submissions" appears, as shown, select “Finish”.
You will now see the “Your Submissions” widget on your home page, listing only submissions you have made through the Sophia inventor portal.You will use this widget to return to any submission in progress or track the status of completed submissions.
Follow the instructions below to track the progress of your disclosures, inventions, agreements and IP.
1: Track Your Disclosures
Under the "Your Submissions" widget, you can view and track the status of disclosures you have entered into Sophia. Status shown include:
- In process:
- The form hasn't been submitted yet. You should submit it for review.
- Under review:
- The form has been submitted and sent to the licensing team for review. You should await communication.
- Returned:
- The licensing team has reviewed and sent the form back to the inventor to be updated. You should update the form based on direction and resubmit.
- Accepted:
- The licensing team has accepted the form and created an associate invention record . You should track the status of the invention using the "Inventor Homepage" widget.
Your invention record will be assigned a (invention) track code. An example is 2024-207, listed under "Inventor Homepage" in the photo above, formerly CUXXXXX.
2: Track Your Inventions
Under the "Inventor Homepage" widget, you can view and track the status of your inventions.
Select “No.” for a specific invention listed in the “Inventor Homepage” widget to see more information.
The invention record will open and display related information such as inventors, attorneys, sponsor organizations, related intellectual property (IP) & agreements and related inventions.
3: Track Your Agreements
Under the "Inventor Agreements" widget, you can view and track the status of agreements.
For more information, click the “No.” for a specific agreement listed in the “Inventor Agreements” widget.
The agreement record will open and display related information such as organizations, persons/PI, inventions, IP, parent agreement, related agreements and attorneys.
4: Track Your Intellectual Property (IP)
Under the "Settings" button, you can view and track the status of your IP in Sophia.
Select the “No.” for a specific IP listed in the “Intellectual Properties” section to see more information.
The IP record will open and display related information such as patent ownership, intellectual property inventors, attorneys, inventions, patent hierarchy and directly related agreements.
You can also find related IP listed under corresponding invention and agreement records.
Follow the instructions below for additional navigation options.
1: Navigate to the Home Page
Select the blue bar labeled “Home” at anytime to return to your homepage.
2: View Account Information
Select the “Settings” button below your name to findadditional information, including your personal information and all invention, IP and agreement records.
3: Find Recently Viewed Pages
Select the “Favorites” button below your name to see frequently viewed and recently viewed pages.
Currently, there is no option to choose favorite pages.