Projects

The Projects tab contains all information related to all Legal Hold projects. In this tab, you can create, review, update, and close projects.

This page contains the following information:

See these related pages:

Projects landing page

Understand Legal Hold projects with custom layouts, project views, and project dashboards. Create, update, or delete any layout, view, or dashboard at any time. These features display projects, project status, and the project health.

Creating a custom layout

Create a custom layout to view the important project information. Add custom fields and re-arrange the organization to meet your project needs.

To create a custom layout:

  1. From the Workspace Admin > Layouts sub-tab, filter using the Project object type.
  2. Select the Detail layout.
  3. From the Layout console, click Build Layout.
  4. Edit fields and categories, add custom fields, and re-arrange the layout to your specification. See Layouts in the Relativity documentation site.
  5. Click Save when finished.
  6. From the top left of the layout builder, click Edit Layout Information: Detail.
  7. From the Name field, re-name your layout.
  8. From the Order field enter -1 to ensure that Legal Hold uses the new layout as the default layout.
  9. Click Save.

Project views

Use project views to filter specific projects based on a set of specified criteria.

To view a specific project view, select a view from the drop-down.

To add/edit a project view:

  1. Click to edit or to add a view, and make appropriate updates to any fields. See Views in the Relativity documentation site.
  2. When finished, click Save.

Project dashboards

Using the new user interface, Legal Hold now has default dashboards that help visualize project status and ownership.

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The following fields are also available for use to create other customizable dashboards in Legal Hold:

Group By/Pivot On fields

Project Details

The Project Details page appears once you create a project in Legal Hold. Access the project details by clicking the project from the Projects landing page.

From here, you can view all details related to that project.

  • Project Details - see Project Details layout fields.
  • Communications tab - lists the communications associated with the project. Use the column filters to sort information and click on an item to view its details. See Projects.
  • Custodians tab - lists all of the custodians assigned to the project. Use the column filters to sort information and click on an item to view its details.
  • Mailbox tab - lists all of the sent and received emails from communications for this project. Use the column filters to sort information and click on an item to view its details. See Projects.
  • Preservation Hold tab - lists the custodians in Exchange and OneDrive that are currently on a preservation hold. It also lists the custodian targets in SharePoint that are on hold. Use the column filters to sort information and click on an item to view its details. See Projects.
  • Preservation Targets tab - lists the status for each discovery of SharePoint targets that each custodian has access to. For more information on the targets, see Preservation Target status.

Project console

Use the Project console to take an action related to that project and its assigned custodians. Buttons are shaded gray when the action is unavailable or may not appear at all, depending on your permissions. See Projects.

Manage Custodians

Manage Preservation Targets

  • Discover Targets - manually start the preservation target discovery process for the project's custodians. Can use to re-try errors.
  • Select Targets - select Custodian's targets (SharePoint site) to be placed on a preservation hold. Access to the button allowed when 1 custodian discovery status is complete.

Manage Project

  • Create Communication - create a communication. See Creating a communication.
  • Project Reminder - send periodic reminders to all active, on-hold custodians to review their hold obligations on a specific project.
  • Close Project - close a project. See Projects.

Reports - run a project-specific report from this section. The report appears inline. See Report types for more information about each report. Note that you may not be able to view all reports depending on your permissions.

Running the Question Responses report

If you run the Question Responses report from the Project or Communication console, you must manually clear the applied search condition by clicking the magnifying glass icon after Legal Hold reroutes you to the Question Responses tab. This is the only way to view other responses not related to a specified project, especially when navigating back to the Question Responses tab later in your browsing session.

Changing a custodian's role

You can change a custodian's role on a project at any time. For information on each roles, see Roles.

To change a custodian's role:

  1. From the Project console, click Change Role.
  2. Select the checkbox next to a custodian(s).
  3. From the Assign Role drop-down, select a new role for the custodian(s).
  4. Click Select.
  5. Click Change Role.

Note: A warning will appear when changing a custodian's role from a preservation role to a non-preservation role. Select Yes to remove the custodian from the preservation hold or No to continue with the custodian's preservation hold. When a custodian is removed from a preservation hold, the custodian's data in Office 365 is no longer preserved.

Releasing a custodian from the project console

You can release a custodian from a project at any time. Releasing means that this person is no longer an active participant in the project but they will still appear in any reports associated with the project in a Released status. This allows for a record of their involvement to remain in the application. If the custodian is on a preservation hold and is released from the project, no changes will be made to the hold itself.

The following must be true in order to release a custodian from a project:

  • A release notice exists.

To release a custodian:

  1. From the Project console, click Release.
  2. Select one of the following options:
    • Release: with Communication - if there are multiple release notices on the project, select a release notice from the drop-down list.
    • Release: Silently - release a custodian silently. This means that the custodian won't receive a release notice. You can silently release a custodian even if they aren't a Silent Custodian. See Roles.
  3. Click Release.
  4. From the Item picker, select a custodian(s).
  5. Click Select.
  6. Click Release. If you're not releasing a custodian silently, Legal Hold sends the release notice and releases the custodian from the project. If the custodian is a Silent Custodian or if you've just released a custodian silently, that custodian won't receive a release notice from Legal Hold notifying that they were released from the project. See Roles. If the Send Releases Notices for Legacy Projects is set to Yes, the custodian does not need any prior communication to be released.

Note: Releasing a custodian that is on a Preservation Hold will not remove the Preservation Hold from Office 365.

Removing a custodian from the project console

You can remove a custodian from a project at any time. Removing means that this person is longer an active participant in the project and won't appear in any reports. A custodian cannot be removed if they have Custodian Interactions redirected to them from another custodian that has their Custodian Interaction level set to Redirect. For more information on redirecting communications, see Custodian Interaction level

Note: We don't recommend removing a custodian for auditing purposes. Only remove someone if they were added to a project by mistake.

To remove a custodian:

  1. From the Custodian console, click Remove.
  2. Select a custodian(s).
  3. Click Select (#).
  4. Click Remove.
  5. Verify that you want to remove the custodian from all selected projects or only from projects where they are already released.

Note: Custodians currently on a Preservation Hold cannot be deleted. In order for a custodian to be removed, the custodian cannot be on a preservation hold. To remove the custodian, change the role of the custodian from a preservation role to another role. For more information, see Changing a custodian's role.

Creating a project

Create a legal hold project in the Projects tab using the Project Wizard. Using the project wizard, you can create a new legal hold or project from scratch or from a template in six steps.

To start creating a project :

  1. From the Legal Hold > Projects tab, click New Project.


    The Create New Project dialog appears.

  2. Select one of the following options:
    • Create from Template - create a new project using a existing template. See Legal Hold template for more information.
    • Create Blank Project - create a new project from scratch.
  3. If you're creating a project from a template, select the template in the drop-down menu.
  4. Select Yes to use the project wizard. Select No to use the alternate project creation method.
  5. Click Create.

From here, use the Legal Hold Project Wizard.

Note: If the Project Wizard is disabled or you don't have the proper permissions, see the Alternate project creation method.

Using the project wizard

The Legal Hold project wizard takes you through each step for creating a legal hold project. After walking through the projects details, communications, schedule, preserve in place, managing custodians, and summary step, you will have completely set up a project.

When creating a new project, the project wizard appears by default. To disable to the project wizard, navigate to Legal Hold Settings. In Legal Hold Settings, set the Use Project Wizard value to No. When set to No, the wizard is hidden on the New Project modal when you click the New Project. When creating a new project, each step of creating a project is separate. For information on creating a project using the old method, see Alternate project creation method.

When a step is complete and you need to move to the next step, click . Click the Next button after entering the correct information, which displays a success message, to save your progress and move to the next step. A red failure message displays if information is incorrect or missing. Use the to move to the previous step.

Project Details

Complete the Project Details step by entering information in the following fields:

  • Name - the project name.
  • Owner - (Optional) the project owner's name.
  • Owner Email - the project owner's email address.
  • Type - (Optional) the type of project. By default, the Legal Hold Type is available. Click Add to add a new type choice.
  • Favorite - select Yes or No to visually indicate whether the project is a favorite from the Projects landing page.
  • Send Release Notice for Legacy Projects - (Optional) select Yes or No to allow users to send a release notice to custodians without prior communications. The default setting is set to No.
  • Use as Template - select Yes to flag project as a template for future project creation use. This template will appear in the Create New Project drop-down list. Select No to not use this project as a template.
  • Subject Matter Start Date - (Optional) the earliest date that data relevant to the matter exists.
  • Subject Matter End Date - (Optional) the most recent date that data relevant to the matter exists.
  • General Counsel - (Optional) the name of the company or organization's general counsel.
  • External Counsel - (Optional) the name of the company or organization's external counsel.

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Communications

Complete the Communication set by assigning communications to the project. You can assign communications to multiple projects in your workspace. You will need to have already created communications. For information on creating communications, see Creating a communication.

On the Communications step, follow the steps below to add communications to the project:

  1. Locate communication in Unselected Communications.
  2. Click the checkbox next to a communication.
  3. Click Save.

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Schedule

Complete the Schedule step by assigning dates, times, and communication recurrence levels in the project.

Follow the steps below to schedule communications:

  1. Set the communication level.
  2. Choose start date.
  3. Choose end date.
  4. Click a check box next to a communication.
  5. Click the right-arrow box to move selected communication. Click the double-right-arrow box to move all communications.
  6. Click Next.

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Preserve in Place

Add a preservation hold by completing the Preserve in Place step. To add a preservation hold, enter information in the following fields:

  • Preserve in Place - Select Yes to add a preservation hold to project. Select No to skip this step.
  • Name - the name of the Preservation Case.
  • Retry Count - the number of times Legal Hold will retry to correct a failed Preservation Hold process.
  • Retry Interval (Minutes) - the number of minutes between each retry.
  • Monitoring Interval (Hours) - the number of hours between each time Legal Hold monitors Office 365 for deletions/disabling or edits to filter criteria made within Office 365 Security & Compliance Center. Default is 1 hour.
  • Start Date - (optional) a preservation filter criteria that preserves data starting with this date.
  • End Date - (optional) a preservation filter criteria that preserves data ending with this date.
  • Auto-Discover Targets - option to catalog all accessible sites in Sharepoint. If not enabled, the target discovery process can be manually started later in the process.
  • Re-Discover Wait Window (Hours) - the number of hours between each the next discovery process.

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Note: Users cannot add or edit a Preservation Case in Edit mode after the preservation hold is initiated.

Manage Custodians

Complete the Manage custodians step by assigning custodians to the project. Follow the steps below to assign a custodian:

  1. From the Unselected custodians table, use the column filters to locate custodians.
  2. Click a check box next to a custodian.

  3. Click to add select custodians. Click to add all custodians.
  4. Assign a role when adding a custodian using the Assign Role drop-down menu. See Hold Admin tab.
      Notes: To assign a different roles, group a custodian or custodians by role when assigning custodians to a project.

Summary

Complete the creation of the project by reviewing all steps taken when creating the project before finalizing. Complete the legal hold project setup by clicking Complete Setup.

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Preservation Hold

A Preservation Hold preserves files and emails in an custodian's Microsoft Office 365 account (OneDrive and Exchange) as well as any files in an custodian's Sharepoint. A Preservation Hold ensures that original copies, prior to any edits or deletions, of emails and files are preserved in an Office 365 Preservation Library. The Preservation Library ensures that there is no loss of data through accidental or willful deletion or editing of items under a Preservation Hold. Preservation Holds are transparent to custodians. For more information on the Security and Compliance Center, see Office 365 Security Compliance Center.

Note: A custodian can be active in multiple projects and can be on multiple preservation holds. If one preservation hold is removed, another could still be in place. When a preservation hold is removed in Relativity, only that one preservation hold is removed in Security & Compliance Center.

Enable the Preservation Hold Settings security permission in order to create a Preservation Hold Setting. For more information on security permissions, see Projects.

Before creating a Preservation Hold, add a Preservation Hold Setting. Fill out the information for the Preservation Hold Setting to create a data source in which preservation holds will be created. To learn more about Preservation Hold Settings, see Hold Admin tab.

In the Projects edit layout, there is a Preservation Case field. Enter the created Preservation Hold Setting to the Preservation Case. To create a Preservation Case, follow the steps below

  1. Click the Add link next to Preservation Case.
  2. Enter a name into the Preservation Case Name field in the Preservation Case pop-up menu. For more information, see Adding a Preservation Case.
  3. Click the Preservation Sources button.
    1. In the Preservation Sources pop-up menu, click the check boxes next to the necessary Preservation Hold Settings.
    2. Click Add.
    3. Click Save.
  4. Fill out rest of the Preservation Case fields. For more information on the Preservation Case fields, see Adding a Preservation Case.
  5. Click Save.

Adding a Preservation Case

Add a Preservation Case to the project to specify the data sources for the preservation holds.

  • Name - the name of the Preservation Case.
  • Preservation Source - the data sources created in Preservation Hold Settings for the Preservation Hold. For more information on Preservation Hold Settings, see Hold Admin tab.
  • Retry Count - the number of times Legal Hold will retry to correct a failed Preservation Hold process.
  • Retry Interval (Minutes) - the number of minutes between each retry.
  • Monitoring Interval (Hours) - the number of hours between each time Legal Hold monitors Office 365 for deletions/disabling or edits to filter criteria made within Office 365 Security & Compliance Center. Default is 1 hour.
  • Start Date - (optional) a preservation filter criteria that preserves data starting with this date.
  • End Date - (optional) a preservation filter criteria that preserves data ending with this date.
  • Auto-discover target - option to catalog all accessible sites in Sharepoint. If not enabled, the target discovery process can be manually started later in the process.
  • Re-discover wait window (hours) - the number of hours between each the next discovery process.

Preservation Hold status

After running a preservation hold, a status of the hold available in the Preservation Hold section on the Projects tab. Any changes made to the preservation is reflected within an hour. For a list of the statuses available, see below:

  • Pending - Relativity is creating the preservation hold in Office 365.
  • Pending - Retry - Relativity encountered a problem creating the hold, now retrying.
  • Pending - Error - All retries failed and Relativity is unable to create the preservation hold.
  • On Hold - Relativity successfully placed the custodian data source on a preservation hold.
  • Releasing - Relativity is in the process of deleting or disabling the hold in Office 365.
  • Releasing - Retry - Relativity encountered a problem deleting or disabling the hold and is retrying to create the preservation hold.
  • Releasing - Error - All retries failed and Relativity is unable to delete or disable the preservation hold.
  • Off Hold - The custodian data source is no longer on a preservation hold.
  • Externally Modified - A user or some process outside of Relativity altered the filter criteria affecting the case or holds. (e.g. User in Security & Compliance Center).
  • Externally Removed - A user or some process outside of Relativity deleted or disabled the preservation hold (e.g. User in Security & Compliance Center).

Preservation Target status

The Preservation Target Status tab shares the progress of the target discovery for each custodian. The discovery process is the inventorying of the sites each custodian has access to. This status indicates where in the discovery process the targets are. The statuses are:

  • Scheduled To Be Discovered - the preservation targets will be discovered after other targets have completed.
  • Discovered - the preservation targets have been discovered.
  • Error - the preservation targets have not been discovered due to an error. For information on fixing preservation target errors, click the Discover Targets button in the Project Console. For information, see Projects.

Securing a project

Secure a Legal Hold project and other Legal Hold objects by clicking padlock to lock a project.

System admins can access the Legal Hold Application RDO workspace permissions to manage custom permissions at the workspace level. This level of control prevents specified users from specific actions such as sending communications or assigning custodians to projects.

Note: In order for system admins to have access to the functions controlled by the Legal Hold Application Permissions, you must add those system admins to another security group or add a new group with access to the Legal Hold Application Permissions.

For more information, see Securing a project.

Closing a project

You can close a project when a project has completed. When you close a project, the status is Closed and all custodians are released. Legal Hold sends release communications to any custodian actively on hold.

To close a project:

  1. From the Project console, click Close Project.
  2. If the project has any active people still associated with it, you need to select a release notice.
  3. Click Assign.
  4. Click Save. Doing this sends the release notice to any active custodian that hasn't yet received a release notice and closes the project.

Open a closed project by clicking Open Project on the Project console. Once you open a closed project, you can send communications again. Doing this re-activates anyone still associated with the project.

Closing a project with a Preservation Hold

A user must have the preservation hold permission in order to close a project that has preservation holds. If the user that does not have preservation permissions, they cannot close a project with an active preservation hold and the Close Project button in the Project Console will be disabled.

When the Close Project button is clicked, the Close Project pop up will contain a warning:

If the preservation hold can be released, click Send and Close.

Deleting a project

If you choose to delete a project, note that Legal Hold removes all associated objects and information contained in the project.

  • To delete a project from the project details page, click Delete. At the prompt, click Delete. See Projects.
  • To delete a project from the Projects landing page, select the project and click Delete from the actions menu. At the prompt, click Delete. See Projects.

Note: A project cannot be deleted when a custodian is on a preservation hold. To remove a custodian from a preservation hold, change the role to a non-preservation role. For more information on custodian roles in Legal Hold, see Hold Admin tab.