Legal Hold Settings

The Hold Admin works in the Legal Hold Settings tab. This tab contains all Legal Hold configuration settings where you set up the custodian portal, email, and general hold settings.

This page contains the following information:

Note: Use Integration Points to import custodians from an LDAP-enabled data source. See Integration Points.As Integration Points is only compatible with Relativity 9.1 and higher, we encourage users who rely on this functionality to upgrade to Relativity 9.1+ prior to upgrading to Legal Hold 4.2 and above.

Set up your legal hold settings within this tab. There are four requirements that all Hold Admins need to complete before a project can complete. These can be completed on the Legal Hold Settings page. These requirements are:

If you intend to use the preservation hold functionality, see Preservation Hold Settings.

When in the Legal Hold Settings tab, click Edit to start adding or updating your settings.

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Adding email settings

To complete the Legal Hold Settings, you need to add the email settings. The email settings provide the information so communications can be sent and received from your legal hold instance.

Collecting required email settings information

If you are intending to use Relativity Legal Hold, you need to add the required credential information below. This information will then be used in the Adding email settings section.

Information label Description of required information Required information
User Name for SMTP The username for the account on the SMTP server used for sending emails. This can be an email address or domain\username depending on the server settings. Even if your SMTP server is configured for anonymous authentication, you must input a value. For example, “anonymous".  
Password for SMTP The password for the account on the SMTP server that Legal Hold uses for sending emails. Even if your SMTP server is configured for anonymous authentication, you must input a value. For example, "anonymous".  
Domain The SMTP domain address. For example, “smtp.office365.com”  
SMTP Port The SMTP port number.
    Notes: Legal hold outgoing emails are designed to work with SMTP and EWS protocol. These protocols run on universally defined ports. We block most SMTP and EWS ports except 587 and 443. You must contact Relativity Support to open any other SMTP ports (25, 465, 587, 2525) and EWS ports (443).
 
SSL (Y or N) The Secure Sockets Layer. Select Yes to use Secure Sockets Layer security for SMTP. You should consult with your IT department if you are unsure whether your SMTP server uses SSL.  
From Email Address The display name and/or email address you want to appear when sending communications from Relativity Legal Hold. When a custodian receives a project communication, it will appear as if it was sent from the display name and/or address. For example, use the following verbiage "Display name <email@domain.com>".  
Reply to Email Address The reply to email address. When a custodian clicks reply to a project communication, their reply is sent to this address. See the From Email Address example above.  
Email Processor Type Email services can use one of several options to interact with third-party applications. Consult with your IT department if you are unsure which email processor type to use alongside your mail server. EWS - Exchange Web Services IMAP - Internet Message Access Protocol POP3 - Post Office Protocol 3  

Adding Outgoing Email settings

This section needs your SMTP information that you should have already collected before using Relativity Legal Hold. For more information, see Legal Hold Settings. The outgoing email settings must be entered on the Legal Hold Settings page prior to sending communications.

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To update the Outgoing Email settings on the Legal Hold Settings page, follow the steps below:

  1. Click Edit.

  2. Locate the Outgoing Email section.

  3. Enter information in the fields. See Outgoing email fields for more information.

  4. Update another section or click Save.

Outgoing email fields

The outgoing email settings must be entered on the Legal Hold Settings page prior to sending communications.

  • Override Email Settings for Legal Hold
    • Select Yes to configure unique email settings you want Legal Hold to use. Legal Hold can have unique email settings compared to Relativity as a whole. The settings are User Name, Password, Domain, Port, Use SSL for SMTP.

    • Select No to use the existing server information.

  • User Name - enter the username for the account on the SMTP server used for sending emails. This can be an email address or domain\username depending on the server settings. Even if your SMTP server is configured for anonymous authentication, you must input a value. For example, “anonymous".
  • Password - enter the password for the account on the SMTP server that Legal Hold uses for sending emails. Even if your SMTP server is configured for anonymous authentication, you must input a value. For example, "anonymous".
  • Domain - enter the SMTP domain address. For example, “smtp.office365.com”.
      Notes: Enter smtp.office365.com when using Microsoft 365 for outgoing email.
  • Port - enter the SMTP port number.
  • Use SSL for SMTP
    • Select Yes to use Secure Sockets Layer security for SMTP. You should consult with your IT department if you are unsure whether your SMTP server uses SSL.
        Notes: Select Yes when using Microsoft 365 for outgoing email.
    • Select No to disable SSL for SMTP.
  • From Email Address - enter the display name and/or email address you want to appear when sending communications from Legal Hold. When a custodian receives a project communication, it will appear as if it was sent from the display name and/or address. For example, use the following verbiage "Display name <email@domain.com>". The custodian will see something like the following email:

    email display name address

  • Reply to Email Address - enter the reply to email address. When a custodian clicks reply to a project communication, their reply is sent to this address. See the From Email Address example above.
  • Email Processor Type - enter the type of email sent via Relativity Legal Hold.

Testing the Outgoing Email settings

To test, follow the steps below.

  1. To setup and test the email functionality you will need:

  2. At least one Relativity Legal Hold Agent enabled.

  3. The Legal Hold Security Admin Group assigned to Relativity User.

  4. No Inbound blocking rules for emails on the clients network.

  5. The correct credentials supplied by the client's IT department.

  6. To confirm the settings, and that the client's network accepts incoming emails correctly, click the Test Outgoing Email Settings button.

    • Notes: If this button is not visible, the Relativity User is missing the Legal Hold Security Admin Group.

    Once clicked the following message will be displayed, but it doesn't mean that the email has been successfully sent or received.

    When successful, the following test email will be sent from the User Account to the Reply to Email Address.

    If the email isn't received within minutes, check that the Relativity Legal Hold Agent's completed processing it (Job Type SendTestEmail). If it has completed, then check the Relativity Errors and move onto the Troubleshooting section of this page.

Adding Incoming Email settings

Update the fields in the Incoming Email section. The Incoming Email section is used to allow Legal Hold emails that are replied to by Custodians to be ingested into Legal Hold. If this functionality is not needed, it can be disabled by changing the Frequency to Check field to "Select ..."

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To update the Incoming Email settings on the Legal Hold Settings page, follow the steps below:

  1. Click Edit.

  2. Click the Incoming Email tab.

  3. Enter information in the fields. See Incoming email fields for more information.

  4. Update another section or click Save.

Incoming email fields

The incoming email settings must be entered on the Legal Hold Settings page prior to receiving communications.

  • Frequency to Check - select how often you want the Relativity Legal Hold agent checks the mailbox for custodian replies to communications in order to pull them into the system.
      Notes: If Frequency is selected and the other fields are not populated with valid credentials, then the following error will be logged in the Errors tab (constantly if Immediate is select, every hour or once a day for the other values):
  • Email Processor Type - select the email service you want to use to interact with third-party applications. Consult with your IT department if you are unsure which email processor type to use alongside your mail server.
    • EWS - Exchange Web Services
    • IMAP - Internet Message Access Protocol
    • POP3 - Post Office Protocol 3
  • Mail Username - enter the mail username, specified by email address or domain\username depending on server settings, which will receive the custodian email replies.
  • Mail Password - enter the password for the Mail Username address. This Mail Password field is case sensitive.
  • Mail Domain - enter the fully qualified mail server name or IP address. For example, “demo.testing.corp”.
  • Mail Port - enter the mail port number.
  • Mailbox - enter the actual name of the folder containing the custodian replies to Legal Hold communications. For example, “Inbox." This Mailbox field is case sensitive.
  • Note: Whatever mailbox is selected for the incoming mailbox setting should be only used for Relativity Legal Hold. The Legal Hold agent checks this mailbox for Legal Hold replies, imports any messages it finds, and then deletes all emails in the mailbox.

Testing your Incoming Email settings

To test outgoing mail, follow the steps below.

To setup and test the email functionality you will need:

  • At least one Relativity Legal Hold Agent enabled.

  • The Legal Hold Security Admin Group assigned to Relativity User.

  • No Inbound blocking rules for emails on the clients network.

  • The correct credentials supplied by the client's IT department.

To confirm the settings, and that the client's network accepts incoming emails correctly, click the Test Outgoing Email Settings button in the Settings console.

settings console

    Notes: If this button is not visible, the Relativity User is missing the Legal Hold Security Admin Group.

Once clicked the following message will be displayed, but it doesn't mean that the email has been successfully sent or received.

When successful, the following test email will be sent from the User Account to the Reply to Email Address.

If the email isn't received within minutes, check that the Relativity Legal Hold Agent's completed processing it (Job Type SendTestEmail). If it has completed, then check the Relativity Errors and move onto the Troubleshooting section of this page.

Troubleshooting email settings

The following messages from Relativity Errors can indicate specific problems with the entered Outgoing email settings:

Error Cause Resolution
SendAsDeniedException

If the User Account does not allow for another email account to send on its behalf (i.e. the From Email address is not the same as the User Account) then the following message may be shown: "Could not connect to the email server with the provided credentials."

Resolve this issue by using a different email account or update the existing email's settings.

Incorrect User Name/Password

The remote name could not be resolved.

Resolve this issue by correcting the name and password in the Outgoing email settings.

Incorrect Domain

A connection attempt failed because the connected party did not properly respond or the connection failed because the connected host has failed to respond.

Resolve this issue by correcting the domain URL in the Outgoing email settings.

Incorrect Port

The email failed to send because the mail port number is incorrect.

Resolve this issue by correct the port number in the Outgoing email settings.

STARTLLS is required to send mail

The email failed to send because the SSL is set to No

Resolve this issue by setting the SSL field to Yes in the Outgoing settings.

Adding General settings

Update the fields in the General section. The General section covers settings that affect the high-level overview items of a legal hold project such as forwarding reply emails to the project owner, setting hold notice approval requirements.

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To update the General settings on the Legal Hold Settings page, follow the steps below:

  1. Click Edit.

  2. Locate the General section.

  3. Enter information in the fields. See General settings fields for more information.

  4. Update another section or click Save.

General settings fields

The general settings must be entered on the Legal Hold Settings page prior to starting a legal hold project.

  • Forward Reply Emails to Project Owner
    • Select Yes to have Legal Hold automatically forward all custodian replies to the project owner, as specified in the project details. See Projects. Legal Hold sends custodian replies first to the primary Legal Hold inbox for import into the system, while still giving visibility to the project owner of the custodian’s reply.
    • Select No to prevent Legal Hold from forwarding custodian replies to the project owner.
  • Send Confirmation Email
    • Select Yes to have Legal Hold send a confirmation email to the custodian once they acknowledge a communication or complete a questionnaire.
    • Select No to prevent Legal Hold from sending a confirmation email to the custodian upon their acknowledgement.
  • Automated Send Time - the time at which Legal Hold sends automated reminders and automated escalations. Use the HH:MM format (24-hour format). The time is local to the server, not your local PC.
  • Hold Notices Require Approval - the workspace setting that sets whether Relativity Legal Hold users need to send all communications to an admin for approval before sending to custodians.
  • Enable Project Wizard
    • Select Yes to use the Project Wizard when creating a new legal hold project. For more information, see Creating a project.
    • Select No to use the alternative steps to create a new legal hold project. For more information, see Alternate project creation method.
  • PRL High Threshold (%) - the percentage of acknowledged communications, out of all sent communications in a project, to be considered at a successful level and turn the PRL icon in the project list green. Default is set at 100%. See Project response level.
  • PRL Medium Threshold (%) - the percentage of acknowledged communications, out of all sent communications in a project, to be considered at a standard level and turn the PRL icon in the project list yellow. Default is set at 50%. See Project response level.
  • Entity OneDrive URL Field - the OneDrive URL field is used to put a custodian's OneDrive content on hold when a client isn't able to use an account with SharePoint Admin privileges. See Entity OneDrive URL field.

Entity OneDrive URL field

SharePoint Admin privileges are required for automated look up of a custodian's OneDrive Site URL. If the preservation account can't be granted SharePoint Admin privileges, then enter the Entity OneDrive URL field for each custodian so that automated look up isn't required.

When the preservation account used for Microsoft 365 preservations doesn't have SharePoint Admin privileges the Entity OneDrive URL field is the alternative way to put a custodian's OneDrive source on a preservation hold. When the Entity SharePoint URL is provided, Relativity Legal Hold uses it to put a custodian's OneDrive content on a hold. For more information, see Microsoft 365 admin account.

If the Entity OneDrive URL field setting is empty, Legal Hold reverts to the original logic and queries SharePoint directly for this information.

Setting up OneDrive

A Relativity Legal Hold Administrator needs to perform additional setup for this functionality to work. Use an existing field or create a new field on Entity object to host OneDrive URL information for each Custodian. Use Integration Points or RDC to populate this field with fully qualified OneDrive URL for each Custodian.

Point Legal Hold to use such field as a reference to OneDrive URL information:

  1. Navigate to the Legal Hold Settings tab.
  2. Click Edit.
  3. Click the Entity OneDrive URL field Select button.
  4. Select the field which contains OneDrive URL information.
  5. Click Save.

Adding Custodian Portal settings

Update the fields in the Custodian Portal. Define how the Custodian Portal will look and act to the custodian interacting with it. Add the URL, title, and a custom image to the portal.

To update the Custodian Portal settings on the Legal Hold Settings page, follow the steps below:

  1. Click Edit.

  2. Locate the Custodian Portal section.

  3. Enter information in the fields. See Custodian Portal settings fields for more information.

  4. Update another section or click Save.

Custodian Portal settings fields

The custodian portal settings must be entered on the Legal Hold Settings page prior to starting a legal hold project.

  • Portal URL - the Legal Hold Portal URL where your organization is hosting this application web page.
    This URL must be:
    • Externally exposed if anyone outside your network needs to access the Portal. See Custodian Portal.
    • A Relativity site using Forms authentication, not Windows authentication.
        Notes: When using the ARM feature to restore a workspace, the Portal URL is removed in order to not point to the old server, preventing communications from being sent. The Portal URL will need to be updated before resuming sending communications. Locate the updated Portal URL in Legal Hold Settings.
  • Portal Title - enter customized text that appears at the top of the Portal page.
  • Portal Custom Image - upload a custom image that appears at the top of the Portal page. If there is no uploaded image, the Relativity logo appears as the default.
    • The image shouldn't exceed 130 x 28 pixels.
    • Legal Hold permits any common image file; however, we recommend a transparent .png for best results.
  • Link Access Limit (Clicks) - number of times the custodian can access the Portal from the link sent in the communication email.
  • Link Expiration (Days) - number of days the link sent in the communication email is valid.