Microsoft 365 preservation source

You can preserve data in Microsoft 365, and Microsoft 365 Government, after completing the integration between RelativityOne and Microsoft 365.

See these related topics:

• Preservation sources
• Preservations
• Manage preservations

For more information on setting up and connecting the Preservation app to Microsoft 365, see Relativity Learning's Preservation Foundations: Registering Microsoft 365 data sources.

Licenses and access

You must create and configure a Microsoft 365 preservation data source before creating a preservation hold for a custodian. A legal hold admin will need to run through a one-time setup to connect Microsoft 365 to Relativity. Creating the data source temporarily grants admin permissions to the specified account user to find the custodian SharePoint site access privileges during target discovery. For more information, see Setting up a Microsoft data source.

Preservation in-place functionality uses modern authentication. Modern authentication is certificate-based authentication (CBA) that allows for multi-factor authentication (MFA).

You can preserve data from Microsoft 365 or both Microsoft 365 and Microsoft 365 Government. This depends on your RelativityOne license, commercial or government, and your Microsoft tenant, Microsoft 365 or Microsoft 365 Government

Microsoft 365 commercial

Preservation in-place is set up to point at commercial APIs. Commercial users can only preserve in Microsoft 365 tenants.

To use Microsoft's APIs, all custodians must have a E3 license, or higher.

Microsoft 365 Government

Preservation in-place is also set up to point at Government APIs instead of commercial APIs. Government users can use Legal Hold in Microsoft 365 and Government 365 tenants. These data sources have different icons within Preservation in-place.

To use Microsoft's Government APIs:

• Tenants must have Office 365 GCC High service.
• Custodians must have E3 license, or higher.
• Relativity will put APIs on allowlist for the customer.

Considerations

Consider the following information before creating a Microsoft 365 data source.

Microsoft Outlook

• Legal Hold accepts one email for one employee at a time. Legal Hold does not set accept multiple email addresses for one employee.
• Relativity can preserve inactive employee mailboxes.

Microsoft OneDrive

• Cannot preserve inactive OneDrives.
• Preserve custodian Teams chat attachments by placing a custodians OneDrive on hold.

Microsoft Teams

• Preserve custodian one-on-one Teams chats data by placing a custodian's mailbox on hold.
• Preserve custodian Teams chat attachments by placing a custodians OneDrive on hold.
• Preserve Teams channel by placing the Group Mailbox and SharePoint site for the Teams Channel on hold.
  • Microsoft stores Teams Channel data in Group Mailboxes and Sharepoint sites.
  • You can preserve Teams Channel attachments if you know the SharePoint site they reside.

Microsoft Government

• If you have a GCC high tenant, than you must use the GCC High connector when setting up a data source. For more information, see Microsoft's GCC High endpoints documentation.
• If in GCC only, you can only use the Microsoft 365 commercial tile.

Setting up a Microsoft data source

Follow the steps to create and configure preservation hold credentials. This is a one-time setup to create data sources for a preservation hold.

There is a required, one-time setup to create data sources for a preservation hold. This setup takes place in Microsoft 365. The person completing the application registration process needs to be an Azure Administrator with sufficient privileges.

There are two ways to set up a Microsoft data source: automatic and manual.

Automatic setup

This setup uses an optional PowerShell script can be used to automate Azure configuration steps needed to enable the Microsoft 365 Relativity preservation data source. For more information, see Automating Microsoft 365 preservation source setup.

Once you complete the automatic setup, you can create the Microsoft 365 preservation source. For more information, see Creating the Microsoft 365 preservation source.

Manual setup

To complete this setup, an Azure Admin must complete all steps to create and configure preservation hold credentials before creating a preservation data source in Relativity. For more information, see Microsoft preservation source manual setup.
The steps are as follows:
You must complete all steps to use Preservation in-place.

1. Register the application
2. Assign API permissions
3. Generate certificate
4. Assign application roles
5. Run PowerShell script to create a Service Principal

Once you complete the manual setup, you can create the Microsoft 365 preservation source. For more information, see Creating the Microsoft 365 preservation source.

Creating the Microsoft 365 preservation source

Then create the Microsoft 365 data source in RelativityOne:

1. Navigate to the Preservation Data Source tab.
2. Click the New Preservation Data Source button.
3. Enter in a unique name for the data source in the Name field.
   
4. Select Microsoft 365 or Microsoft 365 Government data Source Type.
   
5. Enter in the data source-specific fields for your select data source. For more information, see Preservation data source fields.
6. Click Validate Credentials.
   
   While the validation job is running, navigate to the Preservation Hold Jobs tab to see the status of the Validate Credentials job.
7. Close the window the successful authentication window.
8. Click the Re-Validate Authentication button in the right pane on the Preservation Data Source that you created. You should see the following status, “The user credentials are authenticated and ready to use.”

Preservation data source fields

In RelativityOne, you must add Microsoft 365-specific data into the fields in the Default Category during the creation of a Microsoft 365 data source.

• Name—enter a unique name for this preservation data source.
• Source Type—select a Microsoft 365 source.
• Entity ID Field—select an entity type.
• Client ID—enter your application's ID.
• Certificate Password—enter the password that protects the private key of the certificate that you created in Microsoft 365 preservation source.
• Certificate—add the self-signed certificate that you created in Microsoft 365 preservation source.
• Tenant ID—enter the tenant ID created during registering the preservation application in Microsoft 365.
• Domain—enter the domain name of the Microsoft 365 tenant the preservation is for.

Validate preservation hold credentials

After saving the credentials, you have the option to validate the connection to Compliance Center. This step also validates that Relativity can place a hold in Exchange Mailbox and OneDrive.

On the Preservation Data Source page:

1. Click into your Microsoft data source.
2. Click the Validate Credentials button in the console.
   This will validate that modern authentication is configured correctly. It also creates, and then deletes, a sample preservation case in Microsoft Purview.
3. If the validation worked correctly, the Validation Status field will display Validated. If it did not, the Validation Error field will contain the error message and you will need to correct the error.
4. Once the validation is successful, you can set up preservation holds using the Legal Hold wizard. See Preservations.

You will get a pop-up window to authenticate into Microsoft with the admin login credentials.

Click the Re-validate Authentication button to update the status bar near the top of the page.

Data source details

Each data source details page includes a console to complete actions. Each data source has different actions.

For Microsoft 365:

• Validate credentials—click to run a validation process with the client ID, certificate, and other credentials with Microsoft 365. You can see the result in the Validation Status field.
• Re-validate authentication—click to refresh the status of the credentials. To validate credentials, you must click Validate credentials.

Data services

On the data source details page, there is the Services section. In the Services section, you can click on a data source to see the service information.

For Microsoft OneDrive, you can override the entity field with the Entity OneDrive URL field.

Entity OneDrive URL field

The Sites.Read.All GraphAPI permission is required for automated look up of a custodian's OneDrive Site URL. If the preservation account cannot be granted the Sites.Read.All GraphAPI permission, then enter the Entity OneDrive URL field for each custodian so that automated look up is not required.

When the preservation account used for Microsoft 365 preservations does not have the Sites.Read.All GraphAPI permission 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.

If the User Principal Name in your Entra ID account does not match the email address, you can use the Entity OneDrive URL field to put a custodian's OneDrive account on hold. Sharepoint Sites cannot be placed on Hold if the User Principal Name is different from Email in your Entra ID 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 Entity OneDrive URL field

An administrator needs to perform additional setup for this functionality to work. Use an existing field or create a new field on the entity object to host OneDrive URL information for each custodian. Use Integration Points or the Import/Export to populate this field with fully qualified OneDrive URL for each custodian.

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

1. Navigate to the Preservation Data Service tab.
2. Click Edit.
3. Click the Entity OneDrive URL field Select button.
4. In the Select Items - Entity OneDrive Url Field modal, select an existing field that can contain OneDrive URL information. For example, select the Note field.
5. Click Set.
6. Enter each entity's OneDrive URL for their OneDrive site in the selected field. For example, enter https://company-my.sharepoint.com/personal/firstlast01_company_com in the OneDrive URL in the Note field.
7. Click Save.