In Collect, you manage custodians that have an associated data source. The custodian target is the combination of a custodian and data source. It is an endpoint from which RelativityOne Collect can connect to and collect from.
To collect from custodians, entities either have to exist, be created, or be imported in Relativity.
Note: Custodian targets will automatically be generated based on the primary email address in the Entity record for the Google Workspace, Microsoft 365, Slack, and X1 data sources. Custodian targets can still be generated manually. For more information, see Generating targets in the wizard.
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If a custodian does not exist, you can manually create an entity from the Entities tab. Once you create an entity in the Collect Custodian view and add it to a collect project, it becomes a custodian.
You can add custodians to Collect at different times throughout the collection process. There are different ways to populate the entity list including using RIP, the RDC, or manually. For more information, see RIP and RDC. To manually create a new custodian, follow the steps below:
- Navigate to the Entities tab.
- Click New Entity on the Custodians tab.
- Select the Collection History layout from the drop-down menu and complete the fields. See Fields.
- Click Save.
Note: When creating a custodian from Legal Hold, the Custodians - Legal Hold View is selected by default. If Collection or Processing is also installed in the same workspace, you can view the Custodians - Processing View or Custodians - Collection View accordingly.
The Collection Custodian layout provides the following fields:
- Custodian Type - select one of the following:
- Person - select this to enter first and last name of the individual acting as custodian of the data you wish to process.
- Entity - select this if the custodian of the data you wish to process isn't an individual but is, for example, just a company name. You can also select this if you wish to enter an individual's full name without having that name include a comma once you export the data associated with it. Selecting this changes the Custodian layout to remove the required First Name and Last Name fields and instead presents a required Full Name field.
- First Name - the first name of the custodian. This field is only available if you've set the Custodian Type above to Person.
- Last Name - the last name of the custodian. This field is only available if you've set the Custodian Type above to Person.
- Full Name - the full name of the custodian of the data you wish to process. This field is only available if you've set the Custodian Type above to Entity. When you enter the full name of an entity, that name doesn't contain a comma when you export the data associated with it.
- Email - the email the custodian uses in the target. This email address must match the email address within the connected data source.
You can collect electronic data from custodians who are individuals or entities involved in a legal action or case. You can collect electronic data for custodians from their computers, external hard drives, network drives, and other sources. You may perform multiple collections from a single custodian. On the Custodians tab, you can create and edit custodians as well as view their details, associate them with collections, and perform other tasks.
Use the following procedure to create a custodian target that you can associate with a collection:
- Enter the Name of the custodian target.
- Click Select to select available custodians. If the custodian doesn't exist, click Add and complete additional steps.
- Click the Data Source drop-down menu to select a data source. For more information Collection data sources, see Data source types and properties.
- Enter the custodian's email address in the Target field.
Custodian Targets can also be automatically generated in Step 4 of the Collect wizard. Click Generate Targets to check if targets exist for the custodians you've selected for collection. If the targets do not exist, Collect creates them based on the email address in the Entity details in each custodian. For more information, see Collection Summary.
If an invalid custodian target is created manually, the auto-generation of custodian targets doesn't remove the invalid custodian target. The invalid custodian target needs to be removed manually. Find out if there are any errored targets in the Collection Summary step or on the Status Summary tab. To delete a custodian target from the Custodians Targets tab, click the data sources checkbox and use the Delete mass operation.
Removing custodian targets
To remove any custodian target, the custodian first needs to be removed from the collection, or collections. You can use the Mass delete operation to delete collect custodians, also known as entities. For more information, see Mass delete.
Trying to delete a custodian target before removing a custodian will result in an error.
The Target Status tab is a dashboard to see the statuses of collections. You can drill into each target from this dashboard. Able to look into the targets by custodian, data sources, or status to find out more about your collections. Focus on the collected components with this dashboard.
The Target Status dashboard is available after generating targets. To learn how to generate targets for a collection, see Generate Targets. Once you generate targets, the dashboard organizes by collection jobs.
- Not started - the collection is set up, but hasn't been started.
- Started - the collection started and has not completed.
- Completed - the collection of the target completed without any errors.
- Completed with Errors - the collection of the target completed and had individual items that couldn't be collected. For more information, see the Errors report.
- Error - the collection did not run successfully and couldn't collect from the target.