

To complete the Legal Hold Settings, you need to add the email settings. These settings provide the information so you can issue legal holds as well as send and receive communications from your legal hold instance.
See these related pages:
With Legal Hold, you can use different email processor types. These types include:
Each type has its own setup that have different requirements.
The Microsoft Graph API is an endpoint used to access data and services across Microsoft services. It is a RESTful web API that performs a variety of tasks. In this case, to send communications as a Microsoft user from Relativity.
When you use the Graph API as the email processor type in Legal Hold, you must add required credential information. First, collect the required Graph API email settings information. Then use the required information in the Adding email settings section.
Note: We recommend using the Graph API for email communications. When using the Graph API, you need to register your application in Microsoft Entra ID and set the permissions. For more information, see Using Microsoft Graph API for sending email communications.
Information label | Description of required information | Required information |
---|---|---|
Application Client ID |
The Application Client ID you created when registering the Legal Hold application in Microsoft 365. For more information, see Registering an Azure application and credentials. |
|
Application Client Secret | The Application Client Secret you created when registering the Legal Hold application in Microsoft 365. For more information, see Creating a client secret. | |
Tenant ID/Domain | The Domain name of the Microsoft 365 tenant the collection is intended for. | |
From Email Address |
The email inbox that you authenticated Relativity with Microsoft. To learn how to authenticate with Microsoft, see Using Microsoft Graph API for sending email communications. |
|
Reply to Email Address |
The email inbox that you authenticated Relativity with Microsoft. To learn how to authenticate with Microsoft, see Using Microsoft Graph API for sending email communications. |
When you use the Gmail API as the email processor type in Legal Hold, you must add required credential information . First, collect the required Gmail API email settings information. Then use the required information in the Adding email settings section.
Information label | Description of required information | Required information |
---|---|---|
Client ID |
The Application Client ID you created when registering the Legal Hold application in Google. For more information, see Create credentials. |
|
Client Secret | The Application Client Secret you created when registering the Legal Hold application in Google. For more information, see Create credentials. | |
From Email Address |
The email inbox that you authenticated Relativity with Google. To learn how to authenticate with Microsoft, see Gmail API. |
|
Reply to Email Address |
The email inbox that you authenticated Relativity with Google. To learn how to authenticate with Microsoft, see Gmail API. |
SMTP is a protocol for electronic mail transmission. The application or computer that sends, receives and relays email.
If you are intending to use Relativity Legal Hold, you need to add the required credential information below. First, collect the required SMTP email settings information. Then use the required information in the Adding email settings section.
Here are some reasons to use your own SMTP:
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. Note: We designed Legal hold outgoing emails to work with the SMTP protocol. This protocol runs on universally defined ports. We block most SMTP except 587. You must contact Relativity Support to open any other |
|
Use SSL for SMTP (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 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 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. IMAP - Internet Message Access Protocol POP3 - Post Office Protocol 3 |
You must enter the outgoing email settings on the Legal Hold Settings page before issuing legal holds and sending communications. This section needs your information that you should have already collected in the Graph API requirements or SMTP requirements sections.
To update the outgoing email settings on the Legal Hold Settings page:
The fields you need to complete depend on the selected email processor type.
After configuring the Outgoing Email Settings, we recommend performing a system validation before Testing the outgoing email settings in the next section. The system validation process does not send an email. It simply confirms the outgoing settings and displays any errors if it finds them. For example, it will test for valid authentication method used, email server connection, email address, and mailbox, just to name a few.
To perform a system validation, click the Validate Outgoing button in the Settings console. If an error is discovered, a message displays with details so you can correct it.
After validating, you can proceed with confirming the settings were properly configured and ensuring the client's network accepts incoming emails correctly.
You will need the following to setup and test the email functionality:
To test the Outgoing Email settings:
If the email is not 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 refer to the Troubleshooting email settings section of this page.
You must enter the incoming email settings on the Legal Hold Settings page before receiving communications. The incoming email settings allow Relativity Legal Hold to ingest Legal Hold emails that custodians reply to. If this functionality is not needed, disable it by changing the Frequency to Check field to Select ...
To update the Incoming Email settings on the Legal Hold Settings page, follow the steps below:
Note: The mailbox selected for the incoming mailbox setting should be only used for 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.
The fields you need to complete depend on the selected email processor type.
After configuring the Incoming Email Settings, we recommend performing a system validation before Testing your incoming email settings in the next section. The system validation process does not send an email. It simply confirms the incoming settings and displays any errors if it finds them. For example, it will test for valid authentication method used, email server connection, email address, and mailbox, just to name a few.
To perform a system validation, click the Validate Incoming button in the Settings console. If an error is discovered, a message displays with details so you can correct it.
To test outgoing mail, follow the steps below.
To setup and test the email functionality you will need:
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.
Once clicked, a message displays notifying you that the test email has been sent through the agent server. Be aware that this message does not confirm delivery of the test email, so you must check the recipient email address to confirm that the delivery was successful.
When successful, Relativity sends the following test email from the user account to the Reply to Email Address.
If the email is not 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.
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. |
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