Importing hold data to RelativityOne
After installing Legal Hold, you can use Import/Export to migrate hold information from a legacy system into RelativityOne. See Import/Export.
Considerations
Before importing, or migrating, data, consider the following:
- Migrating data to Legal Hold should be performed by someone who is experienced with migrating structured data.
- This person should understand how to troubleshoot errors, correct data errors identified by Import/Export, and can prepare data load files with precision.
- If you do not possess this skill set, please reach out to a service provider or experienced colleague at your organization.
- You can ARM the workspace when migrating data from Relativity Server to RelativityOne. For more information, see ARM Overview.
Prerequisites
Before migration, you must convert existing hold information into separate load files with specific formats, as detailed below.
Note: Not all of the following information may exist in the legacy system, so you do not need to populate non-applicable fields, with the exception of required values, such as Name.
Load file types
- Entity information. For example, email, department, manager.
- Project/communication information. For example, description, email content, Portal content, BCC.
- Custodian reminder and escalation dates
- Custodian association to projects/communications
- Communication acknowledgment dates per custodian
- Questions into the Question Library
- Questionnaire completion dates per custodian
- Message information
This migration does not cover:
- Migrating custodian responses to questions on questionnaires
- Migrating email history
The following items must all be unique:
- Project names
- Communication names
- Custodian full names
Importing the legacy data
Importing legacy data into Legal Hold requires separate imports through Import/Export for each object type. For example, import the custodians load file into the Entity object.
Note: The Entity field must have the email field populated for the Legal Hold system to work correctly. If the data is not imported correctly, you will need to restart the process.
Import/Export
Use Import/Export to import legal hold data into Relativity. This section covers the basic process to import a Relativity Dynamic Object (RDO). For more information, see Import RDO data.
To import RDO data:
- Navigate to the Import/Export Job page.
- Click the New Import/Export Job button.
- On the Choose Workflow dialog, select the Import button.
Import should be selected by default.
- Click the Structured (Processed) Data workflow box.
- On the Choose the Load File Type dialog, click the RDO box.
- On the Choose Load File and Location dialog, complete the fields, and then click Continue. For more information about load files, see Import/Export load file specifications.
- On the Load File Settings dialog, select the delimiters and encoding values of the load file, and then click Continue.
The File Column Headers Preview pane will help you to choose the proper settings.
- On the Fields Mapping dialog, select the load file fields to import and map them to the workspace fields, then click Continue.
Click Auto Map Fields to automatically map fields. Relativity then maps the fields from the load file to existing fields in the workspace of the same name.
Note: Any fields without a match will display Choose... in the Workspace Fields column. You must select one from the drop-down list.
- On the Import Settings dialog, configure your import job by selecting from which line number you want the load file to begin importing and how you want the records to be imported.
- Start Line—select the line number in the load file where you want the import process to begin. The default value is set to 0, which results in loading the entire load file.
- Import Mode—select how you want the records to be imported:
- Click the Import button to start the importing process.
- Click Close when the importing process is complete.
Caution: If you used Import/Export in web only mode, meaning Express Transfer was not active, do not close the Importing dialog until after the Uploading step has successfully completed. Closing the dialog prior to the Uploading step completing will terminate the import process.
- Click Finish to close the dialog.
Repeat these steps for each load file. For more information about load files, see Load files. For more information on importing data, see Import/Export.
Load files
When using Import/Export to import legal hold data, you are required to import the load files a specific order.
Import the load files in the following order:
- Entity
- Projects
- Communications
- Attachments
- Custodian Role
- Custodian Status
- Message
After importing the data, you can also import optional data. Optional data includes tasks and questionnaire data. For more information, see Optional load files.
Entity load file
Import the Entity load file.
View Import Custodians values
Required fields
You must complete these fields when importing legal hold entity data.
- (Required) Email—the custodian's email address.
This unique value appears on all Legal Hold grids and pickers when selecting a custodian. This value must be unique. We recommend generating a unique value using the fill feature in Excel when preparing the load file.
Note: Each row of a .csv file must have a unique pairing of Full Name and Email. If any row contains a duplicate full name and email pair, you will receive an error upon trying to import this file into Relativity through .
Resolve this issue by either consolidating those two entries down to one row, ideally the one with the more recent date/accurate acknowledgement info, or change the full name or email so each pairing is unique, like adding a "2" after the information.
- (Required) First Name—the custodian's first name.
- (Required) Full Name—this field must be in last name, first name order. Last name, comma, space, then first name. For example, Discovery, Edward. It must match the full name of that custodian exactly.
- (Required) Last Name—the custodian's last name.
Optional fields
These fields are optional when importing legal hold entity data.
- Address 1—the custodian's home address.
- Address 2— the second line of the custodian's home address.
- City—the custodian's home address city.
- Company—the custodian's company.
- Country—the custodian's home address country.
- Department—the custodian's department within the organization. This value is available for filtering and searching when selecting custodians.
- Employee Number— the custodian's employee number.
- Employment Status—the custodian's current employment status.
- Employment Start Date— the date the custodian's position started.
- Employment End Date—the date the custodian's position ended.
- Current Title— the custodian's job title.
- Location—an optional field used to denote a specific building/office or to provide a friendly name for different business unites.
- Manager—the custodian's manager. This value should also exist as a separate custodian in the load file.
Note: This field must be in last name, first name order. Last name, comma, space, then first name. For example, Discovery, Edward. It must match the full name of that manager exactly.
- Middle Name—the custodian's middle name.
- Notes—use this field to add any applicable notes regarding the custodian.
- Phone Number—the custodian's phone number.
- Secondary Email—the custodian's secondary email.
- State/Province—the custodian's home address state/province.
- Unique ID—use this field when, for example, performing Active Directory data imports using Integration Points. Because you must reference a unique field when setting up the import, you can specify the UniqueID field as unique and map it to an Active Directory field such as ObjectGuid.
- Username—the custodian's employee username at the company.
- Zip/Postal Code—the custodian's home address zip code and postal code.
Projects load file
Import the Projects load file.
View Import Projects values
Required fields
You must complete these fields when importing legal hold projects data.
- (Required) Name—the unique name of the project, which can contain several communications. This value often reflects the matter name and must be unique.
- (Required) Owner Email—the email address of the project owner. If the setting is enabled, all custodian replies to communications are forwarded to this user.
- (Required) Project Status—this value is either Active or Closed. Setting a project as Closed prevents any further actions from being taken in the project. You can re-open a project at any time.
- (Required) Type—you can create custom project types to classify projects according to custom workflows. The default value is Legal Hold.
- (Required) Use as Template—this value is either True or False to distinguish this project as being a template. You can change the value as necessary.
Optional fields
These fields are optional when importing legal hold projects data.
- Project Close Date—the date that the project was closed, corresponding to the Project Status value mentioned above.
- Project Description—a description to help you classify and organize projects.
- Project Owner—the first and last name of the project owner. If the setting is enabled, all custodian replies to communications are forwarded to this user.
- Project Start Date—the date that the project was created.
- Subject Matter End Date—the date the project’s subject matter concluded, and is useful for referencing a time period for which documents should are preserved.
- Subject Matter Start Date—the date that the project’s subject matter actually began. This value is useful for referencing a time period from which documents are preserved.
Communications load file
Import the Communications load file.
View Import Communications values
Required fields
You must complete these fields when importing legal hold communications data.
Note: Reminders do not work with migrated communications and projects. Relativity cannot send reminders for emails that were originally sent outside of Relativity.
- (Required) Communication Type—the listed type of hold communication. There are three main communication types listed below. Creating a communication type other than these types will contain the properties of the General Hold Notice communication type. The three communication type choices are:
- General Hold Notice—the standard communication sent to custodians who must review or accept specific language or complete a questionnaire.
- Release Notice—Legal Hold only sends this communication type to custodians that are released from a project.
- Alert Group—Legal Hold only sends this communication type to users who must be alerted to a custodian’s specific answers to questions on questionnaires.
- (Required) DisplayInPortal—this value is either Yes or No to show the custodian the legal hold in their Custodian Portal. A Yes value means the Global Reminder is enabled.
- (Required) Email Body—the email body for the communication. The body should already contain the [PortalLink] merge field if the communication requires acknowledgement.
- (Required) Email Subject—the email subject for the communication.
- (Required) Name—the unique name of the communication, which Legal Hold sends to custodians. This value must be unique. We recommend generating a unique value using the fill feature in Excel when preparing the load file.
Note: Each row of a .csv file must have a unique pairing of Custodian Name and Communication Name. If any row has a duplicate custodian name and communication name pair, you will receive an error upon trying to import this file into Relativity via Import/Export. Resolve this issue by either consolidating those two entries down to one row, ideally the one with the more recent date/accurate acknowledgement info, or change the communication name or names so each pairing is unique, like adding a "2" after the communication name.
- (Required) Project (Name)—this project name should correspond with the project name from the previous load file.
- (Required) Use as Template—this value is either True or False to distinguish this communication as being a template. You can change the value as necessary.
Required when Legal Hold is the communication type
You must complete these fields when importing legal hold communications data when the communication type is Legal Hold.
- (Required if Legal Hold is the communication type) Acknowledgement Required—this value is either True or False to indicate if the specific communication requires the custodian to log in to the Custodian Portal and acknowledge the communication.
- (Required if Legal Hold is the communication type) Enable Reminders—this required value is either True or False to indicate if Legal Hold sends automatic reminders to non-responsive custodians. If the value is True, you must also fill out the other reminder fields below. The body should already contain the [PortalLink] merge field if the communication requires acknowledgement.
- (Required if Legal Hold is the communication type) Enable Automatic Escalation—this value is either True or False to configure if Legal Hold sends an escalation to the custodian’s manager after all automatic reminders are sent.
- (Required if Legal Hold is the communication type) Portal Detail—this is what custodians see and requires their acknowledgement in the Custodian Portal.
Required when enabling reminders
You must required to complete these fields when importing legal hold communications data when reminders are enabled.
- (Required if enabling reminders) Reminder Interval—this value determines how many days apart Legal Hold sends the reminders when Enable Reminders is set to True. For example, a value of “7” means that Legal Hold sends reminders every 7 days until the custodian responds.
- (Required if enabling reminders) Allotted Reminders—this value determines how many total reminders get sent when Enable Reminders is set to True.
- (Required if enabling reminders) Reminder Subject—this field has the subject of the reminder email when Enable Reminders is set to True.
- (Required if enabling reminders) Reminder Body—this has the email body of the reminder email when Enable Reminders is set to True. The body should contain the [PortalLink] merge field if the communication requires acknowledgement.
- (Required if enabling reminders) Escalation Detail—this has the email body that will get sent to the custodian’s manager when Enable Automatic Escalation is set to True.
Optional fields
These fields are optional when importing legal hold communications data.
- Response Due Date—the date at which all custodians should reply to the communication. If a custodian does not respond by this date, they are flagged as having an overdue communication.
- Communication Description—the description of the communication. You can add any details regarding the communication’s purpose or content.
- Send As—this value populates an email alias as the sender for all holds going forward.
- BCC People—this requires the custodian’s full name value from above and will then send these custodian's notices when other custodians receive the hold going forward.
- BCC Subject—the subject of the BCC email that Legal Hold sends to the BCC People above.
- BCC Body—the body of the BCC email that Legal Hold sends to the BCC People above.
Attachments load file
Import the Attachments load file. This a list of all the attachments that custodians view on the Portal and the Projects that those attachments are associated with.
View Attachment values
- (Required) Name—the name of the attachment file. You can use the file name.
- (Required) File Link—this should contain a link to the attachments field you want to import.
- (Required if you are linking attachments) Communication Name—this should contain a link to the communication attachment. You must specify the exact communication name to correctly associate the attachment to the communication.
- System Generated—set to No on each attachment entry. This way the attachments show up in the Attachments tab. When set to No, you'll be able to be add attachments to new communications.
Custodian Role load file
Import the Custodian Role load file. These values link a custodian to a specific project and, if they are a custodian, specifies whether they have been released. A custodian requires one Custodian Role value for each project.
Each custodian, or entity, must have only one custodian role associated to it for each project. Multiple custodian roles assigned to the same custodian for a single project will cause issues. These issues include assigning custodians. releasing custodians, sending emails, and closing the project.
View Custodian Role values
Required fields
You must complete these fields when importing legal hold custodian role data.
Optional fields
These fields are optional when importing legal hold custodian role data.
- Access to Sensitive Material—this value is either True or False to indicate if the custodian on this project has access to sensitive material.
- Notes—an optional area to store specific notes about this custodian’s involvement on this specific project. For example, ESI Tier.
After importing Custodian Role data into RelativityOne, you can view the data on the Custodian Projects tab. For more information, see Custodian Projects tab.
Custodian Status load file
Import the Custodian Status load file. These values link specifics regarding when custodians receive and respond to notices.
View Custodian Status values
Required fields
You must complete these fields when importing legal hold custodian status data.
- (Required) Name—the end users never sees this value but it must be unique. We recommend generating a unique value using the fill feature in Excel when preparing the load file.
- (Required) Communication—the specific communication name from above that Legal Hold sent to the custodian.
- (Required) Custodian—the custodian's full name that received the communication.
- (Required) Project—the specific project name that the communication belongs to.
Note: For Import/Export, click
Choose in the
Additional Field Settings column and select
Parent Object.

Optional fields
These fields are optional when importing legal hold custodian status data.
Message load file
Import the Message load file. These values link specifics regarding messages sent or received in specific holds.
View Message values
You must complete all fields.
- (Required) Communication—name of the communication.
- (Required) Custodian—custodian name.
- (Required) Last Sent Date—the date that the last communication was sent.
- (Required) Message Status—enter Sent into this field.
- (Required) Message Type—enter General into this field.
- (Required) Name—unique identifier for the row of data.
- (Required) Project—name of the project to which the custodian is being added.
Note: For Import/Export, click
Choose in the
Additional Field Settings column and select
Parent Object.

Re-save communications.
- For any communications that have scheduled reminders, go into those communications from the front end and resave them so that Legal Hold schedules the automatic reminder or escalation job. For communications with scheduled reminders, resave the communication from Legal Hold so that Legal Hold schedules the automatic reminder or escalation job.
- If custodians need to see any portal attachments, you must go into each communication on the front end and add them.
After importing Message data into RelativityOne, you can view the data on the Mailbox tab. For more information, see Mailbox.
Optional load files
After importing the required load files, you do have the option to load other hold data. For example, task data and questionnaire data.
Note: Migrating data to Legal Hold should be performed by someone who is experienced with migrating structured data. If you do not possess this skill set, please reach out to a service provider or experienced colleague at your organization. For more information, see Considerations.
Questionnaire load files
Import the Questionnaires load files.
The questionnaire is the object that holds all the questions that a custodian answers as part of the legal hold process. These values link specifics regarding questionnaires and questions creating in specific holds.
View Questionnaire values
Required fields
You must complete these fields when importing legal hold questionnaire data.
Optional fields
These fields are optional when importing legal hold questionnaire data.
- HasQuestionnaireQuestions—enter the number one, 1, for true.
- Questionnaire Link—leave blank.
View Questionnaire Question values
Questionnaire Questions are objects that store all the information related to questions. This includes information that will control the handling of follow up questions, alert notices, and follow-up communications.
Required fields
You must complete these fields when importing legal hold questionnaire question data.
- (Required) Answer Criteria—enter Contains as the value for this field.
- (Required) Answer Type—must match the Relativity question types: Yes/No, Single choice, Multi-choice, Text, Date.
- (Required) Available Answers—the answers that are available for each answer type: Yes/No - format Yes, No. Single choice - Format Choice1, Choice2, Choice3, and so on.
- (Required) Name—the unique identifier for the question. This can be a created using the fill feature in Excel if is not part of the export from the legacy system.
- (Required) Order—the placement of the question on the questionnaire.
- (Required) Questionnaire—the name of the questionnaire.
- (Required) Question Text—the text of the question. The text can be duplicated.
- (Required) Response Required—format is true and false. Enter True if a response is required. Enter False if a response is not Required.
Optional fields
These fields are optional when importing legal hold questionnaire question data.
- Alert Communications
- Alert Communication—if a questionnaire will activate an Alert Communication as part of a conditioned response, enter the name of the Alert Communication that will be sent.
- Respondents—the names of the custodians that will receive the Alert Communication.
- Condition Questions—only needed if conditional questions are being loaded.
- (Required) Parent Question—if there are conditional questions, this field is populated with the name of the question. This field is only populated on the child question and left blank on the parent question. This field is populated when an Alert Communication and Follow-up Communication are used.
- (Required) Follow-up Answer—the answer that must be entered to trigger a follow up question, alert notice, or communication.
- Follow-up Communications
- Send Communication—the name of the communication that must be entered if a Follow-up Communication will be sent to custodians based on their response.
- Include Not Applicable—leave blank.
- Import Question—the name of the imported question that was placed on the questionnaire.
View Questionnaire Response Answer values
The Question Responses table stores the text of the answer that are linked to questions.
Required fields
You must complete these fields when importing legal hold questionnaire response answer data.
- (Required) Answer text—the text of the answer.
- (Required) Name—the unique identifier for the answer.
Optional fields
These fields are optional when importing legal hold questionnaire answer data.
View Questionnaire Responses values
The Questionnaire Question Responses table is where all of the other objects are linked together. This load file will link a custodian’s answers to a question on a questionnaire to a communication and the project.
Note: We recommend adding the Name field to your file and generating a unique value using the fill feature in Excel when preparing the load file. The end user never sees this value.
All fields are required.
Task load files
Import the Tasks load file. These values link specifics regarding tasks created in specific holds.
View Task values
Required fields
You must complete these fields when importing legal hold tasks data.
- (Required) Name—name of the task you're uploading.
- (Required) Project—name of the project to which the task is being added.
- (Required) Status—the value given to the task, open or closed.
- (Required) Type—the type of task you're uploading.
Optional fields
These fields are optional when importing legal hold task data.
- Assigned To—the custodian the task is assigned to.
- Date Completed—the date the custodian completed the task.
- Due Date—the date a custodian must complete the task.
- Instructions—the instructions added to the task the custodian must follow.
Migrating with ARM
Use the ARM application in conjunction with Legal Hold to archive, restore, and move a Relativity Legal Hold workspace between Relativity installations or SQL Servers. For more information on ARM, its job types, security permissions, and considerations, see the ARM documentation.
To run ARM with Legal Hold, you will need to select the Legal Hold check box in ARM. For more information, see Creating and running a Restore job.
When restoring Legal Hold data, the Portal URL field in Legal Hold should be re-entered immediately after performing a restore. When restoring a Legal Hold workspace, Relativity automatically removes the link to the Portal URL. The removal of the Portal URL prevents any further communication from being sent. Repopulate the Portal URL field to use Communications again.
To update the Portal URL after the restore, follow the steps below:
- Navigate to the restored workspace.
- Navigate to the Hold Admin tab.
- Click Edit.
- Re-enter the Portal URL into the field.
- Click Save.
After updating the Portal URL, it may be useful to notify users of the new URL with a Global Reminder. You can easily include the new URL in the reminder by using the Portal Link merge field. For more information, see Enabling Global Reminder.
Importing custodian data using Microsoft Entra ID
Use Integration Points in conjunction with Legal Hold to import entity data, employee or custodian, from Microsoft Entra ID. For example, the workstations, employee names, data shares, and more. To do this, install Integration Points application into your workspace from the Relativity Application Library. Once installed, add the Azure AD Provider source.
Add the Azure AD Provider source by creating an Azure AD application and credentials in your Azure Portal. During this you will create the application, select the Graph API, grant permissions, and find Azure credentials. For more information, see Microsoft Azure AD provider and Microsoft’s documentation.
Note: You may not be able to import custom attributes from Azure into ReativitylOne using the Graph API. For example, the hyphen (-) character is not allowed. Certain Microsoft integrations such as Workday rely on this character. We do not support a direct connector from Workday for syncing entities.
The Integration Points Azure AD Provider is a separate application that is not in the Relativity Application Library. Contact Customer Support to add Azure AD provider as a source to Integration Points. Completing this adds Azure AD as a source within Integration Points.