Importing hold data to RelativityOne

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.

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.

Required fields

You must complete these fields when importing legal hold communications data.

• (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.

• (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.

Required fields

You must complete these fields when importing legal hold custodian role data.

• (Required) Communications—the specific communication name from above that Legal Hold sent to the custodian.
  Separate multiple communications by entering each communication on separate lines.
  
  Note: Use the field settings when merging data.
• (Required) Custodian—the custodian, full name, who received the communication.
• (Required) Name—this value must be unique. We recommend generating a unique value using the fill feature in Excel when preparing the load file. The end user never sees this value.
• (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.
  
• (Required) Role—you can generate any number of custom roles, but we recommend importing with the default: Custodian.
• (Required if the custodian is released) Release Date—populate this with the release date if the custodian was released from the Project.

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.

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.

• Acknowledgement Date—the date that the custodian acknowledged the communication. Leave this value blank if the custodian did not acknowledge the communication.
• Communication View Date—if known, the date that the custodian actually viewed the communication.
• Escalation Date—the date that Legal Hold sent an escalation to this custodian and communication.
• Notice Last Sent Date—the last date that Legal Hold sent a communication to the custodian.
• Reminders Last Sent Date—the last time that Legal Hold sent a reminder to the custodian.
• Reminders Sent—the total number of reminders that Legal Hold has sent to the custodian for the communication.
• Resolved By User—the Relativity User artifact ID who acknowledged a communication on behalf of this communication within Relativity.
  
  Note: The user entered for this field must have a Relativity account. This is meant to indicate that the hold was acknowledged on behalf of someone in the system. You can provide this information when importing Legal Hold data into Relativity.
• Resolved By Custodian—the custodian who acknowledged a communication on behalf of this communication when the Custodian Interaction Level field is set to Redirect. For more information, see Custodian Interaction Level.
• Resolved By Reason—for auditing purposes, the reason why someone else acknowledged the communication on behalf of this custodian.

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.
  

Required fields

You must complete these fields when importing legal hold questionnaire data.

• (Required) Communication—the name of the communication that is linked to the questionnaire.
• (Required) IsLocked—the value is True or False. Specifies whether the questionnaire is locked for editing.
  
  Note: We recommend setting this to True for questionnaires that have been sent.
• (Required) Name—the name of the Questionnaire, which has questions and question responses. The questionnaire name must be unique.

Optional fields

These fields are optional when importing legal hold questionnaire data.

• HasQuestionnaireQuestions—enter the number one, 1, for true.
• Questionnaire Link—leave blank.

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.

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.

• Answer—leave blank.

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.

All fields are required.

• (Required) Answer—the name of the answer, from Questionnaire Response Answer.
• (Required) Answer Status—format Submitted/Draft The status of the answer.
• (Required) Communication—the name of the communication that links to the questionnaire.
• (Required) Custodian—the full name of the custodian who responded to the questionnaire.
• (Required) Project—the name of the project. Relativity adds this information into the Parent Info section of Integration Points.
• (Required) Question Text—the text of the asked question.
• (Required) Questionnaire—the name of the questionnaire.
• (Required) Questionnaire Question—the name of the question on the questionnaire, from Questionnaire Question. The information entered here must match exactly.

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.