Importing hold data to RelativityOne Legal Hold

Commercial: After installing Legal Hold, you can use Import/Export to migrate hold information from a legacy system into RelativityOne. See Import/Export.

Note: Relativity ended support for the Relativity Desktop Client (RDC) and Aspera Transfer Service for RelativityOne commercial customers on December 31, 2023. Use Import/Export for all importing and exporting workflows. RDC and Aspera support plans for RelativityOne public sector customers will be announced in Q1 2024. For more details, please refer to these Community articles: RDC Deprecation FAQ and RelativityOne: Aspera Transfer Mode not available in instances created after October 16, 2023.

Note: For Government users, after installing Legal Hold, you can use the Relativity Desktop Client (RDC) to migrate hold information from a legacy system into Legal Hold. See Relativity Desktop Client.

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.

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: Entity Field must have 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.

  1. Import the Entity load file.
  2. Import the Projects load file.
  3. Import the Communications load file.
  4. 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.
  5. Import the Custodian Role load file. These values link a custodian to a specific project and, if they are a custodian, specifies if they have been released. A custodian requires one Custodian Role value for each project.
  6. Import the Custodian Status load file. These values link specifics regarding when custodians receive and respond to notices.
  7. Import the Message load file. These values link specifics regarding messages sent or received in specific holds.
  8. 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/escalation job. For communications with scheduled reminders, resave the communication from Legal Hold so that Legal Hold schedules the automatic reminder/escalation job.
    • If custodians need to see any portal attachments, you must go into each communication on the front end and add them.

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, the link to the Portal URL is automatically removed. The removal of the Portal URL prevents any further communication from being sent. Communications will not work until the Portal URL field is repopulated.

To update the Portal URL after the restore, follow the steps below:

  1. Navigate to the restored workspace.

  2. Navigate to the Hold Admin tab.

  3. Click Edit.

  4. Re-enter the Portal URL into the field.

  5. 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 Entra ID Provider source.

Add the Entra ID Provider source by creating an Entra ID 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 Entra ID 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 Entra ID Provider is a separate application that is not in the Relativity Application Library. Contact Customer Support to add Entra ID provider as a source to Integration Points. Completing this adds Entra ID as a source within Integration Points.