Migrating legacy hold information

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.

This page contains the following information:

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 don’t 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 Relativity Legal Hold requires separate imports through the RDC for each object type. For example, import the custodians load file into the Entity object.

rdc import object

  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.

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 a running a Restore job.

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, see Custodian Settings.

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 Azure AD

Use Relativity Integration Points in conjunction with Legal Hold to import entity data, employee or custodian, from Microsoft Azure Active Directory. For example, the workstations, employee names, data shares, etc. To do this, install Relativity Integration Points application into your workspace from the Relativity Application Library. Once installed, add the Azure AD Provider source.

Start by creating an Azure AD application and credentials in your Azure Portal to connect with Relativity Integration Points. During this you'll create the app, select the Graph API, grant permissions, and find Azure credentials. For more information, see Microsoft Azure AD provider and Microsoft’s documentation.

The RIP Azure AD Provider is a separate application that isn't in the Relativity Application Library. Contact Customer Support to add Azure AD provider as a source to RIP. Completing this adds Azure AD as a source within RIP.