Custodian portal (admin)

As an admin, you must understand the requirements to display the Custodian Portal. This is especially important when importing legal hold data. For more information, see Importing hold data to RelativityOne.

You must also understand what the custodian sees in the Custodian Portal. There are different states, or sections, in the portal. For more information, see Portal states.

Requirements to display in the Custodian Portal

Relativity will display a project to the user in the portal if all of the following conditions are met:

The Acknowledgement Required field must be set to Yes (Communication).
The Is Legal Hold field must be set to Yes (Communication).
The communication with the previous two properties must have been sent to the custodian. This means that a message entry will be created where Sent Date is not null (Message).
The associated custodian cannot have been released from the project. This means the Release Date field is null (CustodianRole).
The custodian's Role field is not set to Silent (CustodianRole).
The custodian's Interaction field is not None (Custodian).

The associated object which contains the property is mentioned after each condition.

Portal states

Conditions need to be met before a Legal Hold project will display in the different portal states, or sections. The following are the sections of the custodian portal:

Active holds
Tasks requiring attention
Completed tasks

For each state, Relativity will display a project to the user in the portal if all the conditions are met.

Active holds

In the Active Holds section, you can view the following fields:

Hold Name—this is the name of the project.
Communication—this is the name of the communication sent with the hold.
Received—this is the date that the hold was sent.

You can find Active Holds where the Acknowledgement Required field is set to Yes in this section.

For holds to appear in the Active Holds section, the projects must meet the following criteria:

Field	Setting	Description	More information
Acknolwedgement Required	Yes	This section only shows active holds where the Acknowledgement Required field, in the Portal Content section, is set to Yes.	Portal Content
Is Legal Hold	Yes	In the default template this is preset to Yes.	Portal Content
Message Status	Sent	This is a system field that is auto-populated when the holds are sent.	Mailbox
Message Sent Date	Populated with date	This is a system field that is auto-populated when the holds are sent.	Mailbox
Project Status	Active	In the default template this is preset to Active. If a new template is created or if not using a template, then this needs to be set to “Active” for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included	Projects
Portal Detail	Must contain the text to display in the portal	If you click on a hold that does not have this populated, it will be blank.	Portal Content
Message Type	General	In the default template this is preset to General. If a new template is created or if not using a template, then this needs to be set to “General” for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included.	Creating a communication
Project type	Legal Hold	In the default template this is preset to “Legal Hold”. If a new template is created or if not using a template, then this needs to be set to “Legal Hold” for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included.	Project Details layout fields
Custodian Role	Custodian	If this is set to another value, records are not displayed in the portal.	Assigning roles to custodians

Note: You need to require an acknowledgement. Active projects meeting the above criteria will not be displayed here if an acknowledgement is not required.

Tasks requiring attention

In the Tasks Requiring Attention section, you can view the following fields:

Name—this is the name of the communication.
Project Hold—this is the name of the project.
Received—this is the date that the hold was sent.
Type—this indicates whether the task was a communication, a questionnaire, or questionnaire response.

Holds must meet the following criteria in this section of the portal:

Acknowledgement Required is Yes—this section only shows active holds where the Acknowledgement Required is set to Yes.
Display In Portal is Yes—in the default template this is preset to Yes.

If a new template is created or if not using a template, then this needs to be set to General for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included.
Message Status is Sent—this is a system field that is auto-populated when the holds are sent.
Message Sent Date is populated—this is a system field that is auto-populated when the holds are sent.
Project Status is Active—in the default template this is preset to Active.

If a new template is created or if not using a template, then this needs to be set to Active for all communications that you want to view in the template.

Be mindful when using a custom layout that this field is included.
Portal Detail must contain the text to display in the portal. If you click on a hold that does not have this populated, it will be blank.
Message Type is General—in the default template this is preset to General.

If a new template is created or if not using a template, then this needs to be set to “General” for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included.
Project Type is Legal Hold—in the default template this is preset to Legal Hold.

If a new template is created or if not using a template, then this needs to be set to Legal Hold for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included.
Custodian Role is Custodian—if this is set to another value, records are not displayed in the portal.
Is Read By Hold Owner is No—this is a system generated field that is defaulted to No.

Completed tasks

The associated object which contains the property is mentioned after each condition.

In the Completed Tasks section, you can view the following fields:

Name—this is the name of the communication.
Project Hold—this is the name of the project.
Received—this is the date that the hold was sent.
Type—this indicates whether the task was a communication or a questionnaire/response.

This section contains all active holds regardless of whether an acknowledgement is required or not. It contains holds where the required action is completed and holds where no action or acknowledgement is required.

Display In Portal is Yes—in the default template this is preset to “Yes”.

If a new template is created or if not using a template, then this needs to be set to “Yes” for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included.
Message Status is Sent—this is a system field that is auto-populated when the holds are sent.
Message Sent Date is populated—this is a system field that is auto-populated when the holds are sent.
Project Status is Active—in the default template this is preset to “Active”.

If a new template is created or if not using a template, then this needs to be set to “Active” for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included.
Portal Detail must contain the text to display in the portal. If you click on a hold that does not have this populated, it will be blank.
Message Type is General—in the default template this is preset to “General”.

If a new template is created or if not using a template, then this needs to be set to “General” for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included.
Project Type is Legal Hold—in the default template this is preset to “Legal Hold”.

If a new template is created or if not using a template, then this needs to be set to “Legal Hold” for all communications that you want to view in the template. Need to be careful if using a custom layout that this field is included.
Custodian Role is Custodian—if this is set to another value, records are not displayed in the portal.
Is Read By Hold Owner Is Yes—this is a system generated field that is auto-populated when the custodian acknowledges that they have read the hold order.

Notes: Holds not requiring an acknowledgement also display in this section.