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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. Each state must meet certain conditions for it to be visible to custodians. For more information, see Portal states.
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:
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 (Project Load File)—this is the name of the project.
- Communication (Communication Load File)—this is the name of the communication sent with the hold.
- Received (Message Load File)—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:
You must require an acknowledgement. Active projects meeting the following criteria will not be displayed here if an acknowledgement is not required.
| Field | Setting | Description | Associated load file | 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. | Communication | 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. | Message | Mailbox |
| Message Sent Date | Populated with date | This is a system field that is auto-populated when the holds are sent. | Message | 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 | Project | 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. | N/A | 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. | Communication | Creating a communication |
| Custodian Role | Any role without the Do Not Notify tag | If this is set with the Do Not Notify tag, records are not displayed in the portal. | Custodian Role | Assigning roles to custodians |
| Custodian Interaction | Full, Redirect | If set to None, the portal will not display. | Custodian | Custodian Interaction level |
| Release Date | Null | The associated custodian cannot have been released from the project. | Custodian Role | Manage Custodians |
Tasks requiring attention
In the Tasks Requiring Attention section, you can view the following fields:
- Name (Communication Load File)—this is the name of the communication.
- Project Hold (Project Load File)—this is the name of the project.
- Received (Message Load File)—this is the date that the hold was sent.
- Type (Communication Load File)—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:
| Field | Setting | Description | Associated load file | 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. | Communication | Portal Content |
| Display in Portal | 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. | Communication | Portal Content |
| Message Status | Sent | This is a system field that is auto-populated when the holds are sent. | Message | Mailbox |
| Message Sent Date | Populated with date | This is a system field that is auto-populated when the holds are sent. | Message | 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 | Project | 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. | N/A | 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. | Communication | Creating a communication |
| Custodian Role | Any role without the Do Not Notify tag | If this is set with the Do Not Notify tag, records are not displayed in the portal. | Custodian role | Assigning roles to custodians |
| Custodian Interaction | Full, Redirect | If set to None, the portal will not display. | Custodian | Custodian Interaction level |
| Is Read by Hold Owner | No | This is a system generated field that is defaulted to No. | N/A | |
| Release Date | Null | The associated custodian cannot have been released from the project. | Custodian Role | Manage Custodians |
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 (Communication load file)—this is the name of the communication.
- Project Hold (Project Load File)—this is the name of the project.
- Received (Message Load File)—this is the date that the hold was sent.
- Type (Communication load file)—this indicates whether the task was a communication, a questionnaire, or 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.
| Field | Setting | Description | Associated load file | More information |
|---|---|---|---|---|
| Display in Portal | 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. | Communication | Portal Content |
| Message Status | Sent | This is a system field that is auto-populated when the holds are sent. | Message | Mailbox |
| Message Sent Date | Populated with date | This is a system field that is auto-populated when the holds are sent. | Message | 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 | Project | 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. | N/A | 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. | Communication | Creating a communication |
| Custodian Role | Any role without the Do Not Notify tag | If this is set with the Do Not Notify tag, records are not displayed in the portal. | Custodian role | Assigning roles to custodians |
| Custodian Interaction | Full, Redirect | If set to None, the portal will not display. | Custodian | Custodian Interaction level |
| Is Read By Hold Owner | Yes | This is a system generated field that is auto-populated when the custodian acknowledges that they have read the hold order. | N/A | |
| Release Date | Null | The associated custodian cannot have been released from the project. | Custodian Role | Manage Custodians |
