Hold Admin tab

The Hold Admin tab contains all Legal Hold configuration settings.

This page contains the following information:

See these related pages:

• Preservation hold settings
• Roles
• Legal Hold custodians

Note: Use Integration Points to import custodians from an LDAP-enabled data source. See Integration Points. As Integration Points is only compatible with Relativity 9.1 and higher, we encourage users who rely on this functionality to upgrade to Relativity 9.1+ prior to upgrading to Legal Hold 4.2 and above.

Legal Hold settings

The Legal settings tab contains the following fields.

Note: Contact Relativity Support about the IP Range to add to your firewall allow list.

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General

• Forward Reply Emails to Project Owner
  • Select Yes to have Legal Hold automatically forward all custodian replies to the project owner, as specified in the project details. See Project Details layout fields. Legal Hold sends custodian replies first to the primary Legal Hold inbox for import into the system, while still giving visibility to the project owner of the custodian’s reply.
  • Select No to prevent Legal Hold from forwarding custodian replies to the project owner.
• Send Confirmation Email
  • Select Yes to have Legal Hold send a confirmation email to the custodian once they acknowledge a communication or complete a questionnaire.
  • Select No to prevent Legal Hold from sending a confirmation email to the custodian upon their acknowledgement.
• Automated Send Time - the time at which Legal Hold sends automated reminders and automated escalations. Use the HH:MM format (24-hour format). The time is local to the server, not your local PC.
• Hold Notices Require Approval - the workspace setting that sets whether Relativity Legal Hold users need to send all communications to an admin for approval before sending to custodians.
• Enable Project Wizard
  • Select Yes to use the Project Wizard when creating a new legal hold project. For more information, see Creating a project.
  • Select No to use the alternative steps to create a new legal hold project. For more information, see Alternate project creation method.
• PRL High Threshold (%) - the percentage of acknowledged communications, out of all sent communications in a project, to be considered at a successful level and turn the PRL icon in the project list green. Default is set at 100%. See Project response level.
• PRL Medium Threshold (%) - the percentage of acknowledged communications, out of all sent communications in a project, to be considered at a standard level and turn the PRL icon in the project list yellow. Default is set at 50%. See Project response level.
• Entity OneDrive URL Field - the OneDrive URL field is used to put a custodian's OneDrive content on hold when a client isn't able to use an account with SharePoint Admin privileges. See Entity OneDrive URL field.
  

Custodian Portal

• Portal URL - the Legal Hold Portal URL where your organization is hosting this application web page.
  This URL must be:
  • Externally exposed if anyone outside your network needs to access the Portal. See Custodian portal.
  • A Relativity site using Forms authentication, not Windows authentication.

Note: When using the ARM feature to restore a workspace, the Portal URL is cleared in order to not point to the old server, preventing communications from being sent. The Portal URL will need to be updated before resuming sending communications. Locate the updated Portal URL in Legal Hold Settings. For more information, see Legal Hold settings.

• Portal Title - enter customized text that appears at the top of the Portal page.
• Portal Custom Image - upload a custom image that appears at the top of the Portal page. If there is no uploaded image, the Relativity logo appears as the default.
  • The image shouldn't exceed 130 x 28 pixels.
  • Legal Hold permits any common image file; however, we recommend a transparent .png for best results.
• Link Access Limit (Clicks) - number of times the custodian can access the Portal from the link sent in the communication email.
• Link Expiration (Days) - number of days the link sent in the communication email is valid.

Outgoing Email

The outgoing email settings must be entered on the Legal Hold Settings page prior to sending communications. The fields you need to complete depend on the selected email processor type. See the fields below.

• Override Email Settings for Legal Hold

  • Select Yes to configure unique email settings you want Legal Hold to use. Legal Hold can have unique email settings compared to Relativity as a whole. The settings are User Name, Password, Domain, Port, Use SSL for SMTP.

  • Select No to use the existing server information.

• Email Processor Type—enter the type of email sent via Relativity Legal Hold—SMTP, or Graph API. When using the Graph API, you need to register your application in Microsoft Azure AD and set the permissions. For more information, see Using the Graph API for communications.
  
  
  • Select SMTP and complete the following fields:
    • View reasons to use your own SMTP.

      •  Using your own SMTP for Legal Hold communications:

        • Legal Hold communications come from your trusted domain. An employee is more likely to interact with email from your domain.

        • Send communications from company's account. Using a different domain for the Send As results in emails getting flagged for spam.

    • User Name—enter the user name for the account on the SMTP server used for sending emails. This can be an email address or domain\user name depending on the server settings. Even if your SMTP server is configured for anonymous authentication, you must input a value. For example, anonymous.
    • Password—enter the password for the account on the SMTP server that Legal Hold uses for sending emails. Even if your SMTP server is configured for anonymous authentication, you must input a value. For example, anonymous.
    • Domain—enter the SMTP domain address. For example, smtp.office365.com.
      
      
      Notes: Enter smtp.office365.com when using Microsoft 365 for outgoing email.
    • Port—enter the SMTP port number.
      
      
    • Use SSL for SMTP
      • Select Yes to use Secure Sockets Layer security for SMTP. You should consult with your IT department if you are unsure whether your SMTP server uses SSL.
        
        
        Notes: Select Yes when using Microsoft 365 for outgoing email.
      • Select No to disable SSL for SMTP.
        
        
    • From Email Address—enter the display name or email address you want to appear when sending communications from Legal Hold. When a custodian receives a project communication, it will appear as if it was sent from the display name and/or address. For example, use the following verbiage - Display name <email@domain.com>. The custodian will see something like the following email:
    • Reply to Email Address—enter the reply to email address. When a custodian clicks reply to a project communication, their reply is sent to this address. See the From Email Address example above.
  • Select Graph API and complete the following fields. When using the Graph API, you need to register your application in Microsoft Azure AD and set the permissions. For more information, see Using the Graph API for communications. An Authenticate with Microsoft button appears in the Settings console. Click Authenticate with Microsoft to authenticate your application ID and password with Microsoft.

    • Application Client ID—enter the Application Client ID created during registering the Legal Hold application in Microsoft 365.

    • Application Client Secret—enter the Application Client Secret created during registering the Legal Hold application in Microsoft 365.

    • Tenant ID/Domain—enter the Domain name of the Microsoft 365 tenant the collection is intended for.

    • From Email Address—enter the display name or email address you want to appear when sending communications from Legal Hold. When a custodian receives a project communication, it will appear as if it was sent from the display name and/or address. For example, use the following verbiage - Display name <email@domain.com>. The custodian will see something like the following email:
    • Reply to Email Address—enter the reply to email address. When a custodian clicks reply to a project communication, their reply is sent to this address. See the From Email Address example above.

Incoming Email

The incoming email settings must be entered on the Legal Hold Settings page prior to receiving communications.

• Frequency to Check—select how often you want the Relativity Legal Hold agent checks the mailbox for custodian replies to communications in order to pull them into the system.
  
  
  Notes: If Frequency is selected and the other fields are not populated with valid credentials, then the following error will be logged in the Errors tab (constantly if Immediate is select, every hour or once a day for the other values):
• Email Processor Type—select the email service you want to use to interact with third-party applications. Consult with your IT department if you are unsure which email processor type to use alongside your mail server.
  • Select IMAP (Internet Message Access Protocol) or POP3 (Post Office Protocol 3) and complete the following fields:
    • Mail Username—enter the mail username, specified by email address or domain\username depending on server settings, which will receive the custodian email replies.
    • Application ID
    • Mail Password—enter the password for the Mail Username address. This Mail Password field is case sensitive.
    • Mail Domain—enter the fully qualified mail server name or IP address. For example, demo.testing.corp.
    • Mail Port—enter the mail port number.
    • Mailbox—enter the actual name of the folder containing the custodian replies to Legal Hold communications. For example, Inbox. This Mailbox field is case sensitive.
  • Select Graph API and complete the following fields: 
    • Application Client ID—enter the Application Client ID created during registering the Legal Hold application in Microsoft 365.

    • Application Client Secret—enter the Application Client Secret created during registering the Legal Hold application in Microsoft 365.

    • Tenant ID/Domain—enter the Domain name of the Microsoft 365 tenant the collection is intended for.

    • Mailbox(Optional)—enter the actual name of the folder containing the custodian replies to Legal Hold communications. For example, Inbox. This Mailbox field is case sensitive.

Note: Whatever mailbox is selected for the incoming mailbox setting should be only used for Relativity Legal Hold. The Legal Hold agent checks this mailbox for Legal Hold replies, imports any messages it finds, and then deletes all emails in the mailbox.

Troubleshooting email settings

The following messages from Relativity Errors can indicate specific problems with the entered Outgoing email settings:

Error	Cause	Resolution
SendAsDeniedException	If the User Account does not allow for another email account to send on its behalf (i.e. the From Email address is not the same as the User Account) then the following message may be shown: "Could not connect to the email server with the provided credentials."	Resolve this issue by using a different email account or update the existing email's settings.
Incorrect User Name/Password	The remote name could not be resolved.	Resolve this issue by correcting the name and password in the Outgoing email settings.
Incorrect Domain	A connection attempt failed because the connected party did not properly respond or the connection failed because the connected host has failed to respond.	Resolve this issue by correcting the domain URL in the Outgoing email settings.
Incorrect Port	The email failed to send because the mail port number is incorrect.	Resolve this issue by correct the port number in the Outgoing email settings.
STARTLLS is required to send mail	The email failed to send because the SSL is set to No	Resolve this issue by setting the SSL field to Yes in the Outgoing settings.

Entity OneDrive URL field

SharePoint Admin privileges are required for automated look up of a custodian's OneDrive Site URL. If the preservation account can't be granted SharePoint Admin privileges, then enter the Entity OneDrive URL field for each custodian so that automated look up isn't required.

When the preservation account used for Microsoft 365 preservations doesn't have SharePoint Admin privileges the Entity OneDrive URL field is the alternative way to put a custodian's OneDrive source on a preservation hold. When the Entity SharePoint URL is provided, Relativity Legal Hold uses it to put a custodian's OneDrive content on a hold. For more information, see Microsoft 365 admin account.

If the User Principal Name in your Azure AD account doesn't match the email address, you can use the Entity OneDrive URL field to put a custodian's OneDrive account on hold. The Entity OneDrive URL field cannot be used in this situation to put a Sharepoint account on a preservation hold.

If the Entity OneDrive URL field setting is empty, Legal Hold reverts to the original logic and queries SharePoint directly for this information.

Setting up OneDrive

A Legal Hold administrator needs to perform additional setup for this functionality to work. Use an existing field or create a new field on the entity object to host OneDrive URL information for each custodian. Use Integration Points or the RDC to populate this field with fully qualified OneDrive URL for eachcustodian.

Point Legal Hold to use such field as a reference to OneDrive URL information:

1. Navigate to the Legal Hold Settings tab.
2. Click Edit.
3. Click the Entity OneDrive URL field Select button.
4. In the Select Items - Entity OneDrive Url Field modal, select an existing field that can contain OneDrive URL information. For example, select the Note field.
5. Click Set.
6. Enter each entity's OneDrive URL for their OneDrive site in the selected field. For example, enter https://company-my.sharepoint.com/personal/firstlast01_company_com in the OneDrive URL in the Note field.
7. Click Save.

Settings console

The Settings console contains the Test Outgoing Email Settings button. This option verifies your outgoing email configuration settings are valid. A verification message appears stating that Legal Hold sent test emails from the From Email Address to the Reply to Email Address using the agent server that houses the Relativity Legal Hold agent.

Saving email acknowledgements and general hold notices

This feature preserves copies of all email acknowledgements and general hold notices. The EWS email processor enables this outgoing email storage feature. When it is enable, the user elects to save copies of the sent email, selects a folder for the sent copies to be saved in, and select the option to breakout subfolders based on project. For more information, see Legal Hold settings.

In a project that has custodians assigned to the project, all general legal hold notifications are saved into a folder labeled with the custodian's name. The host folder is the folder selected when setting up Outgoing Email.

Item selectors

Legal Hold admins can modify the custodian pickers throughout Relativity Legal Hold from Item Selectors tab. Modifications to the pickers include re-ordering the fields, setting the size of the columns, adding and removing fields, and adding custom fields to include additional information.

Relativity Legal Hold includes a fixed list of custodian pickers in Legal Hold. Custodian pickers are the menus where you can select different custodians and put them in a select or unselected column. The pickers include Acknowledge on Behalf of Selected Custodians, Assign Custodians to Projects, Change Custodian Role, Escalate Select Custodians, Release Custodians from Project, Remind Select Custodians, Remove Custodians from Project, Send Communication. These pickers all map to a legal task or communications around custodians in legal hold.

In the picker view, you can add or remove fields. To add a new field to the picker,

1. Click on the custodian picker you want to customize.
2. Click a field in the available fields column.
3. Click an arrow option to move the field to the Select Fields column.

Click the multiple arrow button to move all fields at once.

Users can also organize column order based on organization’s needs by adding or removing fields from Available Fields and Selected Fields. With the Selected Fields column, select a field and then click the up or down arrows to change the order.

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When a field is in the Selected Fields column, you can customize the column name that will appear in the picker. To modify the columns,

1. Click the field in the Select Fields column.
2. In the Set Field Attributes box, enter in a Friendly Name.
3. Set the column width.
4. Click Save.

Once the picker is saved, the field or fields are available in that custodian picker.