Libraries tab

The Libraries tab includes the Questionnaires, Questions, and Attachments libraries.

libraries tab

This page contains the following sections:

See these related pages:

Creating a questionnaire

Use questionnaires to collect any information needed for the project. For example, an initial legal hold questionnaire might ask what kinds of hardware an individual uses at work, whether they work from home, how long they've been employed at the company, etc. These kinds of questions assist the general counsel in managing a custodian's involvement in the project or compliance.

To create a questionnaire:

  1. From the Libraries tab > Questionnaires sub-tab, click New Questionnaire.
  2. Enter information in the following fields:

    field to enter new question for questionnaire

    • Question - enter the question in the Question field.
    • Type - select a Question Type from the Type drop-down menu. See Question types.
    • Answer Required - select Yes to make this a required question. Select No to not make the question required.
    • Save Question to Library? - select Yes to include the new question in the Question Library. Select No to not add the new question to the Question Library.
    • Question Library - if you include the question in the library, select a Question Category from the drop-down list. See Question categories.
    • Click Save. Legal Hold adds the question to your questionnaire.
  3. If adding questions from the Question library, click Cancel, then click Import Questions.
    • Select the questions you want to add, click Assign, then Save. Legal Hold adds the imported questions to your questionnaire.
  4. (Optional) You can add conditional logic to questions. Add conditions to Legal Hold to supply another question or send another communication only if the user responds to that question in a particular manner that you specify. See Adding conditions.
  5. (Optional) Re-order questions by clicking on each question and dragging the question up or down to the desired order.

    icon to select when re-ordering a questionnare question

  6. When finished, click Done. See Projects.

Edit the questionnaire name by clicking next to the questionnaire Name in edit mode.

Adding conditions

Add conditions to Legal Hold to supply another question or send another communication only if the user responds to that question in a particular manner that you specify. You can add conditions to every question type except Text.

To add conditional logic to a question:

  1. From the question toolbar, click .

    icon to select to add a condition

  2. In the New conditions window, complete the following:

    window to add new conditions to questions

    • Conditions will be active when
      • Depending on the question type, perform the following to set the condition to active. See Question types.
        • Date - select the Start and End dates.
        • Multi Choice
          • From the drop-down menu select Contains or Is.
            • Contains - select this to set conditional logic only if the answer contains any of the answers you indicate.
            • Is - select this to set conditional logic only if the answer is exactly the answer(s) you indicate.
          • Select the appropriate answer(s), depending on whether you selected Contains or Is.
        • Single Choice - select one answer.
        • Yes/No - select Yes or No.
    • When Activated
      • Upon setting conditional logic, select one or all of the following actions:
        • Send Follow Up - sends any communication in Legal Hold that you can select using the item picker.
        • Send Alert - sends an alert communication from the Alert Group that you can select using the item picker to a specific individual.
        • Display Question - create a new question or import a question from the library. See Creating a questionnaire.
  3. Click Save. The conditional question appears as an alphabetic letter underneath the question you added the condition to. Here you can view the specific condition details.

    conditional question appearance in the editor

    Note: You can add multiple conditions to questions.

  4. When finished, click Done.

Question types

The Question Type drop-down list contains the following types:

  • Date - provides a date picker for the user to select from.
  • Multi Choice - user can select multiple answers. Enter each answer on a new line in the provided text box.
  • Single Choice - limits the user to select only one answer from potential multiple answers. Enter each answer on a new line.
  • Text - provides a free form text box for the user to enter a response.
  • Yes/No - provides a yes or no option for the user to select from.

Question categories

Use Question categories to organize your questions and easily sort through questions in the Library. See Question types.

The Question Category drop-down list contains the following categories:

  • Class Action
  • Employment Matter
  • Intellectual Property
  • Legal Hold
  • Other
  • Regulatory/Compliance
  • Backup Tapes
  • Databases
  • Electronic Mail
  • File Servers
  • General Information
  • Legacy Systems
  • Workstations, PCs, Laptops
  • Other Media

You can add a new Question category by clicking Add next to the Question Category drop-down list in the Questionnaire builder.

Question library

The Questions library contains all questions with the Save Question to Library option checked in any questionnaire. Add questions to this library when you're creating your questionnaire or directly from the Questions tab. See Creating a questionnaire.

Creating a question from the Questions tab

To create a question:

  1. From the Libraries > Questions tab, click New Question.

    questions

  2. Enter information in the following fields:
    • Question Text - the field containing the question.
    • Answer Type - select a type from the drop-down menu. See Question types.
    • Available Answers - the possible answers that the custodian can pick from a single choice and multiple choice question.
    • Category - select a category to organize your questions and easily sort through questions in the Library. See Question categories.
  3. Click Save. Legal Hold adds the question to the Library.

Attachments library

Attachments are files that appear as links in the Custodian portal. For example, you may want to provide a supplemental document for a custodian to read before they acknowledge participation in a project. Attachments, unlike communications, aren't sent out to custodians. See Portal Content.

To add an attachment to the library:

  1. Click New Attachments.
  2. Click Choose File.
  3. Locate the file you want to upload.
  4. Click Open.
  5. Click Save.

Attachment details

Click an attachment to view its details.

attachment details

Click Delete to delete the attachment.

Scheduled Reports

Note: You can also run scheduled reports from the Reports tab. See Creating a scheduled report for more information.