

The Entity object functions as the central location for people, companies, organizational groups, and their metadata. Relativity Legal Hold, Processing, and Analytics all leverage the Entity object.
To create an entity, complete the following:
The following section contains entities information specific to Legal Hold.
Legal Hold entities
The Legal Hold Custodian detail layout contains the following fields:
Basic Contact
Note: Legal Hold entities can share the same email address.
Company
Location
Other
Note: If an entity is selected to receive redirected communications, they then cannot be removed from Legal Hold nor set to None. For more information, see Custodian Interaction level.
When creating or editing an entity, there is a Custodian Interaction level that can be set. You can find this setting within the Other tab. Custodians have three different interaction levels: Full, None, Redirect.
Full is the default and the entities with this setting get all communications as normal. None is a setting for entities who should not receive any communications. The Redirect setting is used for entities that need communications and questionnaires sent to another entity, or redirect recipient, that is able to acknowledge on behalf. When acting as a Redirect Recipient, the entity cannot be deleted, as they are acting on behalf of other entities within the project.
When a custodian's Interaction level is set to None or Redirect, the entity does not appear in the Redirect Recipients dialog. Custodians that have their Custodian Interaction level set to None, will not appear on the Communication Summary report and the Open Tasks report.
Different communication actions and different interaction level settings combined with the Silent Custodian setting can get complicated. In order to make sure the correct entity, if any, gets the correct communication, see the chart below.
Entity Interaction Level | Action | Do Not Notify (Is set) | Target Entity Receives Email |
---|---|---|---|
Full | Send General Notice Communication | False | Yes |
Full | Send BCC | True | Yes |
Full | Send BCC | False | Yes |
Full | Send BCC | Not on project | Yes |
Full | Send Escalation/Automatic Escalation (Manager) | True | Yes |
Full | Send Escalation/Automatic Escalation (Manager) | False | Yes |
Full | Send Escalation/Automatic Escalation (Manager) | Not on project | Yes |
Full | Send Reminder/Automatic Reminder | False | Yes |
Full | Global Reminder | False (for at least one project they are active on) | Yes |
Full | Release Entity | False | Yes |
Full | Send Alert Notice | True/False/Not on project | Yes |
Full | Resend Expired Portal Link | False | Sends out link |
Full | Resend Expired Portal Link | True | Sends out link |
Full | Responses | False | Yes (never redirect) |
Full | Send Portal Link | True | No (button disabled) |
Full | Send Portal Link | False (for at least one project they are active on) | Yes |
Full | Send Escalation to CC recipients | True/False/Not on Project | Yes |
Redirect | Send General Notice Communication | False | Redirected |
Redirect | Send BCC | True | Redirected |
Redirect | Send BCC | False | Redirected |
Redirect | Send BCC | Not on Project | Redirected |
Redirect | Send Escalation/Automatic Escalation (Manager) | True | Redirected |
Redirect | Send Escalation/Automatic Escalation (Manager) | False | Redirected |
Redirect | Send Escalation/Automatic Escalation (Manager) | Not on Project | Redirected |
Redirect | Send Reminder/Automatic Reminder | False | Redirected |
Redirect | Global Reminder | False (for at least one project they are active on) | Redirected |
Redirect | Release Entity | False | Redirected |
Redirect | Send Alert Notices | True | Redirected |
Redirect | Send Alert Notices | False | Redirected |
Redirect | Send Alert Notices | Not on Project | Redirected |
Redirect | Resend Expired Portal Link | False | Sends out link to original entity |
Redirect | Resend Expired Portal Link | True | Sends out link to original entity |
Redirect | Responses | False | Yes (never redirect) |
Redirect | Send Portal Link | True | No (button disabled) |
Redirect | Send Portal Link | False (for at least one project they are active on) | Redirected |
Redirect | Send Escalation to CC recipients | True/False/Not on Project |
No |
None | Send Escalation/Automatic Escalation (Manager) | True | Yes |
None | Send Escalation/Automatic Escalation (Manager) | False | Yes |
None | Send Escalation/Automatic Escalation (Manager) | Not on project | Yes |
None | Send Portal Link | True | No (button disabled) |
None | Send Portal Link | False (for at least one project they are active on) | No (button disabled) |
None | Send Escalation to CC recipients | True/False/Not on Project | No |
Use the Entity console to take an action related to that entity and run reports specific to that entity across multiple projects. Buttons are shaded gray when the action is unavailable or may not appear if you don't have the correct permissions.
Custodian
Use Portal As - view the Legal Hold portal as a specified entity in a separate tab. Use this feature to acknowledge participation in a project or answer a questionnaire on someone else's behalf. For example, use this feature during a guided entity interview.
Send Portal Link - send a communication to the entity that contains the link to their Entity portal home page. Entities can enter their email address to access the portal.
Reports - run a project-specific report from this section. The report appears inline. See Report types for more information about each report. Note that you may not be able to view all reports depending on your permissions.
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