Relativity Legal Hold Guide

Transcription

1 Relativity Legal Hld Guide June 6, 2018 Versin Fr the mst recent versin f this dcument, visit ur dcumentatin website.

2 Table f Cntents 1 Relativity Legal Hld Installing Legal Hld Installing Legal Hld Adding the Legal Hld agent Accessing and cnfiguring Legal Hld Legal Hld template Managing wrkspace security Cnfiguring Legal Hld Upgrading Legal Hld Upgrade cnsideratins Pst-installatin verificatin test 10 3 System requirements Server hardware requirements Single server deplyment Server sftware requirements ntificatin specificatins Wrkstatins (system admin PCs) Scalability 12 4 Migrating legacy hld infrmatin Prerequisites Lad file types Imprting the legacy data 13 5 Hld Admin tab Custdian settings Settings cnsle Enabling the Glbal Reminder Schedule Jb and layut fields Glbal Reminder cnsle Disabling the Glbal Reminder 26 Relativity Legal Hld Guide 2

3 5.4 Rles 26 6 Custdians tab Creating and editing a custdian Adding custdians via the Relativity Desktp Client Custdian detail layut fields Custdian details Custdian cnsle Deleting a custdian 34 7 Prjects tab Understanding Legal Hld prjects, cmmunicatins, and questinnaires Prjects Cmmunicatins Questinnaires Creating and editing a prject Prject Details layut fields Assigning custdians t a prject Prjects landing page Default dashbards Prject Details Prject cnsle Clsing a prject Deleting a prject Creating a cmmunicatin Cmmunicatin detail layut fields Cmmunicatin details Cmmunicatin cnsle Sending a cmmunicatin Sending a reminder Sending an escalatin Acknwledging n behalf f a custdian Sending a questinnaire 71 Relativity Legal Hld Guide 3

4 Tracking questin respnses Mailbx Respnding t s frm Legal Hld 72 8 Reprts tab Running a reprt Creating a scheduled reprt Create Scheduled Reprt layut fields Disabling r deleting a scheduled reprt Reprt types Cmmunicatin Summary reprt Custdian Change reprt Custdians reprt Glbal Summary reprt Open Tasks reprt Questin respnses Using Relativity pivt t analyze questin respnses 83 9 Libraries tab Creating a questinnaire Adding cnditins Questin types Questin categries Questin library Creating a questin frm the Questins tab Attachments library Attachment details Scheduled Reprts Custdian prtal Custdian prtal cmpatibility 92 Relativity Legal Hld Guide 4

5 1 Relativity Legal Hld 4.2 Relativity Legal Hld 4.2 is Relativity's cmplete legal hld management wrkflw applicatin. Legal Hld helps yu identify and preserve relevant data when yu anticipate litigatin. Use Legal Hld t better understand yur rganizatinal data structure, which gives yu an advantage in preparing fr a hld, respnding t a regulatry agency, r negtiating with ppsing cunsel. Instead f sending ad hc s and manually tracking respnses in spreadsheets t manage a legal hld, yu can centralize this prcess by using ne applicatin. Using Legal Hld, yu can: Send ut hld ntificatins by Autmatically fllw up with unrespnsive custdians Interview custdians t gather infrmatin Track and analyze respnses using the Relativity Pivt feature Generate reprts t maintain a defensibly-sund audit trail f all cmmunicatins with custdians and ther relevant parties This guide utlines Legal Hld's structure and functinality and describes hw t create, manage, assess, and clse a legal hld r hld-related prject. See these related recipes: Legal Hld checklist Advanced wrkflws with Relativity Legal Hld Using Legal Hld 4.2 Yu're the lead attrney in yur cmpany's general cunsel and unfrtunately, yur crpratin is identified in an upcming litigatin. Per yur cmpany's established legal hld plicy, it's yur duty t identify and preserve all data fr the ptential investigatin. Yu need t start ntifying peple f their required participatin in the upcming legal hld and start identifying all devices string pertinent infrmatin. T d this, yu create a prject in Legal Hld, then yu add peple t assciate them t the hld, and create/assign cmmunicatins and questinnaires t that prject. As yu add peple, yu create rles fr them t differentiate between departments as the hld prcesses. Fr example, yu need t invlve the IT department t help identify hardware and the HR department t help identify persns f interest. Once yu assciate emplyees with yur hld, yur attrneys use yur prject t send an initial hld cmmunicatin that requires each emplyee t acknwledge their participatin in the hld. Yu've als included a custmized questinnaire in the ntice, which asks relevant questins abut the emplyee's starting emplyment date, their supervisr, and what cmpany machines they use mst frequently and fr what purpse. This helps yur team identify what level f invlvement each emplyee has in the litigatin. Yu keep track f all individual respnses in the Mailbx tab in and send fllw-up cmmunicatins as necessary, infrming the emplyee that they are n lnger needed in the legal hld, r that yu need mre infrmatin fr the litigatin. Relativity Legal Hld Guide 5

6 Yu run reprts t mnitr the verall prgress f the hld and yur attrneys mnitr hw many peple have respnded t yur cmmunicatins. Based n this infrmatin, yu set autmatic reminders t nn-respnsive custdians, r escalate the reminders t a custdian's manager. Once yur team has identified the key players in the hld and the actual legal hld perid is ver, yu clse yur hld in Legal Hld. All f the infrmatin remains accessible fr ptential future audits. Relativity Legal Hld Guide 6

7 2 Installing Legal Hld Nte: If yu are a current RelativityOne user, and yu want t install r upgrade this applicatin, yu must cntact the Client Services team. T use Relativity Legal Hld, yu need t install the fllwing Relativity applicatins: Relativity Legal Hld - install this applicatin t ne r multiple wrkspaces. Prtal - yu nly need t install this applicatin t ne wrkspace. Once installed, the Prtal creates prerequisites and glbal custm pages used by the Legal Hld applicatin in ther wrkspaces with Legal Hld installed. Use the fllwing prcedures t install Legal Hld: 1. Install Legal Hld and the Prtal applicatins frm either the Applicatin Library r an external file. See Installing Legal Hld belw. 2. Add the Legal Hld Agent. See Adding the Legal Hld agent n the next page. 3. Cnfigure Legal Hld. See Accessing and cnfiguring Legal Hld n the next page. 2.1 Installing Legal Hld Relativity Legal Hld 4.2 is nly cmpatible with Relativity See the Relativity 9.4 Pre-installatin verview fr requirements. Nte that fr a Legal Hld nly installatin, yu d nt need the fllwing 9.4 pre-requisities: Analytics server setup Database server fr prcessing r native imaging Wrker server fr prcessing r native imaging Obtaining applicatins fr native imaging and prcessing Since Legal Hld uses the ADS framewrk, yu have the fllwing ptins available fr installing Legal Hld and the Prtal in yur envirnment: Nte: Remember that yu nly need t install the Prtal applicatin t ne wrkspace in yur envirnment. Install Legal Hld frm the Applicatin Library - If yu add the Legal Hld applicatin and the Prtal applicatin t the Applicatin Library, yu can install them t the current wrkspace, r t multiple wrkspaces at nce, frm the Applicatin Library. See Relativity Applicatins in the Admin guide. Install Legal Hld frm an external file - Yu can imprt the Legal Hld applicatin and the Prtal applicatin int yur wrkspace frm external files if they haven't been added t the Applicatin Library. See Relativity Applicatins in the Admin guide. Nte: We recmmend always installing Legal Hld t a new wrkspace, and nt t a template. Relativity Legal Hld Guide 7

8 2.2 Adding the Legal Hld agent After yu install Legal Hld, add the Relativity Legal Hld Agent by ging t the Agents tab and clicking New Agent. Add at least ne agent per envirnment, and add mre as needed. Verify the Enable clumn displays Yes fr the Relativity Legal Hld Agent. See Adding and editing agents in the Agents guide. Agent name Relativity Legal Hld Agent Requirement infrmatin Functin Agent type At least ne per envirnment. Nte: Yu can add mre agents t allw simultaneus jbs t run, and batch large jbs (after exceeding the default 1,000 threshld). Yu may als need mre agents if yu frequently multitask several Legal Hld actins at nce (prject deletins, send s). Sends s (including reminder and escalatin), pulls s in frm custdian respnses, purges custdians frm a prject, and prevents Legal Hld frm sending cmmunicatins t Silent Custdians. Multipleinstallatin 2.3 Accessing and cnfiguring Legal Hld Once yu've installed Legal Hld and the Prtal, yu shuld see the fllwing Legal Hld applicatin tabs in yur wrkspace: Nte: Legal Hld 4.2 includes all tabs available with a base Relativity install. Custdians Legal Hld Prjects Cmmunicatins Reprts Questin Respnses Mailbx Libraries Questinnaires Questins Relativity Legal Hld Guide 8

9 Attachments Scheduled Reprts Hld Admin (Relativity tab) Custdian Settings Glbal Reminder Rles Legal Hld template Legal Hld ships with a default template entitled, Legal Hld Template in the Legal Hld > Prjects tab. Yu can create a new prject frm scratch r use this template t custmize yur new prject. When creating a prject frm a template, the fllwing items carry ver: Prject details - this includes all f the Prject Details n page 47 fields. Assciated cmmunicatins with details - the template includes the fllwing cmmunicatins: Alert Ntice Template - an example cmmunicatin that ntifies anyne in the Alert Grup that a custdian might have ptential invlvement in a legal hld r matter. Legal Hld Ntice Template - an example cmmunicatin that ntifies custdians f an anticipated (r actual) legal hld and cntains a link t the custdian prtal where the custdian can acknwledge their participatin in the hld r that they've received the ntice. Legal Hld Release Ntice - an example cmmunicatin that ntifies n-hld custdians that they have been released frm the hld r prject. Assciated questinnaires - the Legal Hld Ntice Template cmmunicatin cntains the Legal Hld Questinnaire Template questinnaire that ships with the template. This questinnaire cntains typical questins that a cmpany might want t cllect infrmatin frm a custdian, such as whether they had prir knwledge f the hld, r if they have access t electrnic dcuments that may pertain t the hld. Nte: Legal Hld preserves item-level security n the abve items fr the new prject, including cmmunicatin(s) and questinnaire(s). See Managing wrkspace security belw. Nte: In rder fr a user t create a prject frm a template they must have edit rights n the prject bject Managing wrkspace security Nte: In rder fr a Relativity System Administratr r Wrkspace Admin Grup member t utilize the Acknwledge n Behalf functin (whether frm the Cmmunicatins layut r thrugh Use Prtal As), yu must als add the user t a secnd grup with permissins t view the Legal Hld wrkspace. The Legal Hld applicatin security is set at the wrkspace and item level. See the Security and Permissins tpic in the Admin guide. Relativity Legal Hld Guide 9

10 We recmmend cnfiguring the security permissins n yur Legal Hld wrkspace as sn as yu install Legal Hld. See Securing a prject n page 42 fr mre infrmatin Cnfiguring Legal Hld T cnfigure Legal Hld, access the Settings tab. See Hld Admin tab n page Upgrading Legal Hld After upgrading Legal Hld, clear yur brwser cache t ensure that all applicatin changes are reflected. Befre r directly after upgrading t Legal Hld 4.2, yu must d the fllwing t change the existing bject rule t default t the crrect layut fr new prjects: 1. Frm the Wrkspace Admin tab, click the Object Type sub-tab. 2. Search fr and select the Prject bject. 3. In the Rules categry, lcate New Hld Default Layut Rle and click Edit. 4. Change the Actin value frm New Prject t Prject Overview. 5. Click Save Upgrade cnsideratins Nte: After upgrading a wrkspace t Legal Hld 3.2+ frm a previus versin, run the Upgrade Old Legal Hld Prtal Links script nce in the Administratin > Scripts sub-tab t upgrade the Prtal links with the 3.2+ applicatin. If yu dn't run this script, all frmer prtal links sent prir t upgrade wn't wrk. This script nly applies t previus versin upgrades t Legal Hld Pst-installatin verificatin test As a best practice, yu shuld cnfirm that yur Legal Hld 4.2 applicatin is functining prperly after an initial installatin r an upgrade. We prvide step-by-step instructins in a Wrd dcument fr perfrming a pst-installatin verificatin test in yur Relativity envirnment. Access the Relativity Legal Hld 4.2 Pst-Installatin Verificatin Test dcument frm the dcumentatin site. Relativity Legal Hld Guide 10

11 3 System requirements Fr new Legal Hld 4.0+ nly instances, the belw single-server specificatins apply. These requirements supprt a base installatin f the Relativity prduct update t run the Legal Hld applicatin. 3.1 Server hardware requirements Single server deplyment CPU - 8 physical cres (2GHz) 32 GB f RAM (SQL max memry set t 16GB) Gigabit Ethernet Cnnectin Separate drive utside f OS fr SQL files with 100GB strage and High disc I/O 3.2 Server sftware requirements Server Rle Sftware Requirements Legal Hld (Rles: web, SQL, agent) Windws Server 2012 R2 r Windws Server 2008 R2 SQL Server 2014 r SQL Server 2012.NET Versin NET Versin 3.5 IIS 7.5, 8.0, r ntificatin specificatins The fllwing cmpnents are required t enable ntificatins in Legal Hld: SMTP access EWS, POP3, r IMAP access t a dedicated Legal Hld mailbx n an server 3.4 Wrkstatins (system admin PCs) In Relativity Legal Hld, system admins must lg nt the web interface with ne f the belw brwsers. Custdians viewing hld infrmatin n the Prtal may access the Custdian Prtal n tablets and phnes in additin t the belw brwsers and perating systems. Relativity Legal Hld Guide 11

12 Sftware Versins Brwsers Micrsft Internet Explrer 11.x (32-bit) Micrsft Internet Explrer 10.x (32-bit) Ggle Chrme 35+ (n bth PC and Mac) Apple Safari 6+ (Mac nly) Firefx 30+ Operating Systems Windws 8 Desktp Mde (PC) Windws 8 Pr Desktp Mde (Surface Pr) Windws 7 Windws Vista Windws XP Windws Server 2012 R2 3.5 Scalability In additin t adding mre RAM and CPU cres t the Legal Hld server, yu can add the fllwing new servers as applicatin usage grws: Separate Web Server - scale when Custdian Prtal activity begins verutilizing the Legal Hld server RAM r CPU. Separate Backgrund Prcessing Server (nt cmmn) - scale when Legal Hld sends cntinuus cmmunicatins and begins verutilizing the Legal Hld server RAM r CPU. Separate Database Server (nt cmmn) - scale when many system admins are accessing the applicatin simultaneusly and running cmplex queries that verutilize the Legal Hld server RAM r CPU. Relativity Legal Hld Guide 12

13 4 Migrating legacy hld infrmatin After installing Legal Hld, yu can use the Relativity Desktp Client (RDC) t migrate hld infrmatin frm a legacy system int Legal Hld. See the Relativity Desktp Client guide. 4.1 Prerequisites Befre migratin, yu must cnvert existing hld infrmatin int separate lad files with specific frmats, as detailed belw. Nte: Nt all f the fllwing infrmatin may exist in the legacy system, s yu dn t need t ppulate nn-applicable fields, with the exceptin f required values, such as Name Lad file types Custdian infrmatin. Fr example: , department, manager. Prject/cmmunicatin infrmatin. Fr example, descriptin, cntent, Prtal cntent, BCC. Custdian reminder and escalatin dates Custdian assciatin t prjects/cmmunicatins Cmmunicatin acknwledgment dates per custdian Questins int the Questin Library Questinnaire cmpletin dates per custdian Message infrmatin This migratin des nt cver: Migrating custdian respnses t questins n questinnaires Migrating histry The fllwing items must all be unique: Prject names Cmmunicatin names Custdian full names 4.2 Imprting the legacy data Imprting legacy data int Relativity Legal Hld requires separate imprts thrugh the RDC fr each bject type. Fr example, imprt the custdians lad file int the Custdian bject. Relativity Legal Hld Guide 13

14 1. Imprt the Custdians lad file. (Required) Full Name - this unique value appears n all Legal Hld grids and pickers when selecting a custdian. We recmmend generating a unique value using the fill feature in Excel when preparing the lad file. (Required) First Name - the custdian's first name. Middle Name - the custdian's middle name. (Required) Last Name - the custdian's last name. (Required) - the custdian's address. Secndary - the custdian's secndary . Relativity Legal Hld Guide 14

15 Phne Number - the custdian's phne number. Cmpany - the custdian's cmpany. Jb Title - the custdian's jb title. Department - the custdian's department within the rganizatin. This value is available fr filtering and searching when selecting custdians. Manager - the custdian's manager. This value shuld als exist as a separate custdian in the lad file. Emplyee Number - the custdian's emplyee number. Emplyment Status - the custdian's current emplyment status. Start Date - the date the custdian's psitin started. Leave Date - the date the custdian's psitin ended. Username - the custdian's emplyee user name at the cmpany. Address 1 - the custdian's hme address. Address 2 - the secnd line f the custdian's hme address. City - the custdian's hme address city. State/Prvince - the custdian's hme address state/prvince. Zip/Pstal Cde - the custdian's hme address zip/pstal cde. Cuntry - the custdian's hme address cuntry. Lcatin - An ptinal field used t dente a specific building/ffice r t prvide a friendly name fr different business unites. Ntes - use this field t add any applicable ntes regarding the custdian. Unique ID - use this field when, fr example, perfrming Active Directry data imprts using Relativity Integratin Pints. Because yu must reference a unique field when setting up the imprt, yu can specify the UniqueID field as unique and map it t an Active Directry field such as ObjectGuid. 2. Imprt the Prjects lad file. (Required) Name - the unique name f the prject, which can cntain several cmmunicatins. This value ften reflects the matter name and must be unique. Prject Descriptin - a descriptin t help yu classify and rganize prjects. (Required) Prject Status - this value is either Active r Clsed. Setting a prject as Clsed prevents any further actins frm being taken in the prject. Yu can re-pen a prject at any time. Prject Start Date - the date that the prject was created. Relativity Legal Hld Guide 15

16 Prject Clse Date - the date that the prject was clsed, crrespnding t the Prject Status value mentined abve. Prject Owner - the first and last name f the prject wner. If the setting is enabled, all custdian replies t cmmunicatins are frwarded t this user. (Required) Owner - the address f the prject wner. If the setting is enabled, all custdian replies t cmmunicatins are frwarded t this user. (Required) Type - yu can create custm prject types t classify prjects accrding t custm wrkflws. The default value is Legal Hld. (Required) Use as Template - this value is either True r False t distinguish this prject as being a template. Yu can change the value as necessary. Subject Matter Start Date - the date that the prject s subject matter actually began. This value is useful fr referencing a time perid frm which dcuments are preserved. Subject Matter End Date - this is the date the prject s subject matter cncluded, and is useful fr referencing a time perid fr which dcuments shuld are preserved. 3. Imprt the Cmmunicatins lad file. (Required) Name - the unique name f the cmmunicatin, which Legal Hld sends t custdians. This value must be unique. We recmmend generating a unique value using the fill feature in Excel when preparing the lad file. (Required) Cmmunicatin Type - there are three main cmmunicatin types listed belw. Creating a cmmunicatin type ther than these types will cntain the prperties f the General Hld Ntice cmmunicatin type. General Hld Ntice - the standard cmmunicatin sent t custdians wh must review r accept specific language and/r cmplete a questinnaire. Release Ntice - Legal Hld nly sends this cmmunicatin type t custdians that are released frm a prject. Alert Grup - Legal Hld nly sends this cmmunicatin type t users wh must be alerted t a custdian s specific answers t questins n questinnaires. (Required) Prject (Name) - this prject name shuld crrespnd with the prject name frm the previus lad file. Cmmunicatin Descriptin - the descriptin f the cmmunicatin. Yu can add any details regarding the cmmunicatin s purpse r cntent. Respnse Due Date - the date at which all custdians shuld reply t the cmmunicatin. If a custdian des nt respnd by this date, they are flagged as having an verdue cmmunicatin. (Required) Use as Template - this value is either True r False t distinguish this cmmunicatin as being a template. Yu can change the value as necessary. (Required if Legal Hld is the cmmunicatin type) Acknwledgement Required - this value is either True r False t indicate if the specific cmmunicatin requires the custdian t lg in t the Custdian Prtal and acknwledge the cmmunicatin. Relativity Legal Hld Guide 16

17 (Required) Subject - the subject fr the cmmunicatin. (Required) Bdy - this is the bdy fr the cmmunicatin. The bdy shuld already cntain the [PrtalLink] merge field if the cmmunicatin requires acknwledgement. (Required if Legal Hld is the cmmunicatin type) Enable Reminders - this required value is either True r False t indicate if Legal Hld sends autmatic reminders t nnrespnsive custdians. If the value is True, yu must als fill ut the ther reminder fields belw. The bdy shuld already cntain the [PrtalLink] merge field if the cmmunicatin requires acknwledgement. (Required if enabling reminders) Reminder Interval - if Enable Reminders is set t True, this value determines hw many days apart Legal Hld sends the reminders. Fr example, a value f 7 means that Legal Hld sends reminders every 7 days until the custdian respnds. (Required if enabling reminders) Alltted Reminders - if Enable Reminders is set t True, this value determines hw many ttal reminders are sent. (Required if enabling reminders) Reminder Subject - if Enable Reminders is set t True, this cntains the subject f the reminder . (Required if enabling reminders) Reminder Bdy - if Enable Reminders is set t True, this cntains the bdy f the reminder . The bdy shuld cntain the [PrtalLink] merge field if the cmmunicatin requires acknwledgement. (Required if Legal Hld is the cmmunicatin type) Enable Autmatic Escalatin - this value is either True r False t cnfigure if Legal Hld sends an escalatin t the custdian s manager after all autmatic reminders are sent. (Required if enabling reminders) Escalatin Detail - if Enable Autmatic Escalatin is set t True, this cntains the bdy that will get sent t the custdian s manager. (Required if Legal Hld is the cmmunicatin type) Prtal Detail - this is what custdians see and requires their acknwledgement in the Custdian Prtal. Send As - this value ppulates an alias as the sender fr all hlds ging frward. BCC Peple - this requires the custdian s full name value frm abve and will then send these custdian's ntices when ther custdians receive the hld ging frward. BCC Subject - this is the subject f the BCC that Legal Hld sends t the BCC Peple abve. BCC Bdy - this is the bdy f the BCC that Legal Hld sends t the BCC Peple abve. 4. Imprt the Attachments lad file. This a list f all the attachments that custdians view n the Prtal and the Prjects that thse attachments are assciated with. (Required) Name - the name f the attachment file (yu can use the file name). (Required) File Link - this shuld cntain a link t the native file attachment yu want t imprt. Under the Native File Behavir sectin in the Desktp Client, click Lad Native Files. Frm the drp-dwn, select the field frm yur lad file that cntains the link. Relativity Legal Hld Guide 17

18 (Required if yu are linking attachments) Cmmunicatin Name - this links the attachment with an existing cmmunicatin. Yu must specify the exact cmmunicatin name t crrectly assciate the attachment t the cmmunicatin. 5. Imprt the Custdian Rle lad file. These values link a custdian t a specific prject and, if they are a custdian, specifies if they have been released. (Required) Name - this value must be unique. We recmmend generating a unique value using the fill feature in Excel when preparing the lad file. The end user never sees this value. (Required) Prject - this is the specific prject name that the cmmunicatin belngs t. In the RDC, select this as the Parent RDO. (Required) Cmmunicatins - this is the specific cmmunicatin name frm abve that was sent t the custdian. (Required) Custdian - this is the custdian (full name) wh received the cmmunicatin. (Required) Rle - yu can generate any number f custm rles, but we recmmend imprting with the default: Custdian. (Required if the custdian is released) Release Date - ppulate this with the release date if the custdian was released frm the Prject. Access t Sensitive Material - This value is either True r False t indicate if the custdian n this prject has access t sensitive material. Ntes - An ptinal area t stre specific ntes abut this custdian s invlvement n this specific prject. Fr example, ESI Tier. 6. Imprt the Custdian Status lad file. These values link specifics regarding when custdians receive and respnd t ntices. (Required) Name - the end users never sees this value but it must be unique. We recmmend generating a unique value using the fill feature in Excel when preparing the lad file. (Required) Cmmunicatin - this is the specific cmmunicatin name frm abve that Legal Hld sent t the custdian. Cmmunicatin View Date - if knwn, this is the date that the custdian actually viewed the cmmunicatin. Acknwledgement Date - this is the date that the custdian acknwledged the cmmunicatin. Leave this value blank if the custdian did nt acknwledge the cmmunicatin. (Required) Custdian - this is the custdian (full name) wh received the cmmunicatin. Escalatin Date - if Legal Hld sent an escalatin fr this custdian and cmmunicatin, this is the date it was sent. Ntice Last Sent Date - this is the last date that Legal Hld sent a cmmunicatin t the custdian. (Required) Prject - this is the specific prject name that the cmmunicatin belngs t. In the RDC, select this as the Parent RDO. Relativity Legal Hld Guide 18

19 Reminders Last Sent Date - this is the last time that Legal Hld sent a reminder t the custdian. Reminders Sent - this is the ttal number f reminders that Legal Hld has sent t the custdian fr the cmmunicatin. Reslved By - (Custdian Full Name) - this is the Relativity User artifact ID wh acknwledged a cmmunicatin n behalf f this cmmunicatin. Reslved By Reasn - fr auditing purpses, this is the reasn why smene else acknwledged the cmmunicatin n behalf f this custdian. 7. Imprt the Message lad file. These values link specifics regarding messages sent r received in specific hlds. (Required) Name - Unique identifier fr the rw f data. (Required) Custdian- Custdian name. (Required) Cmmunicatin - Name f the cmmunicatin. (Required) Prject - Name f the prject t which the custdian is being added. (Required) Message Type - Enter "General" (withut qutes) int this field. (Required) Message Status - Enter "Sent" (withut qutes) int this field. Last Sent Date - The data that the last cmmunicatin was sent. 8. Re-save cmmunicatins. Fr any cmmunicatins that have scheduled reminders, g int thse cmmunicatins frm the frnt end and resave them s that Legal Hld schedules the autmatic reminder/escalatin jb. Fr cmmunicatins with scheduled reminders, resave the cmmunicatin frm Legal Hld s that Legal Hld schedules the autmatic reminder/escalatin jb. If custdians need t see any prtal attachments, yu must g int each cmmunicatin n the frnt end and add them. Relativity Legal Hld Guide 19

20 5 Hld Admin tab The Hld Admin tab cntains all Legal Hld cnfiguratin, Glbal Reminder settings, and custdian rles. Nte: Use Relativity Integratin Pints t imprt custdians frm an LDAP-enabled data surce. See the Relativity Integratin Pints website. As Relativity Integratin Pints is nly cmpatible with Relativity 9.1 and higher, we encurage users wh rely n this functinality t upgrade t Relativity 9.1+ prir t upgrading t Legal Hld Custdian settings The Custdian settings tab cntains the fllwing fields: Relativity Legal Hld Guide 20

21 General Relativity Legal Hld Guide 21

22 Frward Reply s t Prject Owner Select Yes t have Legal Hld autmatically frward all custdian replies t the prject wner, as specified in the prject details. See Prject Details layut fields n page 37. Legal Hld sends custdian replies first t the primary Legal Hld inbx fr imprt int the system, while still giving visibility t the prject wner f the custdian s reply. Select N t prevent Legal Hld frm frwarding custdian replies t the prject wner. Send Cnfirmatin Select Yes t have Legal Hld send a cnfirmatin t the custdian nce they acknwledge a cmmunicatin r cmplete a questinnaire. Select N t prevent Legal Hld frm sending a cnfirmatin t the custdian upn their acknwledgement. Autmated Send Time - the time at which Legal Hld sends autmated reminders and autmated escalatins. Use the HH:MM frmat (24-hur frmat). The time is lcal t the server, nt yur lcal PC. Custdian Prtal Prtal URL - the Legal Hld Prtal URL where yur rganizatin is hsting this applicatin web page. This URL must be: Externally expsed if anyne utside yur netwrk needs t access the Prtal. See Custdian prtal n page 92. A Relativity site using Frms authenticatin, nt Windws authenticatin. Prtal Title - enter custmized text that appears at the tp f the Prtal page. Prtal Custm Image - uplad a custm image that appears at the tp f the Prtal page. If there is n upladed image, the Relativity lg appears as the default. The image shuldn't exceed 130 x 28 pixels. Legal Hld permits any cmmn image file; hwever, we recmmend a transparent.png fr best results. Link Access Limit (Clicks) - number f times the custdian can access the Prtal frm the link sent in the cmmunicatin . Link Expiratin (Days) - number f days the link sent in the cmmunicatin is valid. Outging SMTP Username - the username fr the accunt n the SMTP server used fr sending s. This can be an address r dmain\username depending n the server settings. Even if yur SMTP server is cnfigured fr annymus authenticatin, yu must input a value. Fr example, annymus". SMTP Passwrd - the passwrd fr the accunt n the SMTP server that Legal Hld uses fr sending s. Even if yur SMTP server is cnfigured fr annymus authenticatin, yu must input a value. Fr example, "annymus". SMTP Dmain - the SMTP dmain address. Fr example, smtp.ffice365.cm. Relativity Legal Hld Guide 22

23 SMTP Prt - the SMTP prt number. Use SSL fr SMTP Select Yes t use Secure Sckets Layer security fr SMTP. Yu shuld cnsult with yur IT department if yu are unsure whether yur SMTP server uses SSL. Select N t disable SSL fr SMTP. Frm Address - the display name and/r address yu want t appear when sending cmmunicatins frm Legal Hld. When a custdian receives a prject cmmunicatin, it will appear as if it was sent frm the display name and/r address. Fr example, use the fllwing verbiage "Display name < @dmain.cm>". The custdian will see smething like the fllwing Reply t Address - the reply t address. When a custdian clicks reply t a prject cmmunicatin, their reply is sent t this address. See the Frm Address example abve. Incming Frequency t Check - hw ften the Relativity Legal Hld agent checks the inbx mailbx fr custdian replies t cmmunicatins in rder t pull them int the system. Prcessr Type - services can use ne f several ptins t interact with third-party applicatins. Cnsult with yur IT department if yu are unsure which prcessr type t use alngside yur mail server. See Installing Legal Hld n page 7. EWS - Exchange Web Services IMAP - Internet Message Access Prtcl POP3 - Pst Office Prtcl 3 Mail Username - the mail username, specified by address r dmain\username depending n server settings, which will receive the custdian replies. Mail Passwrd - the passwrd fr the Mail Username address. Mail Dmain - the fully qualified mail server name r IP address. Fr example, dem.testing.crp. Mail Prt - the mail prt number. Mailbx - the actual name f the flder cntaining the custdian replies t Legal Hld cmmunicatins. Fr example, Inbx. Nte: Whatever mailbx is selected fr the incming mailbx setting shuld be nly used fr Relativity Legal Hld. The Legal Hld agent checks this mailbx fr Legal Hld replies, imprt any messages it finds, and then delete all s in the mailbx. Relativity Legal Hld Guide 23

24 5.1.1 Settings cnsle The Settings cnsle cntains the Test Outging Settings buttn. This ptin verifies yur utging cnfiguratin settings are valid. A verificatin message appears stating that Legal Hld sent test s frm the Frm Address t the Reply t Address using the agent server that huses the Relativity Legal Hld agent. 5.2 Enabling the Glbal Reminder Use the Glbal Reminder functinality t autmatically send peridic reminders t all active, n-hld custdians t review their hld bligatins. Yu can als manually send a Glbal Reminder. See Glbal Reminder cnsle n page 26. T schedule the Glbal Reminder: 1. Frm the Hld Admin tab > Glbal Reminder tab, select the Glbal Reminder yu wish t update. 2. Click Edit. 3. On the Enable Reccuring Glbal Reminder field, select the Yes radi buttn. 4. Click t pen the Schedule Jb mdal. 5. Enter infrmatin in the Scheduling and layut fields. See Schedule Jb and layut fields belw. 6. Click Save. The Glbal Reminder is nw scheduled t run. 5.3 Schedule Jb and layut fields The Schedule Jb and layut cntains the fllwing fields: Nte: The fllwing example displays the Daily frequency. See the Frequency descriptin belw fr Weekly and Mnthly infrmatin. Relativity Legal Hld Guide 24

25 Scheduling Enable Reccuring Glbal Reminder Select Yes t enable the scheduling functinality fr the glbal reminder. See Disabling the Glbal Reminder n the next page. Select N t disable the scheduling functinality fr the glbal reminder. Frequency - the interval at which Legal Hld sends the reminder. Daily - select this ptin fr Legal Hld t send the reminder nce every day. Weekly - select the day(s) that yu want Legal Hld t send the reminder nce every day. Reccur - enter the number f week(s) in which Legal Hld recurrently sends the reminder. Mnthly - select the day f the mnth that yu want Legal Hld t send the reminder nce every mnth. Reccur - enter the number f week(s) in which Legal Hld recurrently syncs. Send On Day _ the mnth - select the day f the mnth that yu want Legal Hld t send the reminder. The _ Day f the Mnth - select this ptin fr Legal Hld t send the reminder n the chsen day f every mnth. Start Date - the date that yu want Legal Hld t start sending the scheduled reminder. Nte: Fr mnths with less than 30 days, Legal Hld will send the reminder n the last day f the mnth. End Date - (Optinal) the date that yu want Integratin Pints t stp syncing. Only set an end date if yu want t schedule a reminder t send during a knwn time perid. Relativity Legal Hld Guide 25

26 Status Scheduled Time - the time at which Legal Hld sends the reminder. This time is lcal t yur PC, nt t the server. Send As - the address yu want t appear when sending a glbal reminder frm Legal Hld. Using this feature, yu can send a cmmunicatin n smene else's behalf. Fr example, a junir attrney may send the , but may want the t appear as cming frm the general cunsel. If yu leave this field blank, Legal Hld uses the default in the Custdians Settings tab. Subject - the subject that appears in the . Bdy - the message that appears in the . Use the [PrtalLink] merge field t link custdians t the prtal, r use the [Custdians.Prjects] merge field t list all active prjects in the . See Using the editr windw n page 54. Last Run Time (UTC) - the time stamp fr the last scheduled Glbal Reminder Glbal Reminder cnsle The Glbal Reminder cnsle cntains the fllwing ptins: Send Glbal Reminder Nw - immediately sends the Glbal Reminder t all active custdians. Send Test - send a test t a specified address(es). Separate addresses with a cmma Disabling the Glbal Reminder T disable the Glbal Reminder: 1. Frm the Hld Admin tab > Glbal Reminder tab, select the Glbal Reminder yu wish t update. 2. Click Edit. 3. On the Enable Reccuring Glbal Reminder field, select N. 4. Click Save. The Glbal Reminder is nw disabled. 5.4 Rles In Legal Hld, rles prvide a way t distinguish between peple n a legal hld and thse assisting with the legal hld cmpliance. A prject can have multiple peple assigned t it in different rles. Relativity Legal Hld Guide 26

27 Use rles when sending cmmunicatins t specific grups. Fr example, yu may need t send a specific cmmunicatin t nly the Human Resurces grup at yur cmpany. Use rles t filter yur custdian list when yu use the Select ptin t send a cmmunicatin frm the Prject cnsle. See Send Select. Yu can apply a rle and a tag t a persn when yu assign a custdian t a prject. See Assigning custdians t a prject n page 38. Rles appear in the Prject Details page n the Custdians tab. See Prject Details n page 47. T manage the rles: 1. Navigate t Hld Admin tab > Rles tab. Legal Hld ships with the fllwing rles by default: Alert Grup- indicates that the persn is a member f the Alert Grup. Custdian - indicates that the persn is a custdian n the prject. Human Resurces - indicates that the persn is a member f the Human Resurces grup. Infrmatin Technlgy - indicates that the persn is a member f the Infrmatin Technlgy grup. Silent Custdian - indicates that the custdian is a member f the Silent Custdian grup. Use this rle t place a custdian n a silent hld. By default, the Silent Custdian rle has the D Nt Ntify tag applied. Silent Custdians: Wn't receive cmmunicatins frm Legal Hld Still appear n reprts Are peple that yu dn't want t: Make aware that they're n a legal hld Disturb with excess hld cmmunicatins, such as the cmpany CEO Nte: Legal Hld includes the Silent Custdian rle. 2. T add a new rle, click New Rles. Relativity Legal Hld Guide 27

28 3. Enter a new rle in the Name field. 4. (Optinal) Select the D Nt Ntify tag check bx t prevent Legal Hld frm sending cmmunicatins t a custdian with this rle applied. Fr example, yu might want t create a rle f Executive r Parental Leave and apply that rle t emplyees that are still part f a prject r hld, but shuldn't receive cmmunicatins fr a determined perid f time. Click Add t add a new Tag type. 5. Click Save. Click Edit t edit a rle name. Yu can delete a rle by clicking Delete frm the rle bject. Relativity Legal Hld Guide 28

29 6 Custdians tab Custdians in Legal Hld are all individuals invlved in prjects r hlds as a custdian, data steward, r alert grup member. The Custdian bject is shared between these applicatins: Legal Hld, Cllectin, and Prcessing. There are several ways t add custdians t Legal Hld: Manually create a custdian frm the Custdians tab. Lad and sync custdians via Relativity Integratin Pints. See Relativity Integratin Pints. Lad custdians via the Relativity Desktp Client. See Relativity Desktp Client. Once yu add a custdian t Legal Hld, yu can assign a custdian t a prject. See Assigning custdians t a prject n page Creating and editing a custdian Yu can manually add custdians t Legal Hld frm the Custdians tab. Nte: When creating a custdian frm Legal Hld, the Custdians - Legal Hld View is selected by default. If Cllectin r Prcessing is als installed in the same wrkspace, yu can view the Custdians - Prcessing View r Custdians - Cllectin View accrdingly. 1. Frm the Custdians tab, click New Custdian. 2. Cmplete the fields in the Custdian detail layut. See the Custdian detail layut fields n the next page. 3. Click Save. The newly created Custdian detail page appears. See Custdian details n page 32. The Custdians landing page cntains a srtable list f all custdians in the wrkspace. Relativity Legal Hld Guide 29

30 Nte: T edit any bject r field in Legal Hld, click next t the view drp-dwn at the tp f the page. Edit fields and click Save when finished r click Cancel t exit withut saving changes. 6.2 Adding custdians via the Relativity Desktp Client Yu can add multiple custdians t Legal Hld by uplading a.csv r.dat file via the Relativity Desktp Client. T lad custdians via the RDC: 1. Create a lad file that cntains at least the: custdian's full name custdian's address 2. Launch the RDC. See the RDC sectin in the Admin guide. 3. Frm the drp-dwn, select the Custdian bject. 4. Select Imprt > Custdian Lad File. 5. Lcate yur lad file and update any delimiters, if necessary. 6. Map the left Wrkspace Fields clumn with the right Lad File Fields clumn. 7. Select Imprt > Imprt File. 6.3 Custdian detail layut fields The Custdian detail layut cntains the fllwing fields: Relativity Legal Hld Guide 30

31 Basic Cntact First Name - the custdian's first name. Last Name - the custdian's last name. - (Optinal) the custdian's address. Nte: Legal Hld custdians can share the same address. Middle Name - (Optinal) the custdian's middle name. Cmpany Cmpany - (Optinal) the custdian's cmpany. Current Title - (Optinal) the custdian's jb title. Department - (Optinal) the custdian's department. Manager - (Optinal) the custdian's manager. Select a persn frm the available custdians t designate as the new custdian's manager. The designated manager will receive any Escalatin cmmunicatin fr this custdian. Emplyee Number - (Optinal) the custdian's emplyee number. Emplyment Status - (Optinal) the custdian's current emplyment status. Emplyment Start Date - (Optinal) the date the custdian's psitin started. Emplyment End Date - (Optinal) the date the custdian's psitin ended. Username - (Optinal) the custdian's emplyee user name at the cmpany. Relativity Legal Hld Guide 31

32 Dmain - (Optinal) the cmpany's netwrk name. Fr example, "kcura.crp". Phne Number - (Optinal) the custdian's phne number. Lcatin Other Address 1 - (Optinal) the custdian's hme address. Address 2 - (Optinal) the secnd line f the custdian's hme address. City - (Optinal) the custdian's hme address city. State/Prvince - (Optinal) the custdian's hme address state/prvince. Zip/Pstal Cde - (Optinal) the custdian's hme address zip/pstal cde. Cuntry - (Optinal) the custdian's hme address cuntry. Lcatin - (Optinal) An ptinal field used t dente a specific building/ffice r t prvide a friendly name fr different business unites. Secndary - (Optinal) the custdian's secndary address. Ntes - (Optinal) use this field t add any applicable ntes regarding the custdian. Unique ID - (Optinal) use this field when, fr example, perfrming Active Directry data imprts using Relativity Integratin Pints. Because yu must reference a unique field when setting up the imprt, yu can specify the UniqueID field as unique and map it t an Active Directry field such as ObjectGuid. 6.4 Custdian details The Custdian details page appears nce yu create a custdian in Legal Hld. Frm here, yu can view all details related t that custdian acrss multiple prjects. Relativity Legal Hld Guide 32

33 6.4.1 Custdian cnsle Use the Custdian cnsle t take an actin related t that custdian and run reprts specific t that custdian acrss multiple prjects. Buttns are shaded gray when the actin is unavailable r may nt appear if yu dn't have the crrect permissins. See Securing a prject n page 42. Custdian Use Prtal As - view the Legal Hld prtal as a specified custdian in a separate tab. Use this feature t acknwledge participatin in a prject r answer a questinnaire n smene else's behalf. Fr example, use this feature during a guided custdian interview. Relativity Legal Hld Guide 33

34 Send Prtal Link - send a cmmunicatin t the custdian that cntains the link t their Custdian prtal hme page. Custdians can enter their address t access the prtal. Nte: Legal Hld includes the Send Prtal Link buttn. Reprts - run a prject-specific reprt frm this sectin. The reprt appears inline. See Reprt types n page 77 fr mre infrmatin abut each reprt. Nte that yu may nt be able t view all reprts depending n yur permissins. 6.5 Deleting a custdian Yu can delete individual custdians, r multiple custdians at nce frm Legal Hld, and any prject t which they may be assigned. T delete a custdian: 1. Frm the Custdian list, lcate the custdian(s). 2. Select the checkbx(es) next t the custdian(s) that yu want t delete. 3. Frm the actins menu at the bttm, select Delete frm the secnd drp-dwn. 4. Click G. 5. Click Delete. Nte: Deleting a custdian remves them entirely frm Legal Hld, as if they never existed. Fr example, if they were designated as a custdian's manager, they will n lnger appear as the custdian's manager. If yu just want t remve the custdian frm the prject withut deleting their data, see Remving a custdian frm the prject cnsle n page 49. Relativity Legal Hld Guide 34

35 7 Prjects tab The Prjects tab cntains all infrmatin related t a Legal Hld prject. Frm here, yu can d the fllwing: Manage prjects Create and send cmmunicatins View a cmprehensive mailbx list f all cmmunicatins Create and send questinnaires 7.1 Understanding Legal Hld prjects, cmmunicatins, and questinnaires Because yu'll primarily be wrking in the Prjects tab when managing a legal hld, it's imprtant t understand the hierarchy and relatinship between the main cmpnents Prjects Prjects huse all f the infrmatin yu'll need t manage yur legal hld prject. Yu can assign and manage custdians t yur prjects, view quick stats frm yur prject details page, such as the respnse levels fr all assciated cmmunicatins and questinnaires, and easily generate reprts fr a specific prject. See Prject Details n page Cmmunicatins Use cmmunicatins primarily t infrm individuals abut their pssible invlvement in an anticipated legal hld, which requires their acknwledgement. Yu assign a cmmunicatin type t a cmmunicatin t distinguish between yur cmmunicatins when yu send and reprt n s. Legal Hld ships with the generic types: General Hld Ntice, Alert Grup, and Release Ntice types. If yu want t schedule autmatic reminders and escalatins fr cmmunicatins, particularly when a custdian isn't respnsive, yu wuld schedule the autmatin frm the cmmunicatin details. If yu need t send a release ntice cmmunicatin t an individual t ntify them that they're n lnger active n the hld, yu'd create and send a release ntice cmmunicatin. Cmmunicatins are prject-specific, meaning, yu can't create a cmmunicatin independent f a prject Questinnaires Use questinnaires t track respnses frm individuals abut the prject r hld. This helps the prject manager and general cunsel best determine hw t manage the prject as it prgresses and whether r nt certain peple are integral t the prject. Yu can't send a questinnaire n its wn; yu must attach a questinnaire t a cmmunicatin and then send the cmmunicatin. Relativity Legal Hld Guide 35

36 Nte: Yu must select the Acknwledgement Required checkbx in the Prtal Cntent tab f the Cmmunicatin details in rder t schedule reminders and escalatins fr a questinnaire attached t a cmmunicatin. 7.2 Creating and editing a prject T create a prject: 1. Frm the Legal Hld > Prjects tab, click New Prject. The Create New Prject dialg appears. 2. Select ne f the fllwing ptins: Create frm Template - create a new prject using a existing template. See Legal Hld template n page 9 fr mre infrmatin. Create Blank Prject - create a new prject frm scratch. 3. If yu're creating a prject frm a template, select the template and click Create. 4. Cmplete the fields n the Prject Details layut. See Prject Details layut fields n the next page. 5. Click Save. The newly created prject details page appears, and is als added t the Prjects landing page n page (Optinal) Frm the Prject Details page Prject cnsle, yu can: Assign custdians t a prject. See Assigning custdians t a prject n page 38. Clse a prject. Clsing a prject n page 50. Nte: T edit any bject r field in Legal Hld, click next t the view drp-dwn at the tp f the page. Edit fields and click Save when finished r click Cancel t exit withut saving changes. Relativity Legal Hld Guide 36

37 7.2.1 Prject Details layut fields The Set Prject Details layut cntains the fllwing fields: Name - the prject name. Owner - (Optinal) the prject wner's name. Owner - the prject wner's address. Type - (Optinal) the type f prject. By default, the Legal Hld Type is available. Click Add t add a new type chice. Subject Matter Start Date - (Optinal) the earliest date that data relevant t the matter exists. Subject Matter End Date - (Optinal) the mst recent date that data relevant t the matter exists. Descriptin - (Optinal) the descriptin f the prject. Favrite - select Yes r N t visually indicate whether the prject is a favrite frm the Prjects landing page. Relativity Legal Hld Guide 37

38 Use As Template - select Yes t flag prject as a template fr future prject creatin use. This template will appear in the Create New Prject drp-dwn list. Select N t nt use this prject as a template. General Cunsel - (Optinal) the name f the cmpany r rganizatin's general cunsel. External Cunsel - (Optinal) the name f the cmpany r rganizatin's external cunsel Assigning custdians t a prject In rder t send a cmmunicatin, yu need t assign a custdian t a prject. Yu can assign a custdian after creating a prject. Yu can als assign custdians t multiple prjects in yur wrkspace. T assign a custdian: 1. Frm the Prject Details page, click Assign frm the Prject cnsle. See Prject cnsle n page Frm the Assign Custdians t Prject picker, use the clumn filters t lcate custdian(s). 3. Frm the Unselected windw, chse: Select Frm List - pick frm a list f custdians in Legal Hld. Paste Addresses - add a list f addresses, separated by a cmma r new line. Relativity Legal Hld Guide 38

39 4. Assign a rle when adding a persn using the Assign Rle drp-dwn menu. See Rles n page 26. Nte: Legal Hld includes the Silent Custdian Rle. Relativity Legal Hld Guide 39

40 5. (Optinal) Add mre custdian infrmatin in the Advanced drp-dwn. Rle Ntes - (Optinal) add specific infrmatin regarding a custdian s invlvement in a hld. Fr example, Jane is a key player in this litigatin, and we shuld plan t cllect all her Wrd dcuments and s. Access t Sensitive Material - (Optinal) select Yes r N t dente whether the custdian has access t sensitive material that may be invlved in the litigatin. 6. Click Select (#). Nte: Yu can view the Advanced custdian infrmatin frm Prject Details > Custdians tab. See Prject Details n page Click Assign t assign custdian(s) t the prject Prjects landing page The Prjects landing page cntains all f the prjects in yur wrkspace Default dashbards Using the new user interface, Legal Hld nw has default dashbards that help visualize prject status and wnership. Relativity Legal Hld Guide 40

41 The fllwing fields are als available fr use t create ther custmizable dashbards in Legal Hld: Grup By/Pivt On fields Case Cmpany External Cunsel Favrite General Cunsel Name Prject Attachments Prject Clse Date Prject Owner Prject Start Date Prject Status Prjects Subject Matter End Date Subject Matter Start Date Template::Prject Status Object Attachments Pivt-enabled field Cmmunicatin Attachments::Acknwledgement Required Relativity Legal Hld Guide 41

42 Object Cmmunicatin Cmmunicatin Custdian Custdian Custdian Custdian Rle Custdian Status Custdian Status Custdian Status Custdian Status Custdian Status Custdian Status Message Prject Questin Questin Questinnaire Questin Questinnaire Questin Questinnaire Respnse Pivt-enabled field Acknwledgement Required Template::Acknwledgement Required Cmpany Department Emplyment Start Date Cmmunicatins::Acknwledgement Required Cmmunicatin::Acknwledgement Required Custdian Acknwledgement Required Reslved By Escalatins Sent Reminders Sent Cmmunicatin::Acknwledgement Required Use As Template Answer Type Categry Send Cmmunicatin::Acknwledgement Required Alert Cmmunicatin::Acknwledgement Required Cmmunicatin::Acknwledgement Required Securing a prject Yu can secure a prject (r any ther Legal Hld bject) by clicking t lck a prject. System admins can access the Legal Hld Applicatin RDO wrkspace permissins t manage custm permissins at the wrkspace level. This level f cntrl prevents specified custdians frm specific actins such as sending cmmunicatins r assigning custdians t prjects. Nte: In rder fr system admins t have access t the functins cntrlled by the Legal Hld Applicatin Permissins, yu must add thse system admins t anther security grup r add a new grup with access t the Legal Hld Applicatin Permissins. T secure these custm permissins: 1. Navigate t the Wrkspace Admin > Wrkspace Details sub-tab. 2. Frm the Relativity Utilities cnsle, click Manage Wrkspace Permissins. Relativity Legal Hld Guide 42

43 3. Determine the grup yu want t apply these custm permissins t, then click Edit Permissins n that grup. 4. Scrll dwn t the Legal Hld Applicatin Permissins. 5. Frm here, select the checkbx next t the permissin(s) that yu want t grant the users in the specified wrkspace grup. Yu will als need t ensure that a crrespnding bject level permissin is als set t Add r Edit. If yu leave a checkbx cleared, the users in that grup wn't be able t perfrm the permissin, which crrespnds t a buttn r link in Legal Hld r the Custdian prtal. Legal Hld Applicatin Permissins Assign Custdian(s) - Assign buttn n the Prject cnsle appears when: Assign Custdian(s) - select this checkbx. Object level permissin: Custdian Rle - Add Release Custdian(s) - Release buttn n the Prject cnsle appears when: Release Custdian(s) - select this checkbx. Object level permissin: Custdian Rle - Edit Remve Custdian(s) - Remve buttn n the Prject cnsle appears when: Remve Custdian(s) - select this checkbx. Relativity Legal Hld Guide 43

44 Open Prject/Clse Prject - Open/Clse buttn n the Prject cnsle appears when: Open Prject/Clse Prject - select this checkbx. Object level permissins Prject - Edit Message - Create Custdian Rle - Edit Send Cmmunicatin(s) - Send Cmmunicatin buttn n the Cmmunicatin cnsle appears when: Send Cmmunicatin(s) - select this checkbx. Send Cmmunicatin Preview - Send Preview buttn n the Cmmunicatin cnsle appears when: Send Cmmunicatin Preview - select this checkbx. Send Cmmunicatin Reminder - Remind buttn n the Cmmunicatin cnsle appears when: Send Cmmunicatin Reminder - select this checkbx. Send Escalatin - Escalate buttn n the Cmmunicatin cnsle appears when: Send Escalatin - select this checkbx. View Prtal As - Cntrls the ability t access the Custdian prtal and view active hlds, tasks requiring attentin, and cmpleted tasks. View Prtal As Custdian - select this checkbx. Act n Behalf Of - Acknwledge n Behalf buttn n the Cmmunicatin cnsle. Cntrls the ability t acknwledge r respnd n behalf f anther custdian. Act n Behalf Of Custdian - select this checkbx. Respnd t Message - Reply t Message buttn n the Reply cnsle appears when: Respnd t Message - select this checkbx. Object level permissin: Message - Add and Edit Send Glbal Reminder Nw - Send Glbal Reminder Nw buttn n the Glbal Reminder cnsle appears when: Send Glbal Reminder Nw - select this checkbx. Send Test Glbal Reminder - Send Test buttn n the Glbal Reminder cnsle appears when: Send Test Glbal Reminder - select this checkbx. Test Outging Settings - Test Outging Settings buttn n the Settings cnsle appears when: Test Outging Settings - select this checkbx. System admins must ensure that the fllwing bject level permissins are enabled in rder fr specific buttns r links appear in the Legal Hld UI. Relativity Legal Hld Guide 44

45 Nte: These bject level permissins aren't cntained in the Legal Hld Applicatin Permissins. New Prject buttn - the user can create a prject frm a template when the fllwing permissins are enabled: Prject - Add, Edit Cmmunicatin - Add, Edit Questinnaire - Add, Edit Create Cmmunicatin buttn - this buttn appears when: Cmmunicatin - Add, Edit Questinnaire - Add QuestinnaireQuestin - Add, Edit Schedule Reprt buttn - this buttn appears when: Scheduled Reprt - Add, Edit Jb Schedule - Add Add link - this link appears n the Cmmunicatin layut Prtal Cntent tab when: Object level permissin: Field - Add, Edit Add Field Chice By Link - select this checkbx. System admins must ensure that the fllwing permissins are enabled in rder fr specified users t run reprts frm the Prject and Cmmunicatin cnsles. Tab Visibility - Legal Hld::Reprts - select this rw. Nte: We recmmend nt verwriting inherited security n the Reprts tab. This may cause unexpected Reprt permissins issues. T ensure that the Questin Respnse reprt link appears n the Cmmunicatin cnsle, the fllwing must be in place: The cmmunicatin cntains a questinnaire The user has permissin t view the Questin Respnses tab bth under the wrkspace tabs and under the Tab Visibility. Object Security - Questin Respnses and Questinnaire Respnse Answer - View T ensure that the Questin Respnse reprt link appears n the Custdian and Prject Details, the fllwing must be in place: The user has permissin t view the Questin Respnses tab bth under wrkspace tabs and under the Tab Visibility. Object Security - Questin Respnses and Questinnaire Respnse Answer - View 6. Click Save. Relativity Legal Hld Guide 45

46 Nte: The Legal Hld Applicatin Permissins are nly available when the Legal Hld applicatin is installed. See the Security and Permissins tpic in the Admin guide fr mre infrmatin n wrkspace permissins Creating a custm layut In Relativity Legal Hld, yu can create a custm layut t add custm fields and re-arrange the rganizatin t meet yur prject needs. T create a custm layut: 1. Frm the Wrkspace Admin > Layuts sub-tab, filter using the Prject bject type. 2. Select the Detail layut. 3. Frm the Layut cnsle, click Build Layut. 4. Edit fields and categries, add custm fields, and re-arrange the layut t yur specificatin. See Layuts in the Relativity Admin guide. 5. Click Save when finished. 6. Frm the tp left f the layut builder, click Edit Layut Infrmatin: Detail. 7. Frm the Name field, re-name yur layut. 8. Frm the Order field enter -1 t ensure that Legal Hld uses the new layut as the default layut. 9. Click Save Prject views Yu can use prject views t filter specific prjects based n a set f specified criteria. T view a specific prject view, select a view frm the drp-dwn. T add/edit a prject view: 1. Click t edit r t add a view, and make apprpriate updates t any fields. See Views in the Relativity Admin guide. 2. When finished, click Save. Relativity Legal Hld Guide 46

47 7.3 Prject Details The Prject Details page appears nce yu create a prject in Legal Hld. Access the prject details by clicking the prject frm the Prjects landing page. Frm here, yu can view all details related t that prject. Prject Details - see Prject Details layut fields n page 37. Cmmunicatins tab - lists the cmmunicatins assciated with the prject. Use the clumn filters t srt infrmatin and click n an item t view its details. See Creating a cmmunicatin n page 50. Custdians tab - lists all f the custdians assigned t the prject. Use the clumn filters t srt infrmatin and click n an item t view its details. Mailbx tab - lists all f the sent and received s frm cmmunicatins fr this prject. Use the clumn filters t srt infrmatin and click n an item t view its details. See Mailbx n page Prject cnsle Use the Prject cnsle t take an actin related t that prject and its assigned custdians. Buttns are shaded gray when the actin is unavailable r may nt appear at all, depending n yur permissins. See Securing a prject n page 42. Relativity Legal Hld Guide 47

48 Manage Custdians Assign - assign a custdian t a prject. See Assigning custdians t a prject n page 38. Change Rle - change a custdian's rle n that prject. See Changing a custdian's rle n the next page. Nte: Legal Hld intrduces the Change Rle buttn n the Prject cnsle. Release - releases this custdian frm a prject. Yu must have a release cmmunicatin created in rder t release a custdian if yu have previusly sent them a cmmunicatin frm Legal Hld. See Releasing a custdian frm the prject cnsle n the next page. Remve - remves this custdian and all recrd f their details frm a specified prject. See Remving a custdian frm the prject cnsle n the next page. Manage Prject Create Cmmunicatin - create a cmmunicatin. See Creating a cmmunicatin n page 50. Clse Prject - clse a prject. See Clsing a prject n page 50. Relativity Legal Hld Guide 48

49 Reprts - run a prject-specific reprt frm this sectin. The reprt appears inline. See Reprt types n page 77 fr mre infrmatin abut each reprt. Nte that yu may nt be able t view all reprts depending n yur permissins Running the Questin Respnses reprt If yu run the Questin Respnses reprt frm the Prject r Cmmunicatin cnsle, yu must manually clear the applied search cnditin by clicking the magnifying glass icn after Legal Hld rerutes yu t the Questin Respnses tab. This is the nly way t view ther respnses nt related t a specified prject, especially when navigating back t the Questin Respnses tab later in yur brwsing sessin Changing a custdian's rle Yu can change a custdian's rle n a prject at any time. T change a custdian's rle: 1. Frm the Prject cnsle, click Change Rle. 2. Select the checkbx next t a custdian(s). 3. Frm the Assign Rle drp-dwn, select a new rle fr the custdian(s). 4. Click Select. 5. Click Change Rle Releasing a custdian frm the prject cnsle Yu can release a custdian frm a prject at any time. Releasing means that this persn is n lnger an active participant in the prject but they will still appear in any reprts assciated with the prject in a Released status. A recrd f their invlvement will remain in the applicatin. The fllwing must be true in rder t release a custdian frm a prject: They've already received a cmmunicatin frm Legal Hld. This des nt apply t Silent Custdians. See Rles n page 26. A release ntice exists. T release a custdian: 1. Frm the Prject cnsle, click Release. 2. If there are multiple release ntices n the prject, select a release ntice frm the drp-dwn list. 3. Click Save. 4. Select a custdian(s). 5. Click Select. 6. Click Release. Legal Hld sends the release ntice and releases the custdian frm the prject. If the custdian is a Silent Custdian, that custdian wn't receive a release ntice frm Legal Hld ntifying that they were released frm the prject. See Rles n page Remving a custdian frm the prject cnsle Yu can remve a custdian frm a prject at any time. Remving means that this persn is lnger an active participant in the prject and wn't appear in any reprts. Relativity Legal Hld Guide 49

50 Nte: We dn't recmmend remving a custdian fr auditing purpses, s yu'd typically remve smene nly if they were added t a prject by mistake. T release a custdian: 1. Frm the Custdian cnsle, click Remve. 2. Select a custdian(s). 3. Click Select (#). 4. Click Remve. 5. Verify that yu want t remve the custdian frm all selected prjects r nly frm prjects where they are already released. 7.4 Clsing a prject Yu can clse a prject when a prject has cmpleted. When yu clse a prject, the status is Clsed and all custdians are released. Legal Hld sends release cmmunicatins t any custdian actively n hld. T clse a prject: 1. Frm the Prject cnsle, click Clse Prject. 2. If the prject has any active peple still assciated with it, yu need t select a release ntice. 3. Click Assign. 4. Click Save. Ding this sends the release ntice t any active custdian that hasn't yet received a release ntice and clses the prject. Open a clsed prject by clicking Open Prject n the Prject cnsle. Once yu pen a clsed prject, yu can send cmmunicatins again. Ding this re-activates anyne still assciated with the prject. 7.5 Deleting a prject If yu chse t delete a prject/hld, nte that Legal Hld remves all assciated bjects and infrmatin cntained in the prject. T delete a prject frm the prject details page, click Delete. At the prmpt, click Delete. See Prject Details n page 47. T delete a prject frm the Prjects landing page, select the prject and click Delete frm the actins menu. At the prmpt, click Delete. See Prjects landing page n page Creating a cmmunicatin Yu can use cmmunicatins r ntices t send hld ntices, questinnaires, fllw-up cmmunicatins, r anything else yu need t send t a custdian r grup f specified custdians regarding their invlvement in the prject r hld. T create a cmmunicatin: Relativity Legal Hld Guide 50

51 1. Frm the Prjects tab > Prject cnsle > Manage Prject, click Create Cmmunicatin. The Create New Cmmunicatin dialg appears. 2. Select ne f the fllwing ptins: Cmmunicatin Type - select a cmmunicatin type. See Cmmunicatin detail layut fields n the next page. Create Frm: Template - create a new cmmunicatin using an existing template. Legal Hld nly displays templates with the same type as the selected Cmmunicatin Type. When creating a cmmunicatin frm a template, the fllwing items carry ver with the fllwing pre-ppulated field infrmatin. Name Type Descriptin Acknwledgement Required Attachments Questinnaire Prtal Cntent Send As Subject Bdy Autmatic Reminders Reminder Subject Reminder Bdy Autmatic Escalatins Escalatin Bdy BCC Subject Relativity Legal Hld Guide 51

52 Nte: Legal Hld respects secured template items, s nt all template items may carry ver, depending n the item-level permissins. Blank Cmmunicatin - create a new cmmunicatin frm scratch. 3. Click Create. 4. Cmplete the fields n the New Cmmunicatin layut. See Cmmunicatin detail layut fields belw. 5. Click Save. The Cmmunicatin details appears. See Cmmunicatin details n page (Optinal) Frm the cmmunicatin details, click Edit t update mre cmmunicatin detail fields. See Cmmunicatin detail layut fields belw. 7. Click Save. The new cmmunicatin appears in the Prject Details Cmmunicatin tab Cmmunicatin detail layut fields The Create cmmunicatin layut cntains the fllwing fields: Detail tab Name - the cmmunicatin name. Type - the cmmunicatin type. Click Add t add a new type. Legal Hld ships with several generic cmmunicatin types. Respnse Due Date - the cmmunicatin respnse deadline. This value ptentially updates the Past Due Cmmunicatin value n the Custdians sub tab f the Prject layut. Descriptin - (Optinal) a cmmunicatin descriptin. Save As Template - select checkbx t make this cmmunicatin available as a template. Prject - the prject t which the cmmunicatin is assciated. tab Send As - the specified address yu want the cmmunicatin t be sent frm. Use this feature t send a cmmunicatin n smene else's behalf. Fr example, a junir attrney may send Relativity Legal Hld Guide 52

53 the , but may want the t appear as cming frm the general cunsel. Subject - the subject that appears in the . Bdy - the bdy that appears in the cmmunicatin. The [PrtalLink] merge field is required if any f the fllwing cnditins are met: Acknwledgement required is set t Yes. There is any text in the Prtal Detail. There is a questinnaire included. There is a linked attachment included. See Using the editr windw n the next page. Prtal Cntent tab Acknwledgement Required - select checkbx t require an acknwledgement. Nte: Yu must select the Acknwledgement Required checkbx in the Prtal Cntent tab f the Cmmunicatin details in rder t schedule reminders and escalatins fr a questinnaire attached t a cmmunicatin. Is Legal Hld - Select Yes r N t visually indicate whether the cmmunicatin is a Legal Hld frm the Custdian prtal. If this field is set t Yes, the Glbal Reminder is enabled. Attachments - click t attach an existing file frm the Attachment Library. See Attachments library n page 90. Questinnaire - click t select an existing questinnaire frm the Questinnaire Library. See Questin types n page 89. Click Add t create a new questinnaire. See Creating a questinnaire n page 85. Prtal Detail - prtal cntent fr this cmmunicatin. See Using the editr windw n the next page. Reminder & Escalatin tab Reminder Autmatic Reminders - select Yes fr Legal Hld t send autmatic reminder s t custdians that haven't yet acknwledged the cmmunicatin r cmpleted the assciated questinnaire. Select N t disable autmatic reminders. Alltted Reminders - the number f reminders allwed fr this cmmunicatin. Reminder Interval (in days) - the number f days between each reminder. Reminder Subject - the subject that appears in the reminder . Reminder Bdy - the message that appears in the reminder . See Using the editr windw n the next page. Relativity Legal Hld Guide 53

54 Escalatin Autmatic Escalatin - select Yes t indicate whether Legal Hld shuld send an escalated cmmunicatin, typically t a custdian s manager. Legal Hld sends the escalatin ne iteratin after the scheduled reminder ends. Fr example, if an autmatic reminder is cnfigured t send a ttal f tw reminders every five days, the first autmatic escalatin wuld get sent n the 15th day, five days after the last reminder was sent. Select N t disable autmatic escalatins. Escalatin Bdy - the message that appears in the . See Using the editr windw belw. Summary BCC tab Use the BCC tab t send a custmized t any custdian r grup in Legal Hld. The includes the text yu specify, a line break, the riginal cmmunicatin that's sent t ther peple thrugh nn-bcc, and an attachment listing all the peple the riginal cmmunicatin was sent t. Nte: The Legal Hld BCC feature isn't a "true" BCC t all f the riginal s, but rather a unique that cnslidates the details frm many s int a single . BCC Recipients - the custdian that yu want t send the BCC t. See Custdians tab n page 29. BCC Subject - the subject that appears in the . BCC Bdy - the message that appears in the . See Using the editr windw belw. Nte: Peple yu send BCC s t aren't included in Legal Hld reprts Using the editr windw Use the editr windw t cmpse prtal cntent, s, reminders and escalatins, and BCC s. Yu can custmize text with the editr icns and utilize merge fields t insert field values in Legal Hld. See merge fields n the next page. Relativity Legal Hld Guide 54

55 Nte: When adding embedded links in the text editr, yu must prefix the links with http r https, therwise the text editr treats the link as relative t the current page. Fr example, but " is a valid, abslute link and will render crrectly as a rich text field merge fields Yu can use merge fields in the editr windw t embed in a cmmunicatin's subject line and bdy text, which translates int the crrespnding Legal Hld field value upn sending. Fr example, if yu type the merge field, [Cmmunicatin.Name], using brackets, Legal Hld will translate that merge field t whatever value is in the Cmmunicatin Name field in the Cmmunicatin details tab. One useful example fr using merge fields is the Prject.SubjectMatterStartDate. Yu can save this infrmatin in a prject template s that yu dn't have t custmize this infrmatin each time yu create a prject. Yu can use merge fields frm the drp-dwn list in the editr windw abve the text t embed in a cmmunicatin's subject line and bdy text, which translates int the crrespnding Legal Hld field value upn sending. Fr example, the merge field Cmmunicatin.Name wuld translate t whatever value is in the Cmmunicatin Name field in the Cmmunicatin details tab. merge fields are case insensitive, s if typing the keywrd, yu can enter the same merge field in different ways: [Custdian.FirstName] [custdian.firstname] [CUSTODIAN.FIRSTNAME] Nte: If yu use a merge field that desn't cntain any cntent in the field value, the merged field displays as the merge field name in the cmmunicatin. Fr example, the merge field displays in the cmmunicatin as "Custdian.FirstName" instead f "Jane". Nte: As f the Legal Hld release, the [ID] merge field is n lnger supprted. Als nte that the [PHONE] merge field is nw [PHONENUMBER] and the [CURRENTTITLE] merge field is nw [JOBTITLE]. If yu were using any f these merge fields in cmmunicatins prir t upgrading, be sure t manually update r remve them. merge fields list View merge fields Cmmunicatin Cmmunicatin merge fields return infrmatin relevant t the cmmunicatin fr that particular prject. Relativity Legal Hld Guide 55

56 Merge field Object Field UI lcatin [Cmmunicatin.AcknwledgementReminderInterval] Cmmunicatin Reminder Interval (in days) Reminder & Escalatin tab [Cmmunicatin.Name] Cmmunicatin Name Detail tab [Cmmunicatin.ReminderLastSentDate] (Calculated) (Calculated) (Calculated) Custdian Custdian merge fields return infrmatin relevant t the custdian assigned t the prject cmmunicatin. Merge field Object Field UI lcatin [Custdian.Address1] Custdian Address 1 Custdian details > Lcatin tab [Custdian.Address2] Custdian Address 2 Custdian details > Lcatin tab [Custdian.City] Custdian City Custdian details > Lcatin tab [Custdian.Cmpany] Custdian Cmpany Custdian details > Cmpany tab [Custdian.Cuntry] Custdian Cuntry Custdian details > Lcatin tab [Custdian.Department] Custdian Department Custdian details > Cmpany tab [Custdian. ] Custdian Custdian details > Basic Cntact [Custdian.EmplyeeNumber] [Custdian.EmplymentStatus] Custdian Emplyee Number Custdian Emplyment Status Custdian details > Cmpany tab Custdian details > Cmpany tab [Custdian.FirstName] Custdian First Name Custdian Relativity Legal Hld Guide 56

57 Merge field Object Field UI lcatin details > Basic Cntact [Custdian.JbTitle] Custdian Current Title Custdian details > Cmpany tab [Custdian.LastName] Custdian Last Name Custdian details > Basic Cntact [Custdian.LegalHldCmmunicatinLastAcknwledgeDate] Custdian - (Calculated) [Custdian.LegalHldCmmunicatinLastSentDate] Custdian - (Calculated) [Custdian.LegalHldCmmunicatinLastViewedDate] Custdian - (Calculated) [Custdian.LegalHldReminderLastSentDate] Custdian - (Calculated) [Custdian.LeaveDate] Custdian Emplyment End Date Custdian details > Cmpany tab [Custdian.Lcatin] Custdian Lcatin Custdian details > Lcatin tab [Custdian.MiddleName] Custdian Middle Name Custdian details > Basic Cntact [Custdian.Name] Custdian (Calculated) (Calculated) [Custdian.Ntes] Custdian Ntes Custdian details > Other tab [Custdian.PastDepartment] Custdian Past Department Only n Custm Custdian layuts [Custdian.PastManager] Custdian Past Manager Only n Custm Custdian layuts [Custdian.PastTitle] Custdian Past Title Only n Custm Custdian Relativity Legal Hld Guide 57

58 Merge field Object Field UI lcatin [Custdian.PhneNumber] Custdian Phne Number layuts Custdian details > Cmpany tab [Custdian.Prjects] Custdian - (Calculated) [Custdian.QuestinnaireLastCmpletedDate] Custdian - (Calculated) [Custdian.Secndary ] [Custdian.StartDate] [Custdian.State/Prvince] Custdian Secndary Custdian Emplyment Start Date Custdian details > Other tab Custdian details > Cmpany tab Custdian State/Prvince Custdian details > Lcatin tab [Custdian.UnacknwledgedReminderCunt] Custdian - (Calculated) [Custdian.UnacknwledgedReminderLastSentDate] Custdian - (Calculated) [Custdian.UniqueId] Custdian Unique ID Custdian details > Other tab [Custdian.Username] Custdian Username Custdian details > Cmpany tab [Custdian.Zip/PstalCde] Custdian Zip/Pstal Cde Custdian details > Lcatin tab [Custdian.Address1] Custdian Address 1 Custdian details > Lcatin tab [Custdian.Address2] Custdian Address 2 Custdian details > Lcatin tab Manager Manager merge fields return infrmatin relevant t the custdian's manager. Relativity Legal Hld Guide 58

59 Merge field Object Field UI Lcatin [Manager.Address1] Custdian Address 1 Custdian details > Lcatin tab [Manager.Address2] Custdian Address 2 Custdian details > Lcatin tab [Manager.City] Custdian City Custdian details > Lcatin tab [Manager.Cmpany Custdian Cmpany Custdian details > Cmpany tab [Manager.Cuntry] Custdian Cuntry Custdian details > Lcatin tab [Manager.Department] Custdian Department Custdian details > Cmpany tab [Manager. ] Custdian Custdian details > Basic Cntact [Manager.EmplyeeNumber] Custdian Emplyee Number Custdian details > Cmpany tab [Manager.EmplymentStatus] Custdian Emplyment Status Custdian details > Cmpany tab [Manager.FirstName] Custdian First Name Custdian details > Basic Cntact [Manager.JbTitle] Custdian Current Title Custdian layut > Cmpany tab [Manager.LastName] Custdian Last Name Custdian details > Basic Cntact [Manager.LeaveDate] Custdian Emplyment Leave Date Custdian details> Cmpany tab [Manager.Lcatin] Custdian Lcatin Custdian details > Lcatin tab [Manager.MiddleName] Custdian Middle Name Custdian details > Basic Cntact tab [Manager.Name] Custdian (Calculated) (Calculated) [Manager.Ntes] Custdian Ntes Custdian details > Other tab [Manager.PastDepartment] Custdian Past Department Only n Custm Custdian layuts [Manager.PastManager] Custdian Past Manager Only n Custm Custdian layuts [Manager.PastTitle] Custdian Past Title Only n Custm Custdian layuts [Manager.PhneNumber] Custdian Phne Number Custdian details > Cmpany tab [Manager.Secndary ] Custdian Secndary Custdian layut > Other tab [Manager.StartDate] Custdian Emplyment Start Date Custdian details > Cmpany tab [Manager.State/Prvince] Custdian State/Prvince Custdian details > Lcatin tab [Manager.UniqueId] Custdian Unique ID Custdian details > Other tab [Manager.UserName] Custdian Username Custdian details > Cmpany tab [Manager.Zip/PstalCde] Custdian Zip/Pstal Cde Custdian layut > Lcatin tab Prtal Merge field Object Field UI Lcatin [PrtalLink] (Calculated) Prtal URL Custdian Settings > Custdian Prtal Card Relativity Legal Hld Guide 59

60 Merge field Object Field UI Lcatin [PrtalHmeLink] (Calculated) Prtal Hme URL - Nte: Legal Hld intrduced the PrtalHmeLink merge field. Prject Prject merge fields return infrmatin relevant t the prject r hld. Merge field Object Field UI Lcatin [Prject.Case] Prject Case Only n Custm Prject layuts [Prject.ClseDate] Prject Prject Clse Date Only n Custm Prject layuts [Prject.Cmpany] Prject Cmpany Only n Custm Prject layuts [Prject.Custdians] Prject (Calculated) (Calculated) [Prject.Descriptin] Prject Descriptin Prject Details [Prject.ExternalCunsel] Prject External Cunsel Prject layut > Prject Details card [Prject.GeneralCunsel] Prject General Cunsel Prject layut > Prject Details card [Prject.Id] Prject Artifact ID Only n Custm Prject layuts [Prject.Name] Prject Name Prject Details [Prject.Owner ] Prject Owner Prject Details [Prject.OwnerName] Prject Owner Prject Details [Prject.ScpeRatinale] Prject Scpe Ratinale Only n Custm Prject layuts [Prject.StartDate] Prject Start Date Only n Custm Prject layuts r the Prjects List view [Prject.Status] Prject Hld Status (Calculated) [Prject.SubjectMatterEndDate] Prject Subject Matter End Date Prject Details [Prject.SubjectMatterStartDate] Prject Subject Matter Start Date Prject Details Questinnaire Merge field Object Field UI Lcatin [Questinnaire.Name] Questinnaire Name Libraries::Questinnaire > Name Respndent Respndent merge fields return infrmatin relevant t the custdian filling ut the infrmatin. This is useful fr alert cmmunicatins. Fr example, if yu send a system admin a cmmunicatin infrming Relativity Legal Hld Guide 60

61 them t cllect frm a certain persn wh filled ut a questinnaire in a certain way, yu can use these merge fields t have Legal Hld autmatically list wh that was. Merge field Object Field UI Lcatin [Respndent.Address1] Custdian Address 1 Custdian layut > Lcatin tab [Respndent.Address2] Custdian Address 2 Custdian layut > Lcatin tab [Respndent.Answers] Custdian (Calculated) (Calculated) [Respndent.City] Custdian City Custdian details > Lcatin tab [Respndent.Cmpany] Custdian Cmpany Custdian details > Cmpany tab [Respndent.Cuntry] Custdian Cuntry Custdian details > Lcatin tab [Respndent.Department] Custdian Department Custdian details > Cmpany tab [Respndent. ] Custdian Custdian layut > Basic Cntact [Respndent.EmplyeeNumber] [Respndent.EmplymentStatus] Custdian Emplyee Number Custdian Emplyement Status Custdian details > Cmpany tab Custdian details > Cmpany tab [Respndent.FirstName] Custdian First Name Custdian details > Basic Cntact Relativity Legal Hld Guide 61

62 [Respndent.JbTitle] Custdian Current Title Custdian layut > Cmpany tab [Respndent.LastName] Custdian Last Name Custdian details > Basic Cntact [Respndent.LeaveDate] Merge field Object Field UI Lcatin [Respndent.LegalHldCmmunicatinLastAcknwledgeDate] Custdian Emplyment End Date Custdian (Calculated) Custdian layut > Cmpany tab (Calculated) [Respndent.LegalHldCmmunicatinLastSentDate] Custdian (Calculated) (Calculated) [Respndent.LegalHldCmmunicatinLastViewedDate] Custdian (Calculated) (Calculated) [Respndent.LegalHldReminderLastSentDate] Custdian (Calculated) (Calculated) [Respndent.Lcatin] Custdian Lcatin Custdian layut > Lcatin tab [Respndent.MiddleName] Custdian Middle Name Custdian details > Basic Cntact [Respndent.Name] Custdian (Calculated) (Calculated) [Respndent.Ntes] Custdian Ntes Custdian layut > Other tab [Respndent.PastDepartment] [Respndent.PastManager] Custdian Past Department Custdian Past Manager Only n Custm Custdian layuts Only n Custm Custdian layuts Relativity Legal Hld Guide 62

63 Merge field Object Field UI Lcatin [Respndent.PastTitle] Custdian Past Title Only n Custm Custdian layuts [Respndent.PhneNumber] Custdian Phne Number Custdian layut > Cmpany tab [Respndent.Prjects] Custdian (Calculated) (Calculated) [Respndent.Questin] Custdian (Calculated) (Calculated) Respndent Manager Merge field Object Field UI Lcatin [RespndentManager.Address1] Custdian Address 1 Custdian layut > Lcatin tab [RespndentManager.Address2] Custdian Address 2 Custdian layut > Lcatin tab [RespndentManager.City] Custdian City Custdian details > Lcatin tab [RespndentManager.Cmpany] Custdian Cmpany Custdian details > Cmpany tab [RespndentManager.Cuntry] Custdian Cuntry Custdian details > Lcatin tab [RespndentManager.Department] Custdian Department Custdian details > Cmpany tab [RespndentManager. ] Custdian Custdianlayut > Basic Cntact [RespndentManager.EmplyeeNumber] Custdian Emplyee Number Custdian details > Cmpany tab [RespndentManager.EmplymentStatus] Custdian Emplyement Status Custdian details > Cmpany tab [RespndentManager.FirstName] Custdian First Name Custdian details > Basic Cntact [RespndentManager.JbTitle] Custdian Current Title Custdian layut > Cmpany tab [RespndentManager.LastName] Custdian Last Name Custdian details > Basic Cntact Relativity Legal Hld Guide 63

64 Merge field Object Field UI Lcatin [RespndentManager.LeaveDate] Custdian Emplyment End Date Custdian layut > Cmpany tab [RespndentManager.Lcatin] Custdian Lcatin Custdian layut > Lcatin tab [RespndentManager.MiddleName] Custdian Middle Name Custdian details > Basic Cntact [RespndentManager.Name] Custdian (Calculated) (Calculated) [RespndentManager.Ntes] Custdian Ntes Custdian layut > Other tab [RespndentManager.PastDepartment] Custdian Past Department Only n Custm Custdian layuts [RespndentManager.PastManager] Custdian Past Manager Only n Custm Custdian layuts [RespndentManager.PastTitle] Custdian Past Title Only n Custm Custdian layuts [RespndentManager.PhneNumber] Custdian Phne Number Custdian layut > Cmpany tab [RespndentManager.Secndary ] Custdian Secndary Custdian layut > Other tab [RespndentManager.StartDate] Custdian Emplyment Start Date Custdian layut > Cmpany tab [RespndentManager.State/Prvince] Custdian State/Prvince Custdian layut > Lcatin tab [RespndentManager.UniqueId] Custdian Unique ID Custdian layut > Other tab [RespndentManager.UserName] Custdian Username Custdian layut > Cmpany tab [RespndentManager.Zip/PstalCde] Custdian Zip/Pstal Cde Custdian layut > Lcatin tab 7.7 Cmmunicatin details The Cmmunicatin details page appears nce yu create a cmmunicatin in Legal Hld. Access the cmmunicatin details by clicking the cmmunicatin frm the cmmunicatin tab in a prject details page. Frm here, yu can view all details related t that cmmunicatin. See Cmmunicatin detail layut fields n page 52. Relativity Legal Hld Guide 64

65 7.7.1 Cmmunicatin cnsle Use the Cmmunicatin cnsle t take an actin related t that cmmunicatin. Buttns are shaded gray when the actin is unavailable. Relativity Legal Hld Guide 65

66 Send Cmmunicatin Send t All - use the custdian item picker t select which custdians n the prject that Legal Hld shuld send the cmmunicatin t. All f the custdians n the prject will appear in the Unselected list in the item picker. Send t Unsent - use t custdian item picker t select which custdians n the prject that Legal Hld shuld send the unsent cmmunicatin t. Only custdians that haven't received a cmmunicatin will appear in the Unselected list in the item picker. Preview Send Preview - send a test t a specified addresses. Separate addresses with a cmma. Relativity Legal Hld Guide 66

67 Preview Prtal - preview what the custdian will see in the Custdian prtal. If there's a questinnaire attached t the cmmunicatin, yu can click T Questinnaire t preview and interact with the questinnaire that the custdian will see. Nte that in preview mde, yu can't submit any questinnaire respnses that yu might have selected during yur preview. If previewing a questinnaire with a cmmunicatin, yu can click T Cmmunicatin t return t the cmmunicatin preview. Nte: In rder t use the Preview feature, the Cmmunicatin Prtal Cntent tab must have the fllwing fields ppulated: Acknwledgement Required, Questinnaire, Prtal Detail. See Cmmunicatin detail layut fields n page 52. Remind/Escalate Remind - sends a reminder cmmunicatin t the selected custdian(s). See Sending a reminder n the next page. Escalate - escalates the cmmunicatin t the selected custdian's manager. See Sending an escalatin n page 69. Acknwledge Acknwledge n Behalf - acknwledge prject participatin n behalf f anther custdian. See Acknwledging n behalf f a custdian n page 70. Relativity Legal Hld Guide 67

68 Reprts - run a prject-specific reprt frm this sectin. The reprt appears inline. See Reprt types n page 77 fr mre infrmatin abut each reprt. Nte that yu may nt be able t view all reprts depending n yur permissins. 7.8 Sending a cmmunicatin T send a cmmunicatin, use the buttns n the Cmmunicatin cnsle. See Cmmunicatin cnsle n page 65 fr ntificatin ptins. Nte: Once yu've sent a cmmunicatin r questinnaire, yu can't retract it. If necessary, a system admin can create and send a new cmmunicatin r questinnaire Sending a reminder Yu can send a reminder t a custdian using a specified reminder cmmunicatin. Use reminders t prmpt a custdian t acknwledge participatin in a hld, r respnd t a questinnaire if they're unrespnsive. Yu can als utilize the Glbal Reminder functinality t send peridic reminders t all active, n-hld custdians t review their hld bligatins. See Hld Admin tab n page 20. T send a reminder: 1. Click Remind frm the Custdian cnsle. 2. Select custdians(s) frm the list. 3. Click Assign. 4. Click Save. Reminders are sent t the selected custdians Scheduling an autmatic reminder Yu can schedule autmatic reminders frm the Reminder & Escalatin tab. Nte: Yu must select the Acknwledgement Required checkbx in the Prtal Cntent tab f the Cmmunicatin details in rder t schedule reminders and escalatins fr a questinnaire attached t a cmmunicatin. T schedule an autmatic reminder: 1. Navigate t the specified Cmmunicatin's detail page. See Cmmunicatin detail layut fields n page Click Edit. 3. Frm the Reminder & Escalatin tab, set the Autmatic Reminders t Yes. Cmplete the fllwing fields: Relativity Legal Hld Guide 68

69 Alltted Reminders - the number f reminders allwed fr this cmmunicatin. Reminder Interval (in days) - the number f days between each reminder. 4. Click Save. Autmatic reminders are sent t any individual n the prject that haven't yet acknwledged the hld r cmpleted the questinnaire Sending an escalatin Yu can send an escalatin t a custdian's designated manager. See Custdian detail layut fields n page 30. Use escalatins when a custdian is nn-respnsive r t have the manager acknwledge participatin n a hld r respnd t a questinnaire n behalf f the custdian. T send an escalatin: 1. Click Escalate frm the Custdian cnsle. 2. Select custdian(s) frm the list. 3. Click Assign. 4. Click Save. Escalatins are sent t the selected custdian's managers. Nte: Yu can update reminders and escalatins any time befre r after yu send a cmmunicatin. Cmmunicatins always remind r escalate accrding t the date that the cmmunicatin was initially sent, nt the date when they were enabled r disabled. See example belw. Scenari A is cnfigured and apprved. Day 0 - is sent. Day 10 - Autmated reminders are turned n, set t remind every 7 days. Day 14 - Autmated (1st) reminder sent t custdians wh haven t acknwledged. Day 21 - Autmated (2nd) reminder sent t custdians wh haven t acknwledged. Relativity Legal Hld Guide 69

70 Scenari B is cnfigured and apprved. Day 0 - is sent. Day 3 - Autmated reminders are turned n, set t remind every 7 days. Day 7 - Autmated (1st) reminder sent t custdians wh haven t acknwledged. Day 14 - Autmated (2nd) reminder sent t custdians wh haven t acknwledged Scheduling an autmatic escalatin Yu can schedule autmatic escalatin frm the Reminder & Escalatin tab. Nte: Yu must select the Acknwledgement Required checkbx in the Prtal Cntent tab f the Cmmunicatin details in rder t schedule reminders and escalatins fr a questinnaire attached t a cmmunicatin. T schedule an autmatic escalatin: 1. Navigate t the specified Cmmunicatin's detail page. See Cmmunicatin detail layut fields n page Click Edit. 3. Frm the Reminder & Escalatin tab, set the Autmatic Reminders t Yes. 4. Set the Autmatic Escalatin t Yes. Ding s sends the escalatin ne iteratin after the scheduled reminder ends. Fr example, if an autmatic reminder is cnfigured t send a ttal f tw reminders every five days, the first autmatic escalatin wuld get sent n the 15th day, five days after the last reminder was sent. 5. Click Save. 7.9 Acknwledging n behalf f a custdian A custdian may be unable t acknwledge, r fficially accept, their participatin in a hld. Fr example, the custdian desn't have an address r they are n lnger with the cmpany. In these cases, the hld wner can acknwledge a custdian's participatin n behalf f the custdian if necessary. T acknwledge n behalf f a custdian: 1. Frm the Cmmunicatin cnsle, click Acknwledge n Behalf. 2. Frm the item picker, select custdian(s). 3. Click Select. 4. Click Prceed. 5. Enter a reasn fr yur acknwledgment. 6. Click Acknwledge. Relativity Legal Hld Guide 70

71 7.10 Sending a questinnaire T send a questinnaire, yu must first attach the questinnaire t a cmmunicatin, then send the cmmunicatin. T attach a questinnaire t a cmmunicatin: 1. Navigate t the Prject detail > Cmmunicatins tab. 2. Select the cmmunicatin that yu wish t send the questinnaire frm. 3. Click Edit. 4. Frm the Prtal Cntent tab, click Add t create a questinnaire n the fly; r click t add an existing questinnaire. See Creating a questinnaire n page Click Save when finished. The questinnaire is nw attached t the cmmunicatin. Click Clear t remve a questinnaire. Nte: Yu can nly attach ne questinnaire t ne cmmunicatin. 6. Yu're ready t send the questinnaire. See Sending a cmmunicatin n page 68. Nte: Once yu've sent a cmmunicatin r questinnaire, yu can't retract it. Yu als can't change the Cmmunicatin Type, Acknwledgement Required, r Questinnaire. If necessary, yu can create and send a new cmmunicatin r questinnaire Tracking questin respnses Track all questinnaire respnses in the Questin Respnses sub-tab. See Questin respnses n page 82. Relativity Legal Hld Guide 71

72 7.11 Mailbx The Prjects tab > Mailbx sub-tab prvides yu with a cmprehensive list f all s, incming and utging, and crrespnding details in every prject in the wrkspace. The Mailbx als shws incming messages s that yu can track ut f ffice ntificatins, bunce backs, custdian respnses, etc. Use the clumn filters t srt infrmatin and click n an item t view its details. Nte: The Mailbx tab als exists frm the Legal Hld > Mailbx tab Respnding t s frm Legal Hld Yu can respnd t s directly in Legal Hld frm the 's details. 1. Frm the Legal Hld > Mailbx tab, click the Frm the Reply cnsle, click Reply t Message. The Send Reply text editr pens. 3. Enter yur respnse. 4. Click Send. Legal Hld inserts "Re:" in the and appends the previus messages in the reply. Nte: Frward Reply s t Prject Owner. See Hld Admin tab n page 20. Relativity Legal Hld Guide 72

73 8 Reprts tab Run Legal Hld reprts t analyze and manage yur prjects frm the Legal Hld tab > Reprts tab. 8.1 Running a reprt T run a reprt in Legal Hld: 1. Frm the Reprts sub-tab, select the reprt yu want t run frm the Select Reprt list. See Reprt types n page Select the prject(s) yu want t reprt n frm the Select Prject(s) list. If yu're running the Custdian Change reprt, enter a Start Date and End Date fr the date range. 3. Select ne f the fllwing ptins frm the Generate Reprts cnsle. Generate Reprt - generate the selected reprt(s) dynamically. Schedule Reprt - schedule the selected reprt t run at a set, recurring basis. See Creating a scheduled reprt n the next page. If yu click Generate Reprt, the reprt appears dynamically with the fllwing reprt ptins: Print - pens a print dialg t select printing ptins. Relativity Legal Hld Guide 73

74 Exprt - exprt the reprt in the selected file type frmat (PDF, XLSX, XLS, CSV, RTF, PNG). Clse - clses the reprt mdal. 8.2 Creating a scheduled reprt Use the Scheduled Reprts feature t run reprts n a set, recurring basis. Yu'd typically use this feature t schedule a reprt t send ut fr the duratin f a prject r hld. Even thugh yu can schedule a netime reprt, this feature is ptimized fr lnger term use. The scheduled reprts can reprt n ne r multiple prjects in yur wrkspace. Legal Hld sends the scheduled reprt in an PDF attachment t anyne with a valid address, including nn-legal Hld custdians. Nte: Yu can als run scheduled reprts frm the Libraries > Scheduled Reprts tab. See Scheduled Reprts n page 91. T create a scheduled reprt frm the Scheduled Reprts tab perfrm the fllwing: 1. Frm the Reprts tab, select a reprt(s), select the prject, and then click Create Scheduled Reprt frm the Generate Reprts cnsle. If yu're creating a schedule reprt frm the Libraries > Scheduled Reprts tab, click New Scheduled Reprt. 2. Cmplete the fields in the Scheduled Reprt layut. See Create Scheduled Reprt layut fields belw. 3. Click Save. The Scheduled Reprts Detail page appears. 4. (Optinal) Click Preview Reprt t preview the reprt as it will appear in the . Nte: The Preview Reprt functin nly displays the applicable data accrding t the last set Frequency. 5. Click Clse t exit the preview. The reprt is scheduled t send Create Scheduled Reprt layut fields The Create Scheduled Reprt layut cntains the fllwing fields: Relativity Legal Hld Guide 74

75 Reprt Reprt Name - the reprt name that appears in the scheduled reprt and the subject. Nte: "Relativity Legal Hld" is prepended t the reprt name in the subject. Reprt Type - the scheduled reprt type. See Reprt types n page 77. Addresses - the address(es) that Legal Hld sends the scheduled reprt t. Separate multiple addresses with a semi cln r a hard return. Run Against - specifies if the reprt shuld run against a specific grup f prjects r against all active prjects. All Active Prjects - run the scheduled reprt n all active prjects in the wrkspace. Upn every subsequent reprt run, Legal Hld dynamically generates an updated list f active prjects t run the reprt against, s any prjects that yu've added t the wrkspace are included in this reprt. Specific Prjects - using the, select individual prjects t run the scheduled reprt n. Prjects - lists the prject(s) that Legal Hld retrieves the scheduled reprt data frm. Scheduling Relativity Legal Hld Guide 75

76 Enable Scheduler - select the Yes checkbx t enable the scheduling functinality fr this reprt and N t disable the scheduling functinality. See Disabling r deleting a scheduled reprt n the next page. Schedule - click t pen the Schedule Jb dialg. Frequency - the interval at which Legal Hld sends the scheduled reprt. Daily - select this ptin t send the scheduled reprt nce every day. Weekly - select the day(s) that yu want Legal Hld t send the scheduled reprt nce every day. Mnthly - select the day f the mnth that yu want Legal Hld t send the scheduled reprt nce every mnth. Reccur - enter the number f week(s)/mnth(s) in which Legal Hld recurrently sends the scheduled reprt. Send On Day _ the mnth - select the day f the mnth that yu want Legal Hld t send the scheduled reprt. The f the Mnth - select this ptin fr Integratin Pints t sync n the chsen day f every mnth. Fr example, "The Secnd Friday f the mnth." Start Date - the date that yu want Legal Hld t start sending the scheduled reprt. End Date - (Optinal) the date that yu want Legal Hld t stp sending the scheduled reprt. Only set an end date if yu want t schedule a reprt t run during a knwn time perid. Nte: If yu dn't set an end date, and the prject(s) that yu've scheduled the reprt t run n are clsed, the scheduled reprt is cnsidered disabled and Legal Hld wn't cntinue running the reprt n the clsed prject(s). Scheduled Time - the time at which Legal Hld sends the scheduled reprt. This time is lcal t yur PC, nt t the server. Relativity Legal Hld Guide 76

77 8.2.2 Disabling r deleting a scheduled reprt T disable a scheduled reprt: 1. Select N the Enable Scheduler check bx n the Scheduled Reprts Detail page. 2. Click Save. Legal Hld stps sending this scheduled reprt. Select Yes t re-enable the scheduler fr this reprt. T delete a scheduled reprt: Frm the Libraries > Scheduled Reprts tab > Scheduled Reprts Detail, click Delete. Nte: Yu can mass disable r delete scheduled reprts frm the Scheduled Reprts landing page. 8.3 Reprt types Run the fllwing reprts in Legal Hld: Cmmunicatin Summary reprt belw Custdian Change reprt n page 79 Custdians reprt n page 79 Glbal Summary reprt n page 81 Open Tasks reprt n page 81 Nte: The Print and Exprt reprt ptins appear at the bttm f the reprt mdal in Legal Hld and beynd Cmmunicatin Summary reprt Run this reprt t track the status f prjects brken dwn by individual cmmunicatin. Each cmmunicatin and questinnaire displays with an indicatin f the respnse status fr each individual the cmmunicatin was sent t. Relativity Legal Hld Guide 77

78 Relativity Legal Hld Guide 78

79 8.3.2 Custdian Change reprt Run this reprt t track changes t custdians' details, such as title r emplyment status, fr all custdians n an active prject t get updates that culd ptentially affect yur preservatin strategies. Nte: If the user running the reprt desn't have permissin t view the Manager field, and data changed in the Manager rle fr that custdian, the rw wn't display n the reprt Custdians reprt Run this reprt t see a list f all f the peple n a prject, their rle, status, received cmmunicatins, respnse dates, and average respnse times. This reprt is brken dwn by prject. Nte: If the user running the reprt desn't have permissin t view Rle field, then the value in the Rle clumn wn't display n the reprt. Relativity Legal Hld Guide 79

80 Relativity Legal Hld Guide 80

81 8.3.4 Glbal Summary reprt This reprt details the mst active peple in yur prject(s). The graph shws the tp ten peple by number f prjects, while the table displays all peple n at least ne prject. Yu can see the subject matter time span fr each persn and the last time there was any activity between the applicatin and the persn Open Tasks reprt Run this reprt t quickly identify wh has nt acknwledged a ntice r respnded t a questinnaire. This infrmatin appears fr each prject, brken dwn by cmmunicatin. Relativity Legal Hld Guide 81

82 8.4 Questin respnses All questinnaire respnses appear in the Legal Hld tab > Questin Respnses sub-tab. Use the clumn filters t srt infrmatin and click n an item t view its details. Relativity Legal Hld Guide 82

83 8.4.1 Using Relativity pivt t analyze questin respnses Yu can use the Relativity pivt feature t visualize custdian questinnaire respnses. See the Pivt tpic in the Admin guide fr mre infrmatin. 1. Frm the Legal Hld tab > click the Questin Respnses tab. 2. Click in the upper right crner f the item list. The pivt menu appears. 3. (Optinal) Select a pivt prfile frm the Select a Prfile drp-dwn t display questin respnses based n predefined settings. 4. Select a field frm the Grup By drp-dwn t define the hrizntal axis. 5. Select a field frm the Pivt On drp-dwn t break dwn the ttals that appear in each rw. This acts as the vertical axis f the pivt reprt. 6. Click G. The questin respnses appear based n the selected settings. The fllwing example pivts n the Custdian and Answer fields and displays with the Chart display setting. Relativity Legal Hld Guide 83

84 7. (Optinal) Click Save t save yur mdificatins t the selected Pivt prfile, r click Save As t save yur selectins as a new Pivt prfile. Yu can tggle the Grid, Chart, r List buttns t view the results in different ways. Relativity Legal Hld Guide 84

85 9 Libraries tab The Libraries tab includes the Questinnaires, Questins, and Attachments libraries. 9.1 Creating a questinnaire Use questinnaires t cllect any infrmatin needed fr the prject. Fr example, an initial legal hld questinnaire might ask what kinds f hardware an individual uses at wrk, whether they wrk frm hme, hw lng they've been emplyed at the cmpany, etc. These kinds f questins assist the general cunsel in managing a custdian's invlvement in the prject r cmpliance. T create a questinnaire: 1. Frm the Libraries tab > Questinnaires sub-tab, click New Questinnaire. 2. Enter infrmatin in the fllwing fields: Questin - enter the questin in the Questin field. Type - select a Questin Type frm the Type drp-dwn menu. See Questin types n page 89. Answer Required - select Yes t make this a required questin. Select N t nt make the questin required. Save Questin t Library? - select Yes t include the new questin in the Questin Library. Select N t nt add the new questin t the Questin Library. Relativity Legal Hld Guide 85

86 Questin Library - if yu include the questin in the library, select a Questin Categry frm the drp-dwn. See Questin categries n page 89. Click Save. Legal Hld adds the questin t yur questinnaire. 3. If adding questins frm the Questin library, click Cancel, then click Imprt Questins. Select the questins yu want t add, click Assign, then Save. Legal Hld adds the imprted questins t yur questinnaire. 4. (Optinal) Yu can add cnditinal lgic t questins. Add cnditins t Legal Hld t supply anther questin r send anther cmmunicatin nly if the user respnds t that questin in a particular manner that yu specify. See Adding cnditins belw. 5. (Optinal) Re-rder questins by clicking n each questin and dragging the questin up r dwn t the desired rder. 6. When finished, click Dne. See Sending a questinnaire n page 71. Edit the questinnaire name by clicking next t the questinnaire Name in edit mde Adding cnditins Add cnditins t Legal Hld t supply anther questin r send anther cmmunicatin nly if the user respnds t that questin in a particular manner that yu specify. Yu can add cnditins t every questin type except Text. T add cnditinal lgic t a questin: 1. Frm the questin tlbar, click. Relativity Legal Hld Guide 86

87 2. In the New cnditins windw, cmplete the fllwing: Cnditins will be active when Depending n the questin type, perfrm the fllwing t set the cnditin t active. See Questin types n page 89. Relativity Legal Hld Guide 87

88 When Activated Date - select the Start and End dates. Multi Chice Frm the drp-dwn menu select Cntains r Is. Cntains - select this t set cnditinal lgic nly if the answer cntains any f the answers yu indicate. Is - select this t set cnditinal lgic nly if the answer is exactly the answer(s) yu indicate. Select the apprpriate answer(s), depending n whether yu selected Cntains r Is. Single Chice - select ne answer. Yes/N - select Yes r N. Upn setting cnditinal lgic, select ne r all f the fllwing actins: Send Fllw Up - sends any cmmunicatin in Legal Hld that yu can select using the item picker. Send Alert - sends an alert cmmunicatin frm the Alert Grup that yu can select using the item picker t a specific individual. Display Questin - create a new questin r imprt a questin frm the library. See Creating a questinnaire n page Click Save. The cnditinal questin appears as an alphabetic letter underneath the questin yu added the cnditin t. Here yu can view the specific cnditin details. Relativity Legal Hld Guide 88

89 Nte: Yu can add multiple cnditins t questins. 4. When finished, click Dne Questin types The Questin Type drp-dwn cntains the fllwing types: Date - prvides a date picker fr the user t select frm. Multi Chice - user can select multiple answers. Enter each answer n a new line in the prvided text bx. Single Chice - limits the user t select nly ne answer frm ptential multiple answers. Enter each answer n a new line. Text - prvides a free frm text bx fr the user t enter a respnse. Yes/N - prvides a yes r n ptin fr the user t select frm Questin categries Use Questin categries t rganize yur questins and easily srt thrugh questins in the Library. See Questin types abve. The Questin Categry drp-dwn cntains the fllwing categries: Class Actin Emplyment Matter Intellectual Prperty Legal Hld Other Regulatry/Cmpliance Backup Tapes Databases Electrnic Mail File Servers General Infrmatin Legacy Systems Wrkstatins, PCs, Laptps Other Media Yu can add a new Questin categry by clicking Add next t the Questin Categry drp-dwn in the Questinnaire builder. Relativity Legal Hld Guide 89

90 9.2 Questin library The Questins library cntains all questins with the Save Questin t Library ptin checked in any questinnaire. Add questins t this library when yu're creating yur questinnaire r directly frm the Questins tab. See Creating a questinnaire n page Creating a questin frm the Questins tab T create a questin: 1. Frm the Libraries > Questins tab, click New Questin. 2. Enter infrmatin in the fllwing fields: Questin Text - the field cntaining the questin. Answer Type - select a type frm the drp-dwn menu. See Questin types n the previus page. Available Answers - the pssible answers that the custdian can pick frm a single chice and multiple chice questin. Categry - select a categry t rganize yur questins and easily srt thrugh questins in the Library. See Questin categries n the previus page. 3. Click Save. Legal Hld adds the questin t the Library. 9.3 Attachments library Attachments are files that appear as links in the Custdian prtal. Fr example, yu may want t prvide a supplemental dcument fr a custdian t read befre they acknwledge participatin in a prject. Attachments, unlike cmmunicatins, aren't sent ut t custdians. See Attaching an attachment. T add an attachment t the library: Relativity Legal Hld Guide 90