Legal Hold

To create a Legal Hold

From the Control Center tab, click Create Control

Set up a Legal Hold

Open

1. To use existing control details, click Copy Existing Controls, Or enter new details.

2. Enter a control Name.

3. Enter a Label to display for the control.

4. Select Type as Legal Hold.

5. Select the System(s), it will list External systems configured in the CAM. E.g. iManage, NetDocuments, Office 365,  FileShare.

6. Select Association: Sets the object association to use. Can be: Workspace, Folder, or Document.

7. Add a description, then set a timeframe for the hold.

8. If the hold should be automatically activated on the start date, check the Auto-Activate checkbox. Then the control will be scheduled to be active at that time and date.

9. If the hold should be deactivated (marked as inactive), select the Mark as Auto-Inactivate checkbox next to the End date.

Add Custodians

Place Legal hold on Custodian, that person has access to (owned or collaborated) content.

1. Click Add Custodian.

2. It will allow adding multiple Users, the following dialog opens -

Open

• For M365 Enforcement controls, for both inclusion and exclusion policies if the owners are excluded or not included, then the token user of M365 will be added.

Attach Entities

1. Click Add Criteria

2. Select the Metadata from the dropdown.

3. Set the operator to filter on. Supported operators are Equals, Not Equals, In, Not In

4. Type the metadata value desired.

The metadata fields now display for end users to know which entity is being controlled, or to troubleshoot any issues are: Ext_Id, Parent Folder Id, and Workspace_Id

Setting Triggers & Actions

This allows you to select multiple actions if Legal Hold control is triggered.

• Mark as Record (Mark as Read Security) and/or

• Change security to View and/or

• Lock or Unlock

• Declare/ Undeclare

• Export

• Lift legal hold (to lift it and delete the documents automatically)

Export contents to Network Path or Cloud Storage

• If you select Cloud Storage, you will be given the option to delete the exported data when the Hold is lifted.

A progress status page will be linked from the job and also from the legal hold in control center.

This will display the number and details of documents and workspaces exported.

Custodian Notification

Allows you to receive the mail notification once the control is activated. When the legal hold control is activated, the name and label are now included in the subject of the custodian notification email. CAM is now including control names and labels in mail subject lines to make it easier to identify.

• Attach Notification

  • When the control is not activated, the Attach Notification option is visible when creating and modifying the Control

  • You can this option in the Hamburger menu

  • You can use this option to attach the notification email template

• Click Send Notification to send the added mail template with subject and body

• Click Cancel to close the dialog

• Document Criteria:

  • Allows to apply additional criteria on documents if selected association is Workspace or Folder. Select Metadata, add Criteria and enter Metadata value to filter the specific documents.

  • Specify a keyword to saved criteria. (Author (metadata) Equals (operator) Custodians (value - case insensitive, it applies on all document with Author as selected custodians.

Setting Activation & Approval

1. Approval Request: Select Yes to send the control for approval and activate it once the approvers (E.g. Team Lead) have reviewed and approved, or select No.

2. Activate Now: This option will be enabled when Approval Request is selected No. Select Yes to activate and observe impacted workspaces now or select No to create a control in the system and activate later from the Actions hamburger menu.

3. Auto Attach: This option is by default set to Yes for Security control, so it's not visible on the page.

Required Permissions

For the Comply Add-on:

Related Topics

Control Center | Action | Security | Retention |