Here, you can toggle if you want to Allow Template Creation from Draft Notice and Require Approval for Templates. 

If you click the Require Approval for Templates button, click the +Add Template Approver button to add an approver for the template. 

Here, you can choose the:

• Default Regular Hold Template
• Default Full Release Template
• Default Partial Release Template
• Default Reminder Template
• Default Acknowledgement Reminder Template
• Default CC Template
• Default Proxy Text Message - The default message that should be sent notifying the Proxy that they are designated to receive and acknowledge legal holds on behalf of someone else.  

• Default CC List for new Legal Holds

  Defaults with an asterisk are required. 

  Click the +Add button next to each of these to add in the default template or list. 

1. Click on "Create Survey" to create a survey.

   

2. Fill out the "Create Survey" screen.

   You'll have to fill out the Survey Name (required) and Description. 

   Under Survey Settings, you'll have to choose if you want to:

   • Require all questions to be answered
   • Show progress bar (the default is On) 

   Under Survey Response Message Settings, you can view and edit the:

   • The Save and Close Message*, which a custodian will see if they use the Save & Close button on their survey to save their progress before finishing the whole survey.

   • Submit Confirmation Message*, which a custodian will see when they click Submit at the end of the survey.

   • Post Submission Toast Message*, which a custodian will see after they confirm their submission at the end of the survey.

   • Post Submission Message*, which appears when someone accesses a survey they have already finished.

   Click on Edit to update any of these messages. 

   

   1. Use the "Questions" section to start building your survey form.

      Start by selecting the question type you would like to add. You have several different options here: 

      • Text requires a written response.
      • Upload File allows the custodian to upload a file with their response. 
      • Single/Multiple Choice allows the custodian to select one or multiple pre-written options. 
      • Numeric/Percentage allows the custodian to provide a number or percentage answer. 
      • Date allows the custodian to insert a specific date within a field into their response; this makes it easier to export for Excel spreadsheets (note that this date value is restricted between 1900 - 2099 for responses).

      Here's what these different types of questions look like:

      Text: Fill out the Question that you'd like the custodian to answer. Use the Delete (trash can) option to remove the question, or the up/down arrows and selector next to the question number to move the question up and down in the list. Toggle the Long Answer button to provide the person with a more expanded answer field. Toggle the Required button to make the question required. 
       

      

      Upload File: Fill out instructions for the person in the main field. Use the Delete (trash can) option to remove the question, or the up/down arrows and selector next to the question number to move the question up and down in the list. Toggle the Required button to make the question required. 
       

      

      Single/Multiple Choice: Fill out your instructions in the main field. You can add many different options the custodian can choose from by clicking on Add Option. Click on the arrows next to each option to move the choice up or down. Click on the trash can on the far right to remove the choice entirely. On the bottom, you can toggle the Multiple Choice to allow custodians to select multiple options. Toggle the Required button to make the question required. 

   

   You can also click on Add Other to give the custodian an option to fill in their own answer to the question.

   

   

   You can add Conditional Questions to any or all of your choices by clicking on the three-box icon next to the choice fields.

   

   Think of these as "If...then..." questions. For example, for the first response, if the custodian answered "Pancakes," you could prompt the survey to then ask, "What type of pancakes? "

   NOTE: You have the same menu of question options (Text, Single/Multiple Choice, etc.) for these conditional questions.

   

   You can add up to three levels for these questions. Keeping the example going, if the custodian answered "Chocolate Chip" for the 2nd-level question, you could then prompt the survey to ask a "Tell me about your favorite chocolate chip pancake experience" text question to the custodian.

   

   Numeric/Percentage: Fill out instructions for the person in the main field. Use the Delete (trash can) option to remove the question, or the up/down arrows and selector next to the question number to move the question up and down in the list. Toggle the Percentage button to require a percentage answer. Toggle the Required button to make the question required. 

   

   

   Date: Fill out instructions for the person in the main field. Use the Delete (trash can) option to remove the question, or the up/down arrows and selector next to the question number to move the question up and down in the list. Toggle the Date Range button to require a date range answer. Toggle the Required button to make the question required. 

   

   

   1. Continue to add questions until you are done with the survey or the section.

       

   2. Click on Add Section to add a new section to the survey. 

      Fill in a name for your section. 

   

   Repeat step until finished adding sections. Click on the arrows next to each section or use the icon next to the section name to move the section up and down in the Survey Builder. Use the Delete (trash can) option to remove the section entirely. 

   

   1. Once you are done with the survey, click on Publish to finalize.

      You can also click on Save Draft to save the survey as a draft and finalize later, or click on Cancel to back out. 

   

   1. Once published, you'll see the survey in the main "Survey Templates" screen.

      

      Click into the survey to see the details; from the main survey screen, you can use the Actions drop-down menu to Edit Survey, Clone the survey, or Delete the survey. 

      

Click on Create Template to start a new notice template. 

On the Add New Template screen, you'll have to fill out the:

• Template Name (required)
• Template Type (required, from a drop-down menu). Options are:
  • Regular Hold – Lets the recipient know they are on standard Legal Hold as a custodian. The first notification custodians would get on a Legal Hold.  
  • Administrative Hold – Designed for the organization’s administrative staff – IT, system admins, etc. – to alert them about a Legal Hold and provide instructions about what parts of the system (a server or Dropbox, for example) should be put on hold.  
  • Reminder – Reminds custodians that they are still on a Legal Hold. This is generally set up quarterly or yearly.  
  • Acknowledgement – Reminds custodians that they are on a Legal Hold AND they have not acknowledged the Hold yet.  
  • Escalation – An email that goes to the Legal Hold custodian’s manager if the custodian has not acknowledged the Legal Hold.  
  • Partial Release – A notification that the custodian has been released from a specific Legal Hold. 
  • Full Release – A notification that the custodian has been released from ALL their Legal Holds.  
  • CC – A way to let other participants that are NOT Custodians on the Legal Hold see what is going on with the Hold process.  
• Template Description
• Subject (required)
• Memo (use [[ to insert a token into the field); additionally, the bar above the Memo field provides several different formatting options for how text should appear in the email (bold, italic, underline, insert image, etc.)
• Any Attachment to the template

• The Private checkbox

  Once finished, click Create and Edit to create and edit the template or Cancel to back out. 

  

  The template's details screen will appear. There, you can adjust any of the necessary details. Use the Guardrails guide on the side to help create an effective message; use the Tokens screen to create custom messaging for any text field (click to enter a variable that will automatically enter necessary information, like [[Custodian Name]] or [[Hold Name]]; start typing [[ to bring up that list of variables/tokens within the document, or click the token icons to insert them into the document). Click Save Changes to save your changes or Cancel to back out.

  Additionally, the bar above the Memo field provides several different formatting options for how text should appear in the email (bold, italic, underline, insert image, etc.).

  You can click on Preview email at any time to get an email preview of the template which should show some of the Variables captured. 

  After a template is saved, it has to be Activated in order to be used in a Legal Hold.

  

Click on Create Legal Hold Type to start a new Legal Hold Type.