Preservation in Place

• Use a guided workflow to preserve data directly in Slack.
  • Users can now select to Enable Slack Preservation when creating a Legal Hold.
    • Within Slack, users can select to preserve Only Individual Direct Messages or all messages and channel communications

• Once the custodians are added, Preservation in Place will be automatically enabled at the same time the notifications are sent.
  • Step 4 of the Legal Hold Guide will show which Preservation is enabled while it sends the notifications.

• The progress of Preservation in Place for Slack will display in the Preservation Log.
  • Request Type will indicate the process initiated by Legal Holds (Start Preservation, Stop Preservation, Release Custodian, Restore Custodian).
  • Request Call Status will indicate whether the call to the integration builder succeeded.
  • Request Call Error will display the error received from the integration builder.
  • Request Execution Status will indicate whether the integration builder command to the data source succeeded or not.
  • Request Execution Result will display the output of the integration builder command.
  • The Start Date, Name and Email Address of the user making the preservation request will also be tracked along with the names of the Custodians preserved and not preserved.
  • When a Custodian is released from a Legal Hold, the release from the data preservation displays here as well.

• When a Legal Hold includes a Slack Preservation, users with admin access to Slack will be able to see the preservation status updated there as well. The Legal Hold name will appear in the Holds section of the security tab in Slack and the Custodians name will appear when selecting the Custodian count.

Proxy Workflow

• Create an automated system for designating a proxy for a custodian
  • Within the People App, users can now update the Select Proxy field in the Edit Contact Information Tab.
    • Selecting any user from the Select Proxy list will assign that user to be the Proxy for the Custodian.
    • Selecting the checkbox to "Notify me when proxy approves on my behalf?" will ensure that the main Custodian receives a notification whenever the Proxy acknowledges a Legal Hold on their behalf.

• Once the Proxy is designated for the Custodian in the People App, they will automatically receive all notifications and surveys on behalf of the Custodian, though the Custodian will receive them as well.
  • This will apply to every new Legal Hold that is created with that the Custodian without any additional steps needing to be performed.
  • If Legal Holds were created prior to the Custodian having a Proxy, those can be updated using the Update Proxy button in the People App.
  • If a Proxy needs to be removed from all Legal Holds, they first need to be removed from the Proxy field for the Custodian.  Then a Remove Proxy button will appear to remove them from all active Legal Holds that contain that Custodian.

• When adding a Custodian that has a Proxy to the Legal Hold, the Preview Custodian tab will show the Proxy information.

• Once the notification has been sent, the Correspondence tab will display the Custodian and the Proxy as separate recipients.

• The Proxy will receive a notification that specifically states they are a proxy for another custodian so they will not think they are on the Legal Hold themselves.

• Upon receiving the notification, the Proxy will be able to respond to the Notification on behalf of the Custodian and take any surveys or questionnaires on their behalf.  
  • The acknowledgment and survey completion will be tracked as being completed by the Proxy in the Survey Response tab.

Legal Hold Notifications Format Improvements

• Draft Legal Hold Notifications with more color and formatting
  • By utilizing an integration with Summernote, users will now be able to draft Legal Hold Notifications with colored text and highlighting and improved embedded image formatting.

Survey Enhancements

• Create Legal Hold Surveys with Headers
  • Matter Managers can now add survey headers to a survey by using the Add Section button.
  • These section headers can be moved around as needed and by default will be in a bold font.

• Create Legal Hold Surveys with Nested Conditional Questions
  • Matter Managers can now add multiple conditional questions for one response to a question or nested conditional questions that can go multiple levels deep.
  • Nested conditional questions can now be added to Radio or Multi-Select question types.

• Save progress on Legal Hold Surveys
  • Users can now save their progress on long Surveys by selecting the Save and Close option.

• Add a Survey to an existing Legal Hold
  • Administrative users can now add a survey to an existing Legal Hold by selecting the Revise Notice option during Revise Hold and then selecting the Add Survey option.

• Revise response to Legal Hold Surveys
  • Administrative users can now determine whether Custodians are allowed to revise their responses to the Survey after they have submitted it.
    • This option appears during the Review and Send step when a Survey is attached to the Legal Hold Notification.
    • Once enabled, it allows user to select the "Edit Survey Response" option to reopen a Survey and change their responses.

• When viewing survey responses on a Legal Hold, the display order is not showing correctly for the conditional question on the same level underneath the parent question.
• Users are not getting acknowledgment reminders if a Legal Hold is revised but they have already responded to the original notification.
• The "Escalation to Manager" and "Last Escalation Date" columns not populating correctly on the Custodians on Hold Report when an escalation has occurred.
• The Microsoft Preservation stopped message does not appear in the preservations log tab for some custodians when released from all legal holds.
• The "Remove Proxy" button will persist on the "Edit Contact Information" tab even after the Proxy has been removed.
• When admin users add custodians to an existing legal hold without using the Revise Hold option, there is a potential for an error to occur if custodians are repeatedly added one by one and notices are sent each time using the more actions button.