1. Log into your Legal Hold dashboard and click on the People application.

2. The People application will show critical information from contacts, including fields like the Name of the contact (defaulting to the email address if there is no name filled in), the Active Hold Count, the contact's Proxy, the contact's Manager, the Start date for the contact, and the Contact ID.

Note that you can also click on the Select Fields and Filter options to adjust what you would like to see on the screen.

On the upper-right-hand portion of the screen, you can click on the drop-down menu next to View to pick from a selection of public and widget views. You can also click on Restore View to go back to a prior view or Save View to save your customized view.

3. To add a New Contact, click the blue Plus button in the upper-right-hand corner of the screen and click on New Contact.

4. The Add Contact Information screen will appear.

Fields you can fill in on this screen include: 

• Contact ID (text box) 
• Contact Type (drop-down menu); you can choose from Employee or External  
• Email (text box); this field is required 
• Employee ID (text box) 
• First Name (text box) 
• Middle Initial (text box) 
• Last Name (text box) 
• Full Name (text box) 
• Title (text box) 
• Manager (drop-down menu); you can select the contact’s manager from a list of e-mail addresses 
• Business Unit (drop-down menu); if you pick out something from this list, a Department drop-down menu will appear. 
• Company (text box); appears when External is selected on Contact Type  
• Location (drop-down menu) 
• Address (text box) 
• City (text box) 
• State (text box) 
• Country (text box) 
• Primary Phone (text box) 
• Secondary Phone (text box) 
• Fax (text box) 
• Employment Status (drop-down menu); appears when Employee is selected on contact type. You can choose from Current, Furloughed or Terminated.  
• Status Change Date (date box); filled in automatically when the status is changed 
• Notes (text box) 
• Select Proxy (drop-down menu); the proxy is someone designated to receive and acknowledge legal holds on behalf of someone else. You can pick the proxy for this contact from a drop-down menu. If you have a proxy selected, a Notify me when proxy approves on my behalf check box.  This should be checked if the Custodian wants to know when the Proxy has approved their legal hold.  

Once you are done filling in the contact information, click Submit to save the contact.  

6. To edit a contact, click into the contact's Name on the contact screen.

7. The Contact screen will appear. On this screen, there will be an Edit Contact Information tab where you can click on Edit to modify any contact information. You can also click on Suspend Notifications to pause contact notifications about any legal hold where the contact is a custodian (in case of termination, the person leaving the department, etc.) or on View History under the More Actions menu.

View History will give you a glimpse of important events and updates involving the contact.

8. Once a contact is added to a hold, you will get a more detailed Contact Information screen. Here, you will receive tabs to view the contacts Acknowledged Holds, Unacknowledged Holds, Silent Holds (only available for admins), Released Holds, and any Changes.

You can also still click on the Edit Contact Information screen to update the contacts details and click on Update Proxy to change the proxy information.