ℹ️ In this article:
Creating Legal Holds
Click on the "Create new" button (located at the top left of the page)
Select "Create a new Legal Hold."
Step 1: Name your hold
By default, Logikcull will create a Project to store a Legal Hold. The Project will take on the name of your hold but the project name can be edited after it's created.
Projects are required for legal holds because legal holds are fully integrated with our Discovery product.
If you have an existing project that you'd like to add you hold to, you can select it from the "Select a project" drop-down.
If you're creating a legal hold from a Project page, you will not see an option to select a project.
Step 2: Create Message
"Start from a template" allows you to select an existing template. More information on how to add/edit/delete a Legal Hold template here.
Sender's Name: you can update the name that displays as the email sender. The default is the name of the user creating the hold. Note that only the display name will update, emails are sent from “firstname.lastname@example.org."
Email From (Premium Legal Hold subscribers only): select a verified email as a sender. More info on setting up Custom Sender Email addresses here.
Reply to Email: allows you to designate the recipient of a reply if a custodian replies to the legal hold email. The default is the email address of the user creating the hold.
CC Recipients: CC recipients will receive a copy of the hold message but will not be added as custodians.
Hold Message: This is the initial email sent to custodians and any recipients included as CC Recipients.
Reminder message: This is an optional text that will precede the legal hold email if you've select to "Resend" the legal hold in Step 4.
Release message: This is the email that custodians will receive when you release your legal hold.
Step 3: Add Custodians
Add custodians: you can copy and paste a list of email addressed by clicking on "Add custodians from..."
Available custodians: Logikcull stores the email addresses of custodians to whom you've previously sent legal holds. You can search select these under "Available custodians."
Selected custodians: custodians that will be added to the legal hold.
Silent custodians: the toggle next to each selected custodian allows you to set the custodian as "Silent." These custodians will be tracked as part of your legal hold but will not receive any emails.
When you add a new recipient to a Legal Hold, a new custodian will be created at the account level automatically. You'll need to include both a name and email address for your custodian in order to access the custodian across the account.
Preserve Data (Premium Legal Hold subscribers only)
Preserve data from Google services: Gmail, Google Drive, Google Hangouts, Google Voice.
Select an existing Google Vault matter or create a new one.
Set Preservation start and end dates (optional)
Select services to preserve
Step 4: Review & Send
Delivery: the default is to deliver immediately, but you have the option to choose a date and time for delivery.
Non-acceptance: sent to custodians that have not acknowledged their legal hold email (they haven't clicked on the button at the bottom of the email).
Resend email: the legal hold email is resent to all custodians at the specified frequency (the "Reminder message" is what precedes these emails).
Test Message: You can send a test message to yourself to check the content of your hold notice.
Review the summary to confirm your selections, then click "Create Legal Hold" to send your Legal Hold.
Download a report of all your holds
Click "Download Report" to generate a report that includes a list of all active, paused, and released holds and information such as: hold name, created by, created date, hold status, reminder frequency, custodian count, confirmed count, pending count, failed count, released count, and notes.
Release/delete your hold
To release or delete a Legal Hold, click the three-dot kebab in the corner of the hold card and make your selection.
After you select "Release Hold", you'll see a prompt that gives you the option not to send a release email to all custodians. If the box is not selected all custodians will receive a release email with the default release text.
What happens after I release my Legal Hold?
The Legal Hold status will change to "Released".
All custodians will show as "Released".
A "Released" hold cannot be changed to an "Active" hold.
You have access to view and edit notes associated with your hold and hold custodians.
You can continue to report on your Released holds until they are deleted.
Setting up Custom Sender Email Addresses for your Legal Holds
Increase trust, and open rates, for your Legal Hold notices by using custom sender email addresses.
ℹ️ This feature is available to Account Administrators and Account Owners.
If you have a premium Legal Hold account, you can quickly and easily set up your own custom email address to send Legal Hold notices. This address will appear as the sender when notice recipients see the message in their email inbox.
Creating the Custom Sender Email Address
💡 Tip: To future-proof your legal hold email deliverability, we recommend using an email alias (like email@example.com) as opposed to a specific user. That way, if the person responsible for managing Legal Holds changes in your org, you won't have to update the sender email address for existing holds.
From your Account, click on Account Settings > Preferences.
Scroll down to Custom Sender Email Addresses.
Enter the Sender Name. This will be the name that appears next to the smtp email address.
Enter the Sender Email Address.
Click "Add Custom Sender Email Address" button. An email will be delivered to you for verification of your request.
Verifying the Custom Sender Email Address
Check the email address used in the Custom Sender field, for a verification request from firstname.lastname@example.org, and follow the instructions to verify the custom email.
Using the Custom Sender Email Address in a Legal Hold
Following the link will take you directly back to your Logikcull account. Now your custom email address should be available from the drop-down menu in the "Email From" section of the Legal Hold builder. You can also save the Custom Sender Email Address as part of a Legal Hold template.
Removing Custom Sender Email Addresses from your Account
If you need to remove a Custom Sender Email Address from your project, simply return to Account > Preferences and click the three-dots kabob on the right side of your custom email address and delete it. You'll be prompted to choose an email address to replace the one you're removing.
Notes on Custom Sender Email Addresses
Custom Email Addresses are account specific, so the same custom email address can be added to several different accounts.
An address only needs to be verified once in any account to be verified everywhere.
If a verified address is added to another account, it should show up as verified immediately and no verification email will be sent out.
If an unverified address is added to another account, a new verification email will be sent.
Setting up the Google Vault Legal Hold integration
This integration streamlines your Gvault hold creation workflow when you send legal hold notices.
ℹ️ This feature is only available for Premium Legal Hold subscription plans.
Logikcull’s Google Vault integration with Legal Holds eliminates the additional steps involved in creating holds in Google Vault when you send out legal hold notices.
Permissions needed to use the Google Vault integration
Logikcull: Account admin
Google Vault: Manage Matters and Manage Holds. More information on Vault permissions can be reviewed here.
Using the Google Vault integration in Logikcull
Click on Create a new Legal Hold
After you select your custodians in Step 3, you’ll see a Preserve Data step.
On the Preserve Data step, toggle the Google Vault option at the top right of the window.
If it’s your first time using the Google Vault integration you’ll be asked to log into the Google account you want to connect to. Once connected, you’ll be asked to grant Logikcull access to your Google Vault account. Make sure you click on all three boxes before you continue.
Select or create a Google Vault Matter. If you already have a Google Vault matter for your legal holds you can select an existing matter otherwise enter a matter name and Logikcull will create a new matter in Google Vault for you.
Dates. You have the option to select a preservation start and end date.
Services. Select the Google Workspace services you want to preserve.
What happens in Google Vault?
If you did not select an existing Google Vault matter, Logikcull will create a new matter in Vault.
Logikcull will create a legal hold in the Vault matter for each service selected. Logikcull created legal holds will be named “Logikcull: [Project name] - [service]”
You can open the “Data” section of a custodian to see which services were preserved and if any failed to preserve (if a custodian is not in the data source or if a hold with the same name exists in the matter.
What else do I need to know?
Changes made in Google Vault will not be reflected in Logikcull. If you need to add a custodian or release a legal hold, you should make these changes in Logikcull and Logikcull will send updates to Google Vault.
Releasing or deleting your Logikcull Legal Hold will delete your legal holds in Google Vault. Note that Logikcull will not delete the Google Vault matter.
Adding a Survey to Your Legal Hold
To include a Survey with your Legal Hold, just select the "Include a Survey" checkbox when creating a new Legal Hold. Continue to build your Legal Hold by selecting "Next."
When you arrive at Step 4 of Legal Hold creation, you will be presented with the Survey builder.
Adding new questions
The Survey will have one blank question on the form by default. Fill in the first question and choose an Answer type, then select "Add another question" to continue building your Survey.
Questions can be re-ordered by dragging them.
The following answer types can be used for your Survey questions:
Sending the Survey
When Custodians accept a Legal Hold that includes a Survey, they will be re-directed to the Survey automatically.
Reviewing Survey Results
Completed Survey answers can be accessed from the Legal Hold management page. Select a Legal Hold, then press Download > Download Survey CSV. A report will be downloaded to your computer.
How do I access Legal Holds in Logikcull?
Only Account Owners and Account Admins can access, view, and edit Legal Holds. You can access your legal holds and create new holds by clicking on the "My Legal Holds" icon in the navigation bar on the left of your screen.
ℹ️ The Holds section of the app is not visible to non-account admins.
How do I create a legal hold?
You can create a hold from the My Legal Holds page (for Premium Legal Hold subscribers only) and the Projects page, under the Holds tab.
If all my custodians are "silent" custodians, will carbon-copied recipients receive a copy of the hold?
No. If all custodians are "silent" or hard-bounce, the hold will not be sent.
Will my custodians see all hold recipients?
No. Each custodian will only see that the hold notification was sent to them individually.
How do I add/edit/delete a Legal Hold template?
You can create a Legal hold template from the "Add New" drop-down on the Legal Holds page.
You can also add, edit, and delete Legal Hold templates by navigating to My Accounts > Preferences > Legal Hold Templates section. The Legal Holds Templates section will be at the bottom of the Preferences tab page.
How do I edit or delete a Legal Hold template?
Edit: locate the template you want to edit and click on the menu on the right. Select "Edit template" to load the template. All options available during template creation (see above) can be edited.
Delete: locate the template you want to edit and click on the menu on the right. Click "Delete template" and confirm deletion. Deletion is permanent but any Legal Holds sent using the template will not be affected.
How do I add an attachment to a Hold message?
To add an attachment to the Hold Message, click the paperclip icon on the far right side of the toolbar.
Select a file from your local computer to attach to your Hold Message.
The attachment will appear on the bottom of the Hold Message with a "Pending" icon. The hold will remain in a pending state while our system runs a virus scan on the document.
You can proceed to next steps while attachments are being scanned, but will be unable to send the notice until this step is complete.
You can add up to 5 separate attachments to a legal hold, totaling up to 7 MB.
Accepted file extensions are
csv, doc, docx, pdf, txt, xls, xlsx.
Attachments cannot be downloaded from the Hold Message form, but you can send yourself a notice preview.
How do I edit a Legal Hold?
Click the "Edit Hold" button from the upper right-hand side of the page to make changes to an existing Legal Hold:
If changes are made to the Hold Message, only newly-added custodians will receive the updated message. To send the updated message to existing custodians on the hold, click "Send" next to that custodian's name:
If you need to deliver a new Hold Message to all custodians (including those who have already been confirmed), you will need to create a new Legal Hold.