Consolidate automatic legal hold reminders

Admins can consolidate legal hold notifications for custodians associated with multiple hold notices. This drastically reduces email volume for custodians associated with a large number of legal holds. It also simplifies your custodian’s workflow by putting all requests in one space. This helps them keep track of what deliverables are needed and reduces the likelihood of them overlooking reminders.

The consolidated reminder setting is applied at the organization level. Because of this, the email is sent to all custodians in your organization with active, unacknowledged hold notices.

This article covers how to consolidate hold notices emails and how to customize the resulting email.

Requirements

You must be an Organization Admin or Legal Hold Organization Admin to edit organizational legal hold settings. 

Set up consolidated hold notice emails

To enable this option:

1. Go to Organization home > Legal Holds > Settings.
2. In the Hold notice reminders section, select Consolidate automatic email reminders to all custodians in this organization with issued hold notices.
   
   This opens the template email.
   
3. Edit the email header:
   1. Select the Edit email header button to begin editing the header.
      

   2. In the Reply-to contact section, enter a name in the Name field and a corresponding email address in the Email field.
      

      Important

      Consolidated reminders to custodians are not functional until a Reply-to contact is specified.

   3. [Optional] Edit the Subject field.
   4. When ready, select Save.
4. [Optional] Enter a monthly cadence for reminders and a start date
5. [Optional] Select the email body or Edit reminder message to make an update.
6. [Optional] Select Send test email to send a test email to yourself.

Override email consolidation for select hold notices

By default, Custodians receiving the consolidated email notification will not receive reminder notifications individually for any legal hold. This should be considered if you have custom notification messages written for any hold notices.

You can exclude a hold notice from the consolidated reminder setting by checking the Exclude this hold notice from this organization’s consolidated hold notice reminder email checkbox in the Reminder setting step of the hold notice creation wizard. This sends a separate reminder email for that specific hold notice.