Legal Holds custodian summary page – Knowledge Base

The Legal Holds custodian summary page lets Organization Admins and Legal Hold Organization Admins review custodian information across legal hold matters from a single organization-level page, instead of checking matters one by one. It helps you review custodian activity from one place instead of opening individual matters to understand hold-related statuses across the organization. It also helps you identify follow-up needs more quickly by spotting outstanding activity and prioritizing next steps.

Requirements

To use the custodian summary page, you must be either an Organization Admin or a Legal Hold Organization Admin

Access the custodian summary page

To use the new page, go to Organization home > Legal Holds > Custodian overview.

Custodian overview table structure

The custodian overview table has a row for each custodian and columns for each legal hold type — MATTERS, HOLD NOTICES, and DATA PRESERVATIONS — along with relevant sub-columns. These columns are:

View more details

To view additional details about legal holds tracked in a cell, select the cell. A detail panel appears on the right side of the screen.

Filter the custodian overview table

You can filter the custodian overview table to narrow the list of custodians shown on the page.

For a quick filter on the Custodian column, select the filter button in that column header. Then enter the value you want to filter by, and select Apply.

For more targeted filtering:

Select Advanced filtering.

This opens the Advanced filtering dialog.
Use the Add filter button to add filters such as Matter, Directory, Custodian property, and Matter field.
Then select Apply filters.

Adjust alert thresholds

The page’s settings button opens the Alert thresholds menu. Here you can adjust the following values as needed:

Oldest not acknowledged
Last acknowledged
Last login

Adjusting alert thresholds does not change which custodians are shown, but they can help you review filtered results by adjusting when alert icons appear in time-based columns.

Export filtered custodian lists

You can export filtered custodian data from the custodian overview table.

To export filtered custodian data:

Apply any filters you want to the custodian overview table.
Select the Export filtered legal holds button.
Select one of the following options:
- Export filtered custodian overview (CSV): Choose this option if you want a report about the holds themselves. The report contains one row per legal hold instance and contains fields like matter name, hold name, service, data source, counts such as total custodians, acknowledged, not acknowledged, active, released, and other hold metadata.
- Export custodian summary (CSV): Choose this option if you want a report about which custodians are on which holds, along with richer custodian details. The report contains one row per custodian-in-hold instance; if the same custodian is in multiple holds, they appear in multiple rows. It’s a custodian-level report with custodian properties like custodian name, custodian email, directory, department, manager, plus hold-specific fields like hold name, legal hold type, custodian status, and acknowledgement status.
  Note
  Both of these export options are also available from the export menu on the primary Organization home > Legal Holds page.

MATTERS:
Active: The number of ongoing, active matters that the custodian is in NO HOLD: Matters where no legal hold has been placed on the custodian SILENT: Matters that are "silent" (meaning that the custodian is on an unnotified hold with only data preserved)
HOLD NOTICES:
Active: The number of active hold notices the custodian is on ERROR: Indicated by a red tag; shows notices that failed to send to the custodian or encountered an error NOT ACK. (Not Acknowledged): Indicated by a yellow tag; shows notices that the custodian has received but not yet signed or acknowledged Oldest not ack.: The length of time the oldest unacknowledged notice has been pending (e.g. "5d" for 5 days). Last ack.: The date/time of the last acknowledgment, if applicable (e.g. Jan 28, 2026 )
DATA PRESERVATIONS:
Active: The number of active data preservations tasks ERROR: Indicated by a red tag and dot; shows preservations processes that failed PENDING: Indicated by a yellow tag; shows preservation tasks waiting to process Last sync: Shows how long ago the data was last synchronized. (e.g. 258d ago)