Add a new custodian to an existing legal hold matter

Add a new custodian to issue the legal hold notice if a user is later identified as responsible for preserving data relevant to the existing legal hold.

Before you begin

Role required: sn_lg_hold.legal_hold_fulfiller

Procedure

1. Navigate to All > Legal Request > Legal Counsel Center.
2. Select the List icon ().
3. In the Default list tab, navigate to Matters > All
4. Select the legal hold matter from the list.
5. In the Custodians tab, select New.
6. On the Create New Custodians form, in the Custodian name field, select the Search for Record icon () and search for and select the custodian name.
   Only users with the custodian role are available in the list. For more information, see Assign the legal user role to a custodian.
7. On the form, fill in the remaining fields.

   Table 1. Create New Custodians form

   Field	Description
   Legal matter	Legal matter with which the custodian is associated. This field is automatically set to the parent matter number and a description.
   Custodian email	Email of the custodian. This field is automatically set to the custodian’s email when the custodian is selected.
   Data sources	Data source type related to the legal hold matter such as documents, spreadsheets, presentations, emails, and attachments.

8. Select Save.
   • A new custodian is added under the Custodians tab.
   • A new task is created for a new custodian under the Tasks tab, with the initial state set to Draft.
9. Issue a legal hold notice to the newly added custodian.
   1. In the legal matter page, select Preview and issue hold.
   2. In the legal hold notice, select Edit.

      A legal hold notice opens in an editable format.

      
   3. Customize the template by substituting your company's name for the placeholder text and adding any additional information you want to include.
      Warning:

      Do not modify the JavaScript variables marked with ${ } in the legal hold template. Editing these variables might corrupt the template and prevent the legal hold notice from being generated.

      If you want to revert the changes, select Discard changes.

   4. Select Save and preview.
   5. Review the edited legal hold notice and select Issue legal hold.

Result

The message Legal hold notice has been sent to X custodians appears in the Activity section.

A legal hold notice is issued to the custodian via email, with the fulfiller copied in the Cc field.

In the Tasks tab, the state of the task changes from Draft to Assigned.

In the Artifacts tab, the legal hold notice sent to the custodian is automatically attached.