LEGAL HOLD What's New

What

Improved sending notifications like reminders and escalations based on the custodian issue date and changed the Hold scheduling UI.

Why

To make the scheduling more transparent and make it easier to add custodians to an issued hold.

How

Notifications are now based on the custodian issue date/ time, and within the hold schedule settings, you can view per custodian when notifications will be sent.

What

Changed the Escalation notification schedule to support escalations for custodians that are added later on.

Why

To make sure all custodians that are added after the Hold was issued, will move to the escalation workflow automatically if no responses are received.

How

Escalations are now based on Custodian issue date/time and no longer on Hold issue date/time.

• Custodian Notes are now fully exported when using the standard export option in the Custodian overview in the Hold.

What

Notes can now be added to Custodians.

Why

To assist in organization and searching.

How

Open the Custodian Tab from within Hold Management> Click the Note Icon>Enter the note and click Save.

What

You can now send messages from a designated email address. When recipients click the reply button, their responses will be directed to the specified reply address.

Why

To provide an option to initiate emails from your personal address, while replies are directed to, for instance, a centralized legal department mailbox.

How

When setting up the profile:

Click Show More and the Change icon. The User Reply Address window will open.

Enter the reply address that you wish to use> check the box> click Save.

What

Labels can be added to matters, holds and custodians.

Why

To assist in organization and searching.

How

Open Matter Management>Click the Label Icon>Enter the Label Name.

Open Hold Management>Click the Label icon>Enter the Label Name.

Open the Custodian Tab from within Hold Management> Click the Label Icon>Enter the Label Name.

What

You can now perform in-place preservations for M365 Teams, SharePoint and Shared Mailboxes.

Why

To simplify the preservation of Teams, SharePoint sites and Shared Mailboxes.

How

Set up the new M365 Preservation Explorer integration, create your new preservation locations and select these in locations in your Hold to start preserving your valuable information.

What

• You can paste a list of email addresses in the column filter option to quickly add custodians to a hold. No need to select these individually. Just paste your list of email addresses and all custodians are selected. This functionality has been extended to quickly select multiple values to all filters in the grids, selection options and other filters.

• You can simply paste a list of custodian names or email addresses in the custodian filter of a Report and all custodians are automatically selected.

Why

To speed up the process and eliminate the need to manually select individual records.

How

Open Hold Management>Select your Hold> Click Custodian Tab>Copy list and Paste in the Filter On field.

Open Reports>Select Custodian Report>Open List view>Paste copied list in Filter Field.

What

LEGAL HOLD rebranding

Why

Application branding now reflects that LEGAL HOLD is a Reveal product.

How

• Changed LEGAL HOLD to

• Updated logo

• Refreshed color scheme

What

The Developer role has been added to support developers building integrations.

Why

This will allow a user to have full access to the API page without having full access to all areas.

How

An Administrator must assign the Developer role to a user. Access will be limited to the API page.

• The filter limits for CSV versions of reports (from UI) and CSV/JSON report (from API) are removed. Previously, some reports could not be generated. A CSV version of a report can be downloaded allowing you to create your own report locally in Excel.

What

Currently, the IPRO LEGAL HOLD solution messages come from noreply@legalhold.one or noreply@legalhold.eu. The sender email address will be changed to include the subscription name.

Why

To improve security and trust when receiving email messages from the IPRO LEGAL HOLD app.

How

If the subscription name is https://yoursubscriptionname.legalhold.one, the new emails will be coming from yoursubscriptionname-noreply@legalhold.one.

What

Change of the "UserPrincipleName" in the API into "Login" and added the option to display "Login" as a column in the Address Book.

Why

To provide access to more employee details and add similar values from other Identity Management systems.

How

New naming is included in the API export options and using the column selector in the Address Book you can add the "Login" field to your view.

What

Google Workspace Gmail has been added as an option to Email Integration.

Why

To provide users with the option to add their Gmail account for sending and receiving Hold messaging.

How

Open Profile Settings> Click Enable> Select Google Workspace Email and click Continue.

Select your email account or add your gmail account. Sign in and click Next.

You will get a message from Google asking for your consent. Check the box to send email, and any other options you want to include. Click Continue.

What

All pop-ups in the application can be moved and some can be resized.
Pop-up (re)positionining and (re)sizing is stored.

Why

To improve the user experience.

How

Move a pop-up by clicking on it, then dragging and dropping it in another position.

Resize a pop-up by clicking and holding a corner or side, then adjusting and releasing it in the new size.

What

Questionnaire preview results can now be viewed and downloaded (as PDF) by Managers and Viewers (in addition to Custodians).

Why

To enhance capabilities for different users.

How

Click on the eye icon to view Questionnaire Results. Click to download as PDF.

What

Improvements in selection of custodians in the Custodian and Custodian Preservation Reports.

Why

To make it easier to find custodians and run complete reports.

How

The custodian filter now contains only custodians, not the full list of contacts from the Address Book. Deleted users that are still custodians remain visible in the filter list.
You can now search for the Name or Email Address of the custodian. The reports contain additional custodian details like Employee Number and Job title.

What

Added Public API to read Matter-specific information.

Users with a System Administrator role can now access the API in the Explorer without an API key.

Why

To provide an API-enabled method for viewing Matter details.

How

Information and instructions are available on the API page (Swagger).

What

Add email address aliases to contacts in the Address Book.

Why

Include alternative email addresses and email aliases belonging to contacts. Find contacts by searching for their alternative addresses or aliases.

How

Complete Contact Synchronization configuration with Microsoft Entra ID or Okta. Navigate to the Admin Center > Subscription > Address Book Synchronization. Open Settings. Under Email Address Aliases, select the source (Microsoft Entra ID or Okta). Click Run Synchronization. Contacts' email address aliases can then be viewed from the Address Book.

Perform manual changes. Open the Address Book and create a new contact or edit an existing contact. Enter their alternative email addresses in the Email Address Alias field.

Contact Synchronizations and changes made to contacts, are recorded in the Tenants Audit.

What

Added Public API to read Hold-specific information.

Why

To provide an API-enabled method for viewing Legal Hold details.

How

Information and instructions are available on the API page (Swagger).

What

Several bug fixes.

Why

To prevent errors in the system and improve security.

How

• Solved issue with System Administrator receiving security restrictions error in the Subscription > Tenants section.

• Solved error encountered for Hold Message CC Preview when the Lift notification contains attachments.

What

Improved user experience for viewing and editing matters and related holds.

Why

To have a better overview of the matter and related holds and custodians.

How

Open the Matter Management and open a matter.

• Improvements to Public API model (requires change by users).

• Stricter rules for data import in DRAFT mode.

• Solved issue with exporting answers of large questionnaires to PDF.

What

Public API for downloading reports and API key generation.

Why

To provide an API-enabled method for downloading specific reports.

How

Open Admin Center > Click Subscriptions, select API Keys.

What

CSV export of the Custodian Report is extended with additional metadata.

Why

To build more custom overviews of the Custodians that are part of a Hold.

How

Run the Custodian Report and download as CSV.

What

LEGAL HOLD offers the ability to synchronize contact details in the Address Book with Workday. This integration contains the credentials that allow you to connect to Workday and extract needed user information.

Why

Using Workday can enrich your address book data.

How

Configure Workday integration by selecting the Learn More link below.

• Improved directory synchronization management with the Address Book

• Added support for synchronization of more properties from Microsoft Entra ID like Employee ID, Employee Status and more

• Changed naming of some properties in Address Book

• Added the ability to select which properties to synchronize between your directory (Okta or AAD) and Address Book

• Changed the naming of field names in the Address Book. Given Name is now First Name and Surname is now Last Name.

• Improved pasting of text into the body text of message templates

What

• Certain UI elements have changed as a result of a library update (Material 3.0). This mostly affects edit dialogs.

• Date fields can now be added by typing in the date. Previously you had to use the date navigator.

Why

Improvements in readability and accessibility for users.

How

Type in the needed date within the appropriate field. The calendar highlights the specified date automatically.

What

Attachments of messages can now be opened from the audit log directly.

Why

Improve ease of use in viewing attachments.

How

Navigate to the Audits page, select a message, and click the attachment within the Event Details pane.

What

Hold Notice is now available in Custodian Portal.

Why

Gives the custodian more information about their holds.

How

The custodian can click on the option to view the Hold Notice.

What

Added the option to import audit events when the subscription is in Draft mode.

Why

Improve conversion from other Legal Hold systems and keep the audit information.

How

In the import option you can now include uploading audit events.

What

Ability to set individual and group access rights to matters and holds.

Why

Allow multiple business units to access their own matters and holds.

How

Use the new security roles and set access rights when creating a matter.

What

Increased the length of the Hold Description field.

Why

Ability to add more detailed information.

How

Create a Hold and fill out the description field.

What

Added new reports: Custodian Profile Change Report and Custodian Leaving Report.

Why

Get a clear overview of the custodians requiring action by the Hold Manager.

How

Run the new reports from the Report section.

What

Change Import option in the Subscription Draft mode to support the import of custodians that are not in the Address Book.

Why

Import external Hold information with ease.

How

Use the Import function to import external Hold information when setting up a new subscription.

What

Several bug fixes.

Why

Prevention of errors in the system.

How

Fixed duplicated import of Okta users, Direct Hold Acceptance link issues.

What

Ability to change the preservation locations and preservation dates for an issued hold.

Why

Make modifications to the preservation when custodians are already notified.

How

Open the preservation setting in the issued hold and add or remove locations or change the preservation dates.

What

Ability to allow other tenants (identity providers) to connect to a subscription and prevent access to tenant information.

Why

Allow others (ie ZyLAB Support) to manage and service the legal hold process in your subscription.

How

Mark the tenant in the Tenants overview as Service Tenants.

What

Perform an in-place preservation in Microsoft 365 E3 and E5 for Mailboxes.

Why

Prevent spoliation of email data.

How

In the Preservation settings of a Hold you can set for which custodian you want to preserve the Mailbox.

What

Edit the notification schedule for new Holds.

Why

Enables the Global Hold manager to set the notification schedule according to their company procedures.

How

Change the Subscription Settings.

What

Placeholder for accepting Hold Notifications with one click.

Why

Faster acceptance of Notices.

How

Add Placeholder to notice.

What

Export your existing hold information.

Why

Re-use this information in other places or systems.

How

Select the Export button.

What

Perform bulk imports of hold information from other systems.

Why

Share hold information.

How

Import option in Draft state.

What

Show planned schedule for email notifications.

Why

Better inform the user about when notifications are sent.

How

Display planned schedule on the scheduling page in the Hold.

What

Hold Owner selection lists are filtered for users with Global Hold Manager or Viewer role.

Why

Fast navigation to Hold Owner name.

How

Use Hold Owner selection list.

What

Option to export standard reports to CSV.

Why

Provide more flexibility for generating reports.

How

Use the CSV export option for standard Reports.

What

Added search filter option for long selection lists.

Why

Easier navigation.

How

Use the search filter for column and/or message template selections.

What

Manage access of users from different tenants to a subscription.

Why

Gives more control to the System Admin of the subscription.

How

Open Subscription Settings page in Admin menu > Tenants option.

What

Direct navigation to What's New, Documentation and Help Portal.

Why

Access relevant information with ease.

How

Use the links in the menu.

What

Improved the scheduling settings for notifications.

Why

Extend the timing options for notifications.

How

Added a longer range to set the timing of notifications and improved reliability.

What

Deletion of large sets of users during synchronization.

Why

Improved reliability and performance.

How

Synchronize Contacts in Address Book.

What

Extract Manager email address (Okta Universal Directory).

Why

Store the manager email address in different ways.

How

Synchronize Contacts in Address Book with Okta.

What

An additional page to view personal settings.

Why

Check email preferences (consent).

How

Select it via the arrow in top right corner next to user name.

What

Tenant name is added to user name.

Why

Easily identify (identical) users across tenants.

How

Automatically displayed in user lists.

What

Filter on Hold Status(es).

Why

Quickly generate a clear custodian report.

How

Select the Hold Status(es) of custodian(s) before generating the report.

What

Synchronize users via Okta API.

Why

Sync users from Okta Universal Directory.

How

Configure permissions and grants in Okta. Then, synchronize contacts.

What

New login process for Legal Hold.

Why

Support for additional identity providers.

How

Fill out your subscription name.

What

Added Okta as an identity provider.

Why

Support for clients that use Okta as their Identity Provider.

How

Use your Okta account to sign in.