Message Templates

The Message Templates page contains all message (email) templates of a hold. The contents of a hold notice can vary based upon a number of factors including the scope of litigation, the way data is stored, the types of accessible data, and how types of data should be preserved. Nevertheless, we recommend creating carefully designed templates for all message types (the first Hold Notice, a Reminder, Escalation, Awareness Reminder and Lift Notice). This will ensure consistent and complete messages. It will also save time when creating a hold. Templates can always be edited to comply with the specific needs of a hold.

We have the following default templates:

Hold Notice
Template for the initial Hold message that is being sent to custodians to inform them when the Hold is issued or when they are added to an already issued Hold.
Reminder Notification
Template that is used to send reminders to custodians to inform them that they need to accept the Hold.
Escalation Notification
Template used to notify the managers of the custodians that their employees have not yet responded to a Hold Notice.
Awareness Notification
Template used to inform custodians that they are still on hold. You can use this template in combination with the message schedule. Especially useful for holds that have a long duration.
Lift Notice
Template for the Lift message that is being sent to custodians to inform them when the Hold is lifted or when custodians are lifted.
CC
Template used as an aggregated CC message. If a message has CC recipients, then these recipients will receive only one message (instead of a CC for every custodian that is set to receive the message). The CC template may contain the original message content and the list of recipients.
Custom
You can also send custom messages to custodians from the custodians overview in the Hold. For these custom messages you can define your own templates. You can use these for sending follow-up questionnaires, request a self-collection and more.

View, Filter & Sort

View created message templates and filter/sort them via the columns.

Note: Filtering/sorting works the same on all pages.

View a short animation of filtering and sorting on this page: Hold Management.

To add/remove columns, select the Settings icon

Then, select Columns and (de)select the appropriate columns.

Create Message Templates

Select
Define the New Message Template fields. Name, Type, Subject and Importance are mandatory.

Insert placeholders to add relevant links and information from the hold or matter automatically like the Auto-Accept placeholder (Accept Hold by Link) to accept a Hold Notice with one click. Alternatively, you can choose to add a link to the Custodian Portal where a Hold Notice can be accepted as well and also questionnaires can be answered.
Click Save.