Automate - Configuring Legal Hold Notices and Templates

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Introduction

This article guides Rampiva Automate users through the steps of creating Notice Templates, SMTP Servers and Legal Holds.

Prerequisites

Rampiva Automate v5.4 or later
Rampiva Automate Corporate License Class

Instructions

A. Create a Hold Notice Template

1	From the Settings page, select Notice Templates from the settings tree.
2	From the notice template tabs select Hold.
3	Click the Add + button to create a new Hold Notice Template. Notice templates are templates that can be used for legal holds to create notices.
4	Type Sample Hold for the name of the hold notice.
5	Add the parameters {counsel_name}, {claim_description}, {contact_email} and {project_name} for the hold notice template. Parameters will be evaluated in the body of the notice template, defined in the next page.
6	Click next.
7	Type Legal Hold Notice - {project_name} for the subject of the hold notice template.
8	Enter the body for the hold notice template. For example
9	Click next.
10	From the survey form, add a new form item.
11	Change the form item from input to checkbox.
12	Enter I acknowledge the receipt of this notice and understand the received instructions. for the label of the checkbox.
13	Click next.
14	Review and confirm hold notice template.
15	Click save.

B. Create a Release Notice Template

1	From the Settings page, select Notice Templates from the settings tree.
2	From the notice template tabs select Release.
3	Click the Add + button to create a new Release Notice Template.
4	Type Sample Release for the name of the release notice.
5	Add the parameters {counsel_name}, {contact_email} and {project_name} for the release notice template.
6	Click next.
7	Type Legal Hold Release Notice - {project_name} for the subject of the release notice template.
8	Enter the body for the release notice template. For example
9	Click next.
10	From the survey form, add a new form item.
11	Change the form item from input to checkbox.
12	Type I acknowledge the receipt of this notice and understand the received instructions. for the label of the checkbox.
13	Click next.
14	Review and confirm release notice template.
15	Click save.

C. Create a Survey Notice Template

1	From the Settings page, select Notice Templates from the settings tree.
2	From the notice template tabs select Survey.
3	Click the Add + button to create a new Survey Notice Template.
4	Type Sample Survey - Data Collection for the name of the survey notice.
5	Add the parameters {claim_description} and {project_name} for the survey notice template.
6	Click next.
7	Type Legal Hold Survey - {project_name} for the subject of the survey notice template.
8	Enter the body for the survey notice template. For example
9	Click next.
10	From the survey form, add two new form items.
11	Change the first form item from input to header.
12	Type Data Upload for the title of the header.
13	Change the second form item from input to data upload.
14	Type Electronic Files of All Types (Microsoft Word, Excel, Adobe, etc) for the label of the data upload.
15	Check optional for data upload.
16	Click next.
17	Review and confirm hold notice template.
18	Click save.

D. Create SMTP Server

1	From the Settings page, select SMTP Servers from the settings tree.
2	Click the Add + button to create a new SMTP Server.
3	Type Sample SMTP Server for the name of the SMTP server.
4	Enter the host for the SMTP server. For example smtp.gmail.com.
5	Enter the port for the SMTP server.
6	Enable Authentication.
7	Enable TLS.
8	Enter the username. For example test@gmail.com.
9	Enter the password. The password is for the username you provided in the previous step.
10	Enter the from address. For example test@gmail.com.
11	In the bottom right, click add server.

E. Create Legal Hold

1	Hover over the Legal Hold menu and select Matters.
2	Click the Add + button to create a new Legal Hold.
3	Select client from list on left side of pane. For example Sample Hold Client.
4	In this step we will select the matter for the legal hold, for each custodian in the legal hold a data set will be created when the custodian uploads files from the survey notice. Select matter from list on right side of pane. For example Sample Hold Matter.
5	Click next.
6	Select Sample Hold for the notice template of Hold Notice Configuration. Select the hold notice template we created in Section A of this article.
7	Select Sample Release for the notice template of Release Notice Configuration. Select the release notice template we created in Section B of this article.
8	Scroll down and add a new survey notice template.
9	Select Sample Survey - Data Collection for the notice template.
10	This step is optional. Enable respond by.
11	This step is optional. Enable remind every.
12	Select sample reminder notice template. For example Sample Reminder.
13	This step is optional. Enable escalate failed responses.
14	Select sample escalation notice template. For example Sample Escalation.
15	Click next.
16	Type Sample Legal Hold the name for the legal hold.
17	Select data repository for legal hold. For example Legal Hold Data Repository.
18	Select Simple SMTP Server for the SMTP server of legal hold.
19	Enter the Scheduler URL. For example http://localhost.
20	Type In-house Counsel for parameter Counsel Name.
21	Type Description of the claim. for parameter Claim Description.
22	Enter contact email for parameter Contact Email, for example legal@rampiva.local.
23	Type Marketing for parameter Project Name.
24	Click next.
25	Select the first administrator in the available list for legal hold.
26	Click next.
27	Select two custodians in the available list for legal hold.
28	Click next.
29	Review and confirm settings.
30	Click add.
31	From the legal hold menu to the right of the legal hold name, click activate.
32	Logout of Rampiva Automate.
33	Login to a custodian of the legal hold.
34	Click on the first notice under the respond header.
35	In this step we are acknowledging that we are on hold. Scroll to bottom of pane and click the checkbox.
36	Click submit & next.
37	In this step we will select files from our computer that are relevant to this legal hold. Click the upload button.
38	Select some files to upload. For example select .docx, .pdf, .xlsx files from your computer.
39	In this step we are uploading the files that we have selected from our computer. Click upload.
40	In this step we are submitting our response to this notice, once submitted a data set will be created and finalized with the files that we uploaded from our computer. Click submit and next.
41	Logout of Rampiva Automate.
42	Log into an administrator of the legal hold.
43	Hover over legal hold and select matters.
44	Select the sample legal hold. Select the legal hold we created.
45	In this step we will release all custodians from hold, this will send the release notice to all the custodians of this legal hold by email. From the legal hold menu to the right of the legal hold name, click release.
46	From the legal hold menu to the right of the legal hold name, click archive.