Automate - Legal Hold Notifications QuickStart

 

The material in this document is for informational purposes only. This guide assumes that the most recent version of Rampiva Automate is in use unless otherwise noted in the prerequisites. The products it describes are subject to change without prior notice, due to the manufacturer’s continuous development program. Rampiva makes no representations or warranties with respect to this document or with respect to the products described herein. Rampiva shall not be liable for any damages, losses, costs or expenses, direct, indirect or incidental, consequential or special, arising out of, or related to the use of this material or the products described herein.

Introduction

This article describes the steps required to configure Rampiva Automate for notifying custodians of active legal holds and collecting survey responses from the custodians. Although Rampiva Automate supports authenticating with various popular services such as Microsoft 365, Google Account, LDAP, etc., this article will use a generic authentication mechanism for custodians which relies only on receiving emails with the link to the legal hold notification.

Prerequisites 


Instructions

A. Configure the SMTP Email Service

1

Browse to Rampiva Automate.

2

Select the Settings tab.

3

Select the SMTP Servers tab.

4

Click Add+ SMTP Server

5

Fill out the details of the SMTP email service.

If you don’t have access to an STMP email service, sign up for a GMail account and enable app passwords on the account. Then use the app password instead of the regular account password.

For public email services, the Username and the From field are typically set to the email address associated with the account.

6

Click Test to send a test email. In the To field, type in your email address to confirm that emails can be sent successfully from this service.

7

Click Add Server to finish the configuration of the SMTP email service.

 

1

Browse to Rampiva Automate.

2

Select the Settings tab.

3

Select the Authentication Services tab.

4

Click Add+ Managed Authentication Service.

5

Name the service Sample User List.

 

6

Uncheck the option Users Eligible for Legal Hold Administration

7

Click on the + (plus) icon and type in the name and email address for the users that you want to add to this list.

1

Browse to Rampiva Automate.

2

Select the Legal Hold tab and the Matters subtab.

3

Click Add + Legal Hold

4

Select the Internal - Lab client and the Testing matter.

5

Click Next to continue to Step 2.

6

In the Hold Notice section, select the Sample Hold template for notifying users when they are subject to a legal hold.

7

In the Release Notice section, select the Sample Release template for notifying users when they have been released from a legal hold.

 

8

In the Survey Notices add the Sample Survey #1 - Custodian Involvement template.

9

Click Next to continue to Step 3.

 

10

Click Next to continue to Step 4.

 

11

Name the hold Test Hold.

12

Select the SMTP Server configured in the previous section.

13

In the Scheduler URL section, enter the URL under which Rampiva Automate can be accessed by external users, for example https://rampiva-automate-globexinc.azurewebsites.net.

14

Leave the option Enable Single Sign-on Links checked, to allow custodians to log in and fill out forms directly from the notification email link.

15

Update the parameters with sample values.

16

Click Next to continue to Step 5.

17

Select the a user to have the role of legal hold administrator and click on the right arrow.

18

Click Next to continue to Step 6.

19

Select the users to add as legal hold participants and click on the right arrow.

20

Click Next to continue to Step 7.

21

Confirm the details of the legal hold.

 

22

Click Add to create the legal hold.

 

23

The legal hold now exists in the draft state. Click on the dropdown arrow near the legal hold name and then on Activate to activate the legal hold.

24

Log out with the administrative user by clicking on the user icon at the top-right and Logout

25

Check the email inbox of a test user.

26

Confirm that an email notifying the user of the legal hold was received.

27

In the email, click on the button View in Automate

28

The user should be automatically logged in to Rampiva Automate, and the legal hold notice will be displayed.

29

Scroll down to the bottom of the notice, check the box I acknowledge … and then click Submit & Next.

30

In the survey page, fill out the details and then click Submit & Next.

 

31

The user is now notified that he is subject to 1 legal hold and that there are no outstanding notices.

32

Log out with the administrative user by clicking on the user icon at the top-right and Logout

 

33

Browse to Rampiva Automate at and log in with the administrative user.

34

Select the Legal Hold tab and the Matters subtab.

35

Click on the active legal hold Test Hold.

36

Scroll to the Notices section and review the number of notices sent, viewed and responded to.

37

Click on the dropdown arrow near the legal hold name, and then click on Export.

38

Select all available notices, click on the right arrow, and then click on Export to export the legal hold details to a zip archive.

39

Review the contents of the Notices Overview.csv file from the zip archive.

 

40

Review the contents of the Responses.csv file from the folder Legal Hold Notice - … from the zip archive to see all custodian responses to this survey in a table format.

41

Review the contents of the HTML files from the folder Legal Hold Notice - …\HTML from the zip archive to see all custodian responses to this survey in printable format..