Legal Hold Workflow

Why should we automate legal hold notices instead of sending them manually by email?

Manually tracking legal holds across custodians and matters in email threads makes it hard to know who has acknowledged a hold and who hasn't. This workflow creates a record per custodian with a status that updates automatically as the hold moves from issued to active to released, so the current state is always visible. It also removes the need to manually follow up, since the workflow waits for the custodian's acknowledgement before progressing.

What is the ROI of using this workflow compared to handling legal holds in spreadsheets?

Spreadsheets require someone to manually update statuses, chase acknowledgements, and remember to notify the legal owner and custodian at each stage. This workflow automates those notifications and status changes, reducing the administrative time spent per custodian and lowering the chance a hold is left unacknowledged or unreleased. The record's timeline also provides a clear history of what happened and when, without extra effort from the legal team.

How does the custodian acknowledge the legal hold?

The custodian receives an emailed form containing the hold notice, asking them to confirm they acknowledge the hold and will not delete or alter relevant records, and giving them the option to ask questions. The workflow waits for their reply before updating the record status to Active. Their acknowledgement and any questions are saved on the record.

Who is responsible for authorising release of the hold?

The legal owner is given a task with no due date, since release depends on when the matter concludes rather than a fixed deadline. When they complete the task, they record the release date and release notes, which the workflow waits for before saving those details to the record and updating the status to Released. This keeps the release decision with the person accountable for the matter.

What happens after the legal owner authorises the release?

Once the legal owner records the release date and notes, the workflow saves these details to the custodian's record and updates the status to Released. The custodian is then emailed a notice confirming the hold has been lifted and that their records can return to normal handling. This gives both the legal owner and custodian a clear, documented endpoint for the hold.

Can we customise the intake form or the fields captured for each matter?

Yes, the request form fields, such as legal owner details, matter reference, custodian information, data sources held, and preservation scope, can be adjusted to match how your organisation documents legal holds. Changes can be made by describing the desired update in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed over time.

Does the legal owner need to create an account to receive updates?

No, the legal owner and custodian interact with the workflow entirely through emailed forms and notices, without needing to log into any account. The legal owner is notified by email once the custodian acknowledges the hold, including any questions raised, and later completes their release task within the platform as an assigned workspace user.

What visibility do we have into the status of holds across many custodians?

Each custodian has their own record with a reference number, current status, and a timeline showing what has happened so far, such as Hold Issued, Active, or Released. Table views and dashboards display records grouped by status, making it straightforward to see how many holds are active, pending acknowledgement, or released at any point. Workspace activity related to the process is also logged.

How does this workflow handle a custodian who asks questions instead of simply acknowledging the hold?

The hold notice form allows the custodian to submit optional questions alongside their acknowledgement. Any questions they raise are shared with the legal owner in the notification sent once the custodian has acknowledged the hold, so the legal owner is aware of concerns as soon as the hold becomes active. This keeps communication between custodian and legal owner documented within the same record.

Should we rely on this workflow for legal or regulatory compliance around litigation holds?

This workflow records the statuses, dates, notes, and communications associated with issuing and releasing a legal hold, giving your team a documented timeline for each custodian. However, each business should confirm its own legal and regulatory obligations regarding litigation holds and record retention with appropriate counsel. The workflow supports organised tracking but does not itself determine or guarantee compliance.