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Add New Users to the System

This page details how to manually add users to the LegalHold system.

People vs. Users

People are added to the LegalHold application with the intention of adding them as recipients or attachments to a hold. People that are added to the Manage People module can be manually added or uploaded via a Comma-separated Values (CSV) upload process. 

Users are added to the LegalHold application with the intention of accessing the product to manage holds or the application. 

Full name option

Legal Hold added the Full Name option in the people list filters to be able to find by the full name.

Before, LegalHold allowed people to find by first name or last name, and now to avoid the coincidences with common names Legal Hold has a filter or search by option with full name.

C Level executives

We have added a toggle named C Level executives on the People record; it’s required to include the C-Level Executives in the view of "Add People - Recipients" and "Recipient list" views. For additional information, please refer to Add recipients to a hold.

User Roles

User roles within the LegalHold system are defined as follows:

Role  Functionality
System Administrator All access to the application including configuration
  • Create and Manage Holds
  • Manage People
  • Create Groups
  • Create Email templates
  • Create questionnaire templates
  • Create and manage collections for holds
  • Manage scheduled tasks and reminders
  • Access to all system configuration
  • Run reports
  • Create and manage question repository and templates
  • My holds: if custodian
  • My collections: if collector or system owner
  • Access to LegalHold Robust Logging
Legal Hold Admin
  • Create and Manage Holds
  • Manage People
  • Create Groups
  • Create and manage collections for holds
  • Run reports
  • My holds: if custodian
  • My collections: if collector or system owner
IT Admin
  • View holds
  • Manage people
  • Manage users
  • System configuration including system settings
  • My holds: if custodian
  • My collections: if collector or system owner
  • No access to Manage users
  • Access to LegalHold Robust Logging
Legal Staff
  • View holds
  • My holds: if custodian
  • My collections: if collector or system owner
Custodian
  • Automatically created
  • My holds
Collector
  • Automatically created
  • My collections
Data Steward
  • Automatically created
  • My holds
Super Hold Administrator
  • Create and Manage Holds regardless of matter security
  • Manage People
  • Create Groups
  • Create Email templates
  • Create questionnaire templates
  • Create and manage collections for holds
  • Manage scheduled tasks and reminders
  • Run reports
  • Create and manage question repository and templates
  • My holds: if custodian
  • My collections: if collector or system owner
  • No access to Manage users & System settings
Non-Hold Admin

Manages everything as a system administrator

  • Manage People
  • Create Groups
  • Create Email templates
  • Create questionnaire templates
  • Create and manage collections for holds
  • Manage scheduled tasks and reminders
  • Access to all system configuration
  • Run reports
  • Create and manage question repository and templates
  • My holds: if custodian
  • My collections: if collector or system owner

But cannot manage holds, including activities like:

  • Edit a hold 
  • Add Recipients 
  • Add/Edit Reminders and Escalations 
  • Release a Hold 
  • the Create New button at the top-right of the page. 
  • View the Hold Summary 
  • View the response specifics
  • Search for a particular hold
  • Sort the information by selecting the arrows next to each column name. 
  • No access to System settings
Hold System administrator
  • Create and Manage Holds
  • Manage People, but cannot add new users
  • Create Groups
  • Create Email templates
  • Create questionnaire templates
  • Create and manage collections for holds
  • Manage scheduled tasks and reminders
  • Access to all system configuration
  • Run reports
  • Create and manage question repository and templates
  • My holds: if custodian
  • My collections: if collector or system owner
  • Access to LegalHold Robust Logging

For additional information, please refer to the following pages:

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