Add New Users to the System

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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. The application prevents users from logging in if they have inactive lookups or if the associated user has an inactive status.

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.

The dropdown tab allows the users to filter people based on the following options:

First name
Last name
Full Name
Email
Employee Number/Id
Organization
Department
Status
Network ID
C level Executives

And the people list is sortable and searchable based on the column headers.

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 capture/access communication about custodians regarding questionnaires and holds Access to add comments within the application
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 capture/access communication about custodians regarding questionnaires and holds Access to add comments within the application
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 capture/access communication about custodians regarding questionnaires and holds Access to add comments within the application
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:

People vs. Users

Full name option

Filter options

C Level executives

User Roles