Description

In the eDiscovery Platform Legal Hold Module, there may be a need to prevent legal hold emails from being sent out to custodians who are now terminated employees. This can be achieved through a simple workaround that involves changing the SMTP server hostname/IP temporarily. This article provides step-by-step instructions on how to implement this workaround.

How to prevent legal hold emails from being sent out to terminated employees in the eDiscovery Platform Legal Hold Module?

Resolution: To prevent legal hold emails from being sent out to terminated employees, follow these steps:

1. Access the eDiscovery Platform:

   • Log in to the eDiscovery Platform using your credentials.
   • Navigate to the System tab.

2. Change the SMTP server hostname/IP:

   • In the System tab, go to Settings.
   • Click on the General tab.
   • Locate the SMTP server hostname/IP field.
   • Change the SMTP server hostname/IP to a fake address, such as "DeleteMe.local".
   • Save the changes.

3. Release the terminated employees:

   • Navigate to the Legal Holds module.
   • Find the list of terminated employees who should not receive legal hold emails.
   • Release these terminated employees from the legal hold.
   • The system will send release emails, but emails will go to the fake SMTP server address.

4. Restore the SMTP server hostname/IP:

   • Once all terminated employees have been released, click to the System tab.
   • Access the Settings page.
   • Click on the General tab.
   • Update the SMTP server hostname/IP field with the correct setting.
   • Save the changes.

Note: By following these steps, legal hold can be released from terminated employees without triggering unnecessary email notifications.