Configuring the global hold reminder

The global hold reminder is an email that summarizes a custodian's obligations across all holds (or a subset of holds). It includes a link to the Global Reminder tab on the My Holds page where the custodian can confirm all holds with a single mouse click. The global hold reminder can be applied selectively to hold notice templates and to individual hold notices; not all notices need to use the global hold reminder.

1. Log in to the IBM® Atlas Policy Suite web client as a system administrator.
2. Navigate to Admin > Components and configure the parameters of the GLOBAL_HOLD_REMINDER component.
3. Navigate to Admin > Global Hold Reminder and click Edit.
4. Use the following fields and options to configure the global hold reminder, then click Save or Save and Preview, which takes you to the Preview tab.

   Resend Every

   The frequency of the reminders.

   Subject

   The subject line of the reminder email.

   Reminder Content

   The contents of the reminder. To view or edit the contents, click the edit icon.

   The Auto-fill options menu lists the placeholders that you can use. For a description of these placeholders, including an explanation of which placeholders can be used in which type of notice, see Legal notice placeholders.

   On Transmission Error

   The IBM Atlas Policy Suite role to send a Global Hold Reminder Bounce alert to if the reminder could not be delivered to one or more of the custodians.

   Grace Period

   The amount of time after the initial hold notice is issued that a custodian is exempt from reminders. For example, if the next global hold reminder is scheduled to be sent on 10 May and the grace period is 5 days, any custodians that are added to a hold notice on or after 5 May 5 will not be sent the 10 May reminder (assuming that the notice uses the global hold reminder).

   Confirmation Required

   Whether hold notices that use the global hold reminder require confirmation.

   • Select this option if hold notices that use the global hold reminder require confirmation.

     Selecting this option adds a Confirm button to the Global Reminder tab in the My Holds module. This button enables custodians to confirm all of the holds that are listed on the page.

   • Clear this option if hold notices that use the global hold reminder do not require confirmation.

     Clearing this option removes the Confirm button from the Global Reminder tab in the My Holds module.

   In both cases, the hold notices are listed in both the Current Notices and Global Reminder tabs, and the confirmation instructions from their initial notice issuances (if any) are replaced with text that is defined in the Auto-Reminder section of the hold notice.

   Important: Depending on how the GLOBAL_HOLD_REMINDER component is configured, this field might or might not be visible to you. If the Confirmation Required option is visible, the confirmation requirement in the global hold reminder overrides (at the time that the global hold reminder email is sent) the requirement that is defined by the initial notice. For example, if an initial notice requires confirmation but the global hold reminder does not, a custodian is expected to confirm the initial notice, but the custodian is relieved of the obligation to confirm after he or she receives the global hold reminder.

5. If you want to add attachments to the reminder, use the Resource Chooser.
6. Provide a description of why you are editing the reminder in the Reason for change field.
7. If you want to preview the global hold reminder email as it will appear to recipients, use the Preview tab. You can also send a copy to yourself.
8. If you want to view a list of global hold reminder issuances, including the reason the reminder was sent, and the number of recipients and their responses, use the Reminders Sent tab.

   Clicking a link in the Recipients column takes you to a list of the custodians who received that specific issuance of the reminder. You can filter the list on custodian name and status. (The Status column is useful for determining whether any transmission errors occurred.)

   In addition to the Sent status and Error status, the following status types might also be displayed in the Status column:

   In Progress

   Indicates that the Timer Task is currently processing Auto-Reminders or Global Hold Reminders for recipients and notices. Counts of notices sent can fluctuate while the Timer Task is running. If the Timer Task completes successfully, the status value is changed to Sent

   Partially Sent

   Indicates that this execution of the Send Reminder Timer Task did not finish, for example, because of a power outage or other circumstances for abnormal termination. A subsequent execution of the Send Reminder Timer Task will attempt to recover from this failure by sending notices only to those who did not already receive notices during the interrupted Timer Task execution. When the partially sent Timer Task completes successfully, the value will be changed to Partially Sent.

9. From the custodian list, you can view the Global Reminder Report by clicking View Report, and then providing criteria to filter the recipient list.

   The report lists the custodians to whom reminders were sent and provides sublists of each of the initial notices that caused them to receive the reminder.

   Tip: To see the report, you must have the role that is specified in the REPORT_ROLE parameter of the GLOBAL_HOLD_REMINDER component. This report is only available from the Global Hold Reminder module. You cannot add it to the Reports tab or the Personal Favorites tray in My Atlas.
   Important: The Global Reminder Report bypasses the access control lists (ACLs) for the Matters module. It is possible for administrators to view information for matters that they do not otherwise have access to.
10. If you want to schedule a resend of the global hold reminder to recipients who did not receive a previous issuance of the reminder because of a transmission error, click Send to Error from the Details tab of the Global Hold Reminder page.

    Transmission errors include SMTP server failure, faulty email address, and so on. The reminder is resent the next time that the Send Reminder Timer Task runs. Resending does not affect the scheduling of the next reminder issuance.

11. If you want to suspend transmission of the reminder, click Suspend.
12. If you want to resume transmission of the reminder, click Resume.

    When you resume transmission of a suspended reminder, the next issuance date is recalculated based on today's date. For example, if you suspend a reminder whose next issuance date is 1 July and then you resume it on 30 June, the next issuance will be reset to 30 July.

13. If you want to change the date of the next reminder, click Change Date. Use the calendar to manually set the date of the next reminder issuance. Subsequent reminders are calculated from the date you set. You cannot change the date while the reminder is suspended.
14. Click Save or Save and Preview.