Configure Litigation Hold in Hire2Retire

Litigation Hold is a compliance feature that preserves mailbox content to ensure data is retained for legal, regulatory, or investigative purposes—even if users delete emails or modify mailbox items. Managing this manually can be error-prone and time-consuming.

Hire2Retire automates the configuration and enforcement of Litigation Hold by allowing organizations to define when and for whom it should be applied. You can choose to apply it for all users or conditionally, based on specific lifecycle events (like New Hire or Termination) and employee attributes (such as department or location).

This feature is supported in both Entra ID and Hybrid AD identity providers.

Figure 1. Litigation Hold Configuration

Enabling Litigation Hold

Enable the Place the user account on Litigation Hold checkbox to activate this functionality.

You can enable Litigation Hold in one of two ways:

• All users: Applies Litigation Hold to all eligible users.
• Define policy: Lets you configure rules per lifecycle event and conditionally based on employee attributes.

Figure 2. Litigation Hold Apply Options

Define Policy Configuration

When Define policy is selected:

• You can add multiple policies, each identified by a Policy #.
• Each policy can target specific employee lifecycles (New Hire, Rehire, Termination, etc.)
• You can optionally enable:

Apply policy based on employee attributes

Figure 3. Policy rules configuration

Policy Table UI

Policy #	Lifecycle(s)	Condition(s)
1	New Hire, Termination	Not Defined
2	All	Not Defined

• If no condition is defined for a policy, it shows Not Defined.
• If all available lifecycles are selected, the value in the Lifecycle(s) column will display as All.

Conditional Attribute Filters

When the checkbox Apply policy based on employee attributes is enabled:

• You can add attribute-based conditions (e.g., department = HR, location != NY)
• Conditions can use operators like =, !=, >, <, contains, etc.
• Supports OR logic between multiple conditions within a policy
• UI includes dropdowns for selecting attributes and operations

Figure 4. Attribute conditions

Note: Once enabled, Hire2Retire places the user’s mailbox on Litigation Hold but does not remove it if the policy no longer applies.

Use Cases

Here are some typical use cases where Litigation Hold can be effectively applied using Hire2Retire:

• Apply to All Users
  Ensure all mailboxes are placed on Litigation Hold for maximum compliance coverage.

• Apply Hold During Legal Leave
  Automatically trigger Litigation Hold when a user goes on Legal Leave, preserving their mailbox data.

• Apply Based on Department
  Enforce Litigation Hold only for employees in high-risk departments like Legal, Security, or Compliance.

• Hold on Termination for Specific Roles
  Apply Litigation Hold during termination events, but only for roles like Admin, Finance, or Executive, by combining lifecycle and attribute filters.