COBBLESTONE SOFTWARE

Contract Insight — User Guide

Legal Hold

03. Admin User Manual › Employee/User Management › Legal Hold

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

Placing an employee record on legal hold restricts edits and attachment changes for legal-preservation purposes, the same pattern confirmed live on Contract and Request records in this environment: a record's Actions dropdown includes an "Add Legal Hold" item under a Manage Record Actions group. Selecting it applies immediately (no confirmation dialog was needed for a Request or Contract record) and a banner appears at the top of the record reading "Legal Hold. This record is frozen for legal/compliance reasons — edits, deletion, and adding files or notes are blocked. Use Actions ▸ Release Legal Hold to lift it," and the record's Edit All button disappears while the hold is active. The same Actions menu item then reads "Remove Legal Hold" (confirmed live), and selecting it lifts the freeze and restores normal editing immediately. Where the legacy wiki described a record-type-specific menu location (side menu, All Record Actions, or View All Actions) for reaching this action, the live redesigned application consolidates it into that record's single Actions dropdown for every record type, including Employees.

2. Key Elements

• Add Legal Hold, in a record's Actions dropdown under Manage Record Actions, freezes that record for legal/compliance reasons — confirmed live on Contract and Request records with the same UI pattern expected to apply to Employee records.
• Applying the hold shows an immediate banner: "This record is frozen for legal/compliance reasons — edits, deletion, and adding files or notes are blocked," and hides the Edit All button.
• The Actions menu item toggles to "Remove Legal Hold" once a hold is active, confirmed live by re-opening the Actions menu after applying a hold.
• Selecting Remove Legal Hold lifts the freeze immediately and restores normal editing, with no separate confirmation step observed for either action.
• The live application unifies what the legacy multi-page wiki described as different per-record-type menu locations (side menu, All Record Actions, View All Actions) into one consistent Actions dropdown across every record type.

3. Quick Reference Summary

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