Skip to content

Legal Hold Notification Manager

Example prompt: "When I add a new row to the 'Legal Holds' base in Airtable with a case name and a list of custodian email addresses, send each custodian a hold notice from Gmail that explains the matter in plain English, lists the categories of documents they need to preserve, and asks them to reply 'acknowledged' to confirm. Log each notice in the 'Hold Notices' tracker with a sent timestamp and a status of 'awaiting acknowledgement'. Every 2 working days, check the tracker and send a reminder to anyone who has not yet replied. Once a custodian replies, update their row to 'acknowledged' with the reply date, and post a Slack message in #legal when the whole custodian list for a matter is fully acknowledged."

The Problem

When litigation is reasonably anticipated, companies must preserve potentially relevant documents and notify the people likely to hold them. The hold notice itself has to be clear enough that a non-lawyer will understand it, and the process has to be defensible — you need a record of who was notified, when, and when they acknowledged. In practice many teams send the notice from Outlook, log the fact in a spreadsheet, and forget to chase the people who never replied. When the case gets serious, that spreadsheet becomes a liability.

How GloriaMundo Solves It

We build a workflow triggered by a new row in an Airtable base used to open legal holds. An LLM step drafts a clear hold notice for each custodian, referencing the matter name and the categories of documents to preserve, in plain language with no jargon. Integration steps send the notice from Gmail and log the outbound notice in a second 'Hold Notices' table with a timestamp and an "awaiting acknowledgement" status. A scheduled step runs every two working days, identifies custodians who have not replied, and sends a follow-up reminder. When a reply arrives, the tracker is updated with the acknowledgement date. A conditional step posts a Slack notification once the full custodian list for a matter has been acknowledged. Glass Box preview lets you review the hold notice and the custodian list before anything is sent.

Example Workflow Steps

  1. Trigger (webhook): Fires when a new row is added to the 'Legal Holds' table in Airtable with a case name, preservation categories, and custodian emails.
  2. Step 1 (integration): Fetch the new hold record and parse the custodian email list.
  3. Step 2 (LLM): Draft the hold notice, tailored to the matter name and preservation categories, in plain English.
  4. Step 3 (integration): Send the hold notice from Gmail to each custodian and log each outbound message in the 'Hold Notices' table with a sent timestamp and a status of "awaiting acknowledgement".
  5. Step 4 (scheduled): Every 2 working days, read the 'Hold Notices' table and identify rows where the status is still "awaiting acknowledgement" and the last contact was more than 2 working days ago.
  6. Step 5 (LLM): Draft a short reminder email for each unacknowledged custodian.
  7. Step 6 (integration): Send the reminder from Gmail and update the last contact timestamp in the tracker.
  8. Step 7 (integration): When a custodian replies with an acknowledgement, update their row to "acknowledged" with the reply date.
  9. Step 8 (conditional): If all custodians for a matter are now acknowledged, post a message to #legal on Slack confirming the hold is fully in place.

Integrations Used

  • Airtable — holds the 'Legal Holds' matter list and the 'Hold Notices' tracker with per-custodian status
  • Gmail — sends the hold notice and subsequent reminders to each custodian
  • Slack — confirms in the legal channel when a matter's custodian list is fully acknowledged

Who This Is For

In-house legal teams and external counsel who are responsible for issuing and managing litigation holds — particularly at companies that deal with periodic employment, commercial, or regulatory matters where preservation obligations arise several times a year.

Time & Cost Saved

Sending a hold notice to a dozen custodians and chasing acknowledgements over two or three weeks typically absorbs 3-5 hours of legal and paralegal time per matter. This workflow replaces the chasing entirely and produces a clean, time-stamped record in Airtable. For a company handling even four or five matters a year, that is more than a working day recovered, and a much stronger defensibility story if the hold's adequacy is ever challenged.