We're introducing comprehensive Legal Hold functionality for the Document Repository. This feature allows designated administrators to place employee documents, including uploaded files, paystubs, and W2s, on legal hold, preventing deletion or modification until the hold is removed. The system includes granular permission controls, clear visual indicators, and complete audit logging to ensure compliance with legal and regulatory requirements. 

You can learn more about setting up and using legal hold on documents from our dedicated article here.

Enhancements

New Permissions

New Permissions have been added:

• Permission to place documents on legal hold – Allows admins to apply legal hold to documents
• Permission to remove documents from legal hold – Allows admins to lift legal hold restrictions

Default Behavior:

• Both permissions are disabled by default for new admins
• Enterprise admins bypass these restrictions and always have full access
• Impersonated admins always see dropdown actions regardless of permissions
• Changes to these permissions generate an "admin account updated" audit log entry

Applying/Removing Legal Hold

Administrators with appropriate permissions can manage legal hold status directly from the Document Repository: 

• Select one or more documents using checkboxes
• Choose "Place on Legal Hold" from the Actions menu (only visible with permission to place a legal hold)
• Choose "Remove from Legal Hold" from the Actions menu (only visible with permission to remove a legal hold)
• All legal hold actions are recorded in the audit log with a timestamp and admin identity

Applies to: All document types, including uploaded employee documents, imported paystubs, and W2s  

Clear Visual Indicators 

Documents on legal hold are immediately identifiable throughout the Document Repository: 

• A new Status column appears between the "Date Added" and "Notes" columns
• Documents on legal hold display "Legal Hold" in the Status column
• The status is cleared when the legal hold is removed
• Documents not on legal hold display blank status (default)

Deletion Prevention

Documents placed under legal hold are protected from deletion across all methods: 

• Deletion is blocked via UI, bulk actions, and API
• Applies to all administrators, regardless of other permissions
• Users attempting to delete protected documents see a warning: "One or more documents could not be deleted due to the legal hold."
• Documents can only be deleted after an authorized admin removes the legal hold

Comprehensive Audit Logging

The system maintains a complete audit trail for compliance and accountability: 

• Changes to legal hold permissions generate "admin account updated" log entries
• Placing a document on legal hold is logged with admin identity and timestamp
• Removing a document from legal hold is logged with admin identity and timestamp  

Enabling The New Option

• Navigate to General Settings
• Assign "Permission to place documents on legal hold" to designated administrators
• Assign "Permission to remove documents from legal hold" to appropriate administrators (can be the same or different users)
• Train authorized administrators on proper legal hold procedures

No existing documents are affected by this release. Legal hold must be explicitly applied to documents going forward.