Workflow template for legal and contracts
Legal hold custodian tracker
Once counsel has issued a legal hold, your legal operations lead keeps one tracker for counsel: every custodian and system in counsel’s scope, who has acknowledged and who is overdue, who has left or changed role, the refresh date counsel set, and reminders copied from counsel’s own text for a person to send.
This workflow template prepares legal work for a lawyer to review. It gives no legal advice and has not been reviewed by a lawyer. A lawyer decides and signs.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
Once counsel has issued a hold, someone has to keep track of it week after week: who has acknowledged, who has not, and who has left or changed role since the notice went out, across many people and systems. With this workflow template, the person who keeps the hold record sees the whole picture on one page, every week, in the same shape: each person and each system counsel named, the day each notice went out, who has acknowledged, and who is past the proposed due date and by how many days. The moment the HR export shows someone on counsel’s record leaving or moving to a new role, the tracker puts it in front of counsel, saying where counsel’s record lists that person, with the offboarding checklist’s dates for mailbox removal and laptop wipes beside it, before those dates arrive rather than after.
Reminders are drafted for a person to send, copied word for word from the text counsel approved, only for the people counsel’s own rule allows and only where nothing else about that person is waiting for counsel. Anyone who has changed role, is leaving or does not match the record gets no reminder until counsel decides. If counsel’s reminder rule does not say plainly who sends, from when and how many, no reminder is drafted and the rule goes back to counsel, quoted. If the tracker is not ready, because the HR export is missing or out of date, the hold record is older than the log, or a date cannot be read, no reminder is drafted for anyone. The tracker goes to counsel first, and the drafted reminders go out only after counsel has confirmed the proposed due dates. Everything else arrives as a short list of decisions for counsel, each with its facts.
It is a tracker, and it stays one. It has not been reviewed by a lawyer. It gives no legal advice. It decides nothing about legal meaning, merit, validity, privilege, conflicts or deadlines. It sends, files, signs and calendars nothing. Counsel writes, issues, changes and releases the hold and decides its scope; the tracker never drafts or sends the hold notice, never decides who is a custodian, and never deletes, releases or moves any data. A date it counts, such as when an acknowledgement falls due, is a proposed date, counted only under counsel’s written rule with the working shown. Every line in the tracker is copied, located or counted from counsel’s record and the exports, or is a question for counsel. Asked for a view, a verdict, a deadline, a case or what to do, it says only that the question is for the named lawyer and adds it to the tracker as a question for that lawyer, unanswered.
Who starts the work, and when
The legal operations lead or the paralegal who owns preservation runs it after counsel has issued a hold, then each week until counsel releases it, and again whenever the HR export shows someone on the record leaving or changing role. The lawyer who issued the hold decides every open point: in-house counsel, or, where the company has no lawyer of its own, the outside counsel who issued it, to whom the tracker is then addressed. It is never an answer for the business to act on.
It does not start a hold. If no lawyer has issued one, it prepares nothing.
What they supply
- Counsel’s hold record. The hold reference, the matter as counsel describes it, who issued the hold and when, the custodians and systems in scope with their owners, the refresh date counsel set, counsel’s written rule for when an acknowledgement is due, counsel’s rule on reminders, and the reminder text counsel approved.
- The acknowledgement log, exported with fixed column headers: who each notice went to, when it was sent, when it was acknowledged and how many reminders have gone.
- The HR export for the people on the record: status, job title, the date of any change and any last working day.
- The offboarding checklist for anyone on the record who is leaving, when one exists.
- Today’s date.
If an export’s headers are not the ones expected, the tracker stops and asks how the columns match, rather than guessing.
What comes out
One tracker, headed as a draft for the lawyer who issued the hold:
- Custodians and systems, in counsel’s order, each with sent and acknowledged dates, a proposed due date with its working where one is still needed, and a status.
- Overdue acknowledgements, oldest proposed due date first, each saying whether a reminder is drafted, has been held back for counsel, or has reached counsel’s reminder limit.
- People changes from the HR export, with where counsel’s record lists each person, the offboarding checklist’s lines and dates copied as written, and no view on which of them the hold covers.
- Record mismatches: anyone in the log who is not on counsel’s record, and any name or ID that does not agree.
- The refresh date counsel set, and how far away it is.
- Draft reminders for the legal operations lead to send from their own mailbox once counsel has confirmed the proposed due dates, or none at all when the tracker is not ready.
- Counsel to decide or confirm: one line for each point, then a check block of what was read.
When a section has nothing in it, it says “None.”
An invented example
Illustrative example with invented data. Quillmere Sensor Co., Distributor A, every person named below, the County Court of Velloran, the hold record, its acknowledgement and reminder rules, the reminder text and both exports are all invented. The acknowledgement rule is one invented lawyer’s rule for one invented hold. It is not any real court’s rule or any real company’s practice. The reminder text RT-1 is there only so the example has approved text to copy; it is not a model reminder for anyone to use, and your own counsel writes yours.
Ravi Delacourt, legal operations lead at Quillmere, runs the weekly check on Monday 16 November 2026. Imogen Tarrant, senior counsel, issued the hold. The inputs come first, in full, with today’s date, Monday 16 November 2026, given when Ravi starts the run; then what the workflow template prepares.
Input 1: counsel’s hold record
QUILLMERE SENSOR CO. · LEGAL HOLD RECORD
Hold reference: LH-2026-04
Matter: Distributor A dispute over the 2025 supply agreement (claim in the
County Court of Velloran)
Issued by: Imogen Tarrant, senior counsel. Changes to this record go
through her.
Hold issued: 26 October 2026
Record dated: 13 November 2026 (Felix Arnaud added)
Status: Active
Refresh date: 1 December 2026
Custodians in scope
E1042 Tomasz Brennick Head of sales
E1107 Ada Merriwether Key account manager
E1188 Jonah Pell Sales operations analyst
E0931 Wren Castellane Supply chain manager
E1250 Odile Farrant Finance business partner
E1019 Bram Okafor Customer service lead
E1311 Sunniva Hale Logistics coordinator (added 2 November)
E1276 Felix Arnaud Product manager (added 13 November)
Systems in scope (the owner acknowledges)
Email E0650 Hana Rook, IT operations lead
CRM E0712 Leo Marchetti, CRM administrator
Warehouse system E0804 Ines Calloway, warehouse systems lead
How to acknowledge: by replying "Acknowledged" to the notice email.
Acknowledgement rule A-1. Each recipient acknowledges within 5 calendar
days of the day the notice was sent to them. The day sent is not counted.
If the fifth day is a Saturday or a Sunday, the due day is the following
Monday.
Reminder rule. Ravi Delacourt may send one reminder per recipient, using
text RT-1 only, from the day after the due date. After one reminder, an
unacknowledged recipient comes back to me. No reminder to anyone whose
last working day has passed.
Reminder text RT-1, approved by Imogen Tarrant on 26 October 2026:
Subject: Reminder: legal hold [hold reference]
Hello [first name],
On [date sent] you received legal hold notice [hold reference] from
[issuing lawyer]. We have not yet received your acknowledgement. Please
read the notice and acknowledge it [how to acknowledge]. If you have
questions about the notice, please ask [issuing lawyer] directly.
Thank you,
[sender name]
Input 2: the acknowledgement log
Exported on 16 November 2026 at 08:00.
Recipient ID,Recipient name,Recipient type,System,Hold reference,Sent on,Acknowledged on,Reminders sent,Last reminder on
E1042,Tomasz Brennick,Custodian,,LH-2026-04,2026-10-26,2026-10-27,0,
E1107,Ada Merriwether,Custodian,,LH-2026-04,2026-10-26,2026-10-29,0,
E1188,Jonah Pell,Custodian,,LH-2026-04,2026-10-26,,0,
E0931,Wren Castellane,Custodian,,LH-2026-04,2026-10-26,,1,2026-11-04
E1250,Odile Farrant,Custodian,,LH-2026-04,2026-10-26,2026-10-30,0,
E1019,Bram Okafor,Custodian,,LH-2026-04,2026-10-26,2026-10-28,0,
E1333,Gideon Sault,Custodian,,LH-2026-04,2026-10-26,2026-10-27,0,
E1311,Sunniva Hale,Custodian,,LH-2026-04,2026-11-02,,0,
E1276,Felix Arnaud,Custodian,,LH-2026-04,2026-11-13,,0,
E0650,Hana Rook,System owner,Email,LH-2026-04,2026-10-26,2026-10-27,0,
E0712,Leo Marchetti,System owner,CRM,LH-2026-04,2026-10-26,2026-10-28,0,
E0804,Ines Calloway,System owner,Warehouse system,LH-2026-04,2026-10-26,,0,
E1042,Tomasz Brennick,Custodian,,LH-2026-02,2026-03-09,2026-03-10,0,
Input 3: the HR export
Exported on 16 November 2026 for the people named in the hold record and the log.
Employee ID,Name,Job title,Status,Effective date,Last working day,Previous job title
E1042,Tomasz Brennick,Head of sales,Active,,,
E1107,Ada Merriwether,Key account manager,Active,,,
E1188,Jonah Pell,Sales operations analyst,Active,,,
E0931,Wren Castellane,Supply chain manager,Active,,,
E1250,Odile Farrant,Finance business partner,Active,,,
E1019,Bram Okafor,Customer service lead,Leaver,2026-11-20,2026-11-20,
E1311,Sunniva Hale,Procurement coordinator,Role change,2026-11-09,,Logistics coordinator
E1276,Felix Arnaud,Product manager,Active,,,
E0650,Hana Rook,IT operations lead,Active,,,
E0712,Leo Marchetti,CRM administrator,Active,,,
E0804,Ines Calloway,Warehouse systems lead,Active,,,
E1333,Gideon Sault,Sales analyst,Active,,,
Input 4: the offboarding checklist for Bram Okafor
The checklist's heading and its access and equipment lines.
Offboarding checklist · Bram Okafor (E1019) · approved by Mae Dunstan,
HR lead, on 12 November 2026
Access
- Email: mailbox removed by Hana Rook, IT operations lead, on 20 November
2026 at 18:00. Mail forwarded to Tomasz Brennick for 30 days.
- CRM: account removed by Leo Marchetti, CRM administrator, on 20 November
2026.
- Shared drive: access removed by Hana Rook on 20 November 2026; personal
folder moved to the customer service team folder.
Equipment
- Laptop QK-0412: returned on 20 November 2026; wiped and reissued by IT on
23 November 2026.
What the workflow template prepares
A short note to Ravi, then the tracker.
Ravi, the tracker for LH-2026-04 is below.
Stops: None.
Overdue on the proposed due dates: 4 (Jonah Pell, Wren Castellane, Ines Calloway, Sunniva Hale).
Reminders drafted: 2 (Jonah Pell, Ines Calloway).
Held back for Imogen Tarrant: 1 (Sunniva Hale, people change, item 3).
Overdue with no reminder for another reason: Wren Castellane, reminder limit reached, item 2.
Earliest dated offboarding line: 20 November 2026, Bram Okafor, 4 days from today.
Still to do, by people: check the tracker against the exports, recount each proposed due date on a calendar, and give the tracker to Imogen Tarrant. Only after Imogen Tarrant has confirmed the proposed due dates (item 7), send the drafted reminders from your own mailbox, only as the reminder rule allows, and record each send in the log.
I have sent nothing and changed nothing.
DRAFT FOR Imogen Tarrant, senior counsel · LEGAL HOLD TRACKER
For the lawyer who issued the hold to decide. Gives no legal advice.
Decides nothing about legal meaning, merit, validity, privilege,
conflicts or deadlines. Sends, files, signs and calendars nothing.
Nothing has been changed or deleted. Every due date below is proposed.
Hold: LH-2026-04 · Distributor A dispute over the 2025 supply agreement
(claim in the County Court of Velloran)
Issued by: Imogen Tarrant, on 26 October 2026 (hold record dated
13 November 2026)
Status in the record: Active
Checked by: Ravi Delacourt, before it goes to Imogen Tarrant
Today: Monday 16 November 2026
CUSTODIANS
1. Tomasz Brennick (E1042), Head of sales
Sent 26 October 2026. Acknowledged 27 October 2026.
Reminders sent: 0.
Status: ACKNOWLEDGED
HR: Active
2. Ada Merriwether (E1107), Key account manager
Sent 26 October 2026. Acknowledged 29 October 2026.
Reminders sent: 0.
Status: ACKNOWLEDGED
HR: Active
3. Jonah Pell (E1188), Sales operations analyst
Sent 26 October 2026. Not acknowledged.
Reminders sent: 0.
Due Monday 2 November 2026 (proposed, rule A-1). Working: sent Monday
26 October 2026; the day sent is not counted; day 1 Tuesday 27, day 2
Wednesday 28, day 3 Thursday 29, day 4 Friday 30, day 5 Saturday
31 October 2026; a Saturday, so the following Monday, 2 November 2026.
Status: OVERDUE by 14 days
HR: Active
4. Wren Castellane (E0931), Supply chain manager
Sent 26 October 2026. Not acknowledged.
Reminders sent: 1, last 4 November 2026.
Due Monday 2 November 2026 (proposed, rule A-1). Working: sent Monday
26 October 2026; the day sent is not counted; day 1 Tuesday 27, day 2
Wednesday 28, day 3 Thursday 29, day 4 Friday 30, day 5 Saturday
31 October 2026; a Saturday, so the following Monday, 2 November 2026.
Status: OVERDUE by 14 days
HR: Active
5. Odile Farrant (E1250), Finance business partner
Sent 26 October 2026. Acknowledged 30 October 2026.
Reminders sent: 0.
Status: ACKNOWLEDGED
HR: Active
6. Bram Okafor (E1019), Customer service lead
Sent 26 October 2026. Acknowledged 28 October 2026.
Reminders sent: 0.
Status: ACKNOWLEDGED
HR: Leaver
7. Sunniva Hale (E1311), Logistics coordinator
Sent 2 November 2026. Not acknowledged.
Reminders sent: 0.
Due Monday 9 November 2026 (proposed, rule A-1). Working: sent Monday
2 November 2026; the day sent is not counted; day 1 Tuesday 3, day 2
Wednesday 4, day 3 Thursday 5, day 4 Friday 6, day 5 Saturday
7 November 2026; a Saturday, so the following Monday, 9 November 2026.
Status: OVERDUE by 7 days
HR: Role change
8. Felix Arnaud (E1276), Product manager
Sent 13 November 2026. Not acknowledged.
Reminders sent: 0.
Due Wednesday 18 November 2026 (proposed, rule A-1). Working: sent
Friday 13 November 2026; the day sent is not counted; day 1 Saturday
14, day 2 Sunday 15, day 3 Monday 16, day 4 Tuesday 17, day 5
Wednesday 18 November 2026; not a Saturday or Sunday, so no move.
Status: NOT YET DUE
HR: Active
SYSTEMS
A. Email · owner Hana Rook (E0650)
Sent 26 October 2026. Acknowledged 27 October 2026.
Reminders sent: 0.
Status: ACKNOWLEDGED
HR: Active
B. CRM · owner Leo Marchetti (E0712)
Sent 26 October 2026. Acknowledged 28 October 2026.
Reminders sent: 0.
Status: ACKNOWLEDGED
HR: Active
C. Warehouse system · owner Ines Calloway (E0804)
Sent 26 October 2026. Not acknowledged.
Reminders sent: 0.
Due Monday 2 November 2026 (proposed, rule A-1). Working: sent Monday
26 October 2026; the day sent is not counted; day 1 Tuesday 27, day 2
Wednesday 28, day 3 Thursday 29, day 4 Friday 30, day 5 Saturday
31 October 2026; a Saturday, so the following Monday, 2 November 2026.
Status: OVERDUE by 14 days
HR: Active
OVERDUE ACKNOWLEDGEMENTS
- Jonah Pell, custodian, proposed due 2 November 2026, 14 days overdue,
reminders sent 0. Reminder 1 drafted below.
- Wren Castellane, custodian, proposed due 2 November 2026, 14 days
overdue, reminders sent 1. Reminder limit reached: item 2.
- Ines Calloway, owner of Warehouse system, proposed due 2 November
2026, 14 days overdue, reminders sent 0. Reminder 2 drafted below.
- Sunniva Hale, custodian, proposed due 9 November 2026, 7 days
overdue, reminders sent 0. Reminder held back for counsel (people
change): item 3.
PEOPLE CHANGES (HR export dated 16 November 2026)
- Bram Okafor (E1019): Leaver, effective 20 November 2026. Last working
day 20 November 2026. Item 1.
Offboarding checklist, approved 12 November 2026:
- Email: mailbox removed by Hana Rook, IT operations lead, on
20 November 2026 at 18:00. Mail forwarded to Tomasz Brennick for
30 days.
- CRM: account removed by Leo Marchetti, CRM administrator, on
20 November 2026.
- Shared drive: access removed by Hana Rook on 20 November 2026;
personal folder moved to the customer service team folder.
- Laptop QK-0412: returned on 20 November 2026; wiped and reissued by
IT on 23 November 2026.
Bram Okafor is on the hold record as a custodian. The tracker does
not say which of these lines the hold covers; counsel decides.
Earliest dated line: 20 November 2026, 4 days from today.
- Sunniva Hale (E1311): Role change, effective 9 November 2026. Job
title Procurement coordinator, previously Logistics coordinator.
Item 3.
No offboarding checklist supplied.
RECORD MISMATCHES
- Gideon Sault (E1333): in the log for LH-2026-04, not on the hold
record dated 13 November 2026. Log row: "E1333,Gideon Sault,
Custodian,,LH-2026-04,2026-10-26,2026-10-27,0,". HR export: Sales
analyst, Active. Item 4.
REFRESH
- Refresh date set by Imogen Tarrant: 1 December 2026. 15 days from
today. WITHIN 30 DAYS.
- Raised in this run, for the refresh: items 1, 2, 3, 4.
DRAFT REMINDERS · for Ravi Delacourt to send only after Imogen Tarrant
confirms the proposed due dates. Not sent.
Reminder 1. To: Jonah Pell. Text RT-1, approved 26 October 2026, copied
word for word.
Subject: Reminder: legal hold LH-2026-04
Hello Jonah,
On 26 October 2026 you received legal hold notice LH-2026-04 from
Imogen Tarrant. We have not yet received your acknowledgement. Please
read the notice and acknowledge it by replying "Acknowledged" to the
notice email. If you have questions about the notice, please ask
Imogen Tarrant directly.
Thank you,
Ravi Delacourt
Reminder 2. To: Ines Calloway. Text RT-1, approved 26 October 2026,
copied word for word.
Subject: Reminder: legal hold LH-2026-04
Hello Ines,
On 26 October 2026 you received legal hold notice LH-2026-04 from
Imogen Tarrant. We have not yet received your acknowledgement. Please
read the notice and acknowledge it by replying "Acknowledged" to the
notice email. If you have questions about the notice, please ask
Imogen Tarrant directly.
Thank you,
Ravi Delacourt
COUNSEL TO DECIDE OR CONFIRM
[ ] 1. Bram Okafor (E1019), on the hold record as a custodian,
acknowledged 28 October 2026. HR: Leaver, last working day
20 November 2026. Offboarding checklist lines copied under PEOPLE
CHANGES; earliest dated line 20 November 2026, 4 days from today.
Decision: ____
[ ] 2. Wren Castellane (E0931), custodian, overdue by 14 days on the
proposed due date. Reminders sent: 1, on 4 November 2026. The
reminder rule says "one reminder per recipient" and "After one
reminder, an unacknowledged recipient comes back to me." No
reminder drafted. Decision: ____
[ ] 3. Sunniva Hale (E1311), custodian, on the record as Logistics
coordinator. HR: role change effective 9 November 2026, now
Procurement coordinator. Not acknowledged; overdue by 7 days on the
proposed due date. Reminder held back for you; none drafted.
Decision: ____
[ ] 4. Gideon Sault (E1333): in the log for LH-2026-04 with recipient
type "Custodian", sent 26 October 2026, acknowledged 27 October
2026; HR export: Sales analyst, Active. Not on the hold record
dated 13 November 2026. Decision: ____
[ ] 5. Refresh date 1 December 2026, 15 days from today. Items 1 to 4
were raised in this run. Decision: ____
[ ] 6. Every custodian and system on the hold record dated 13 November
2026 is listed above. Confirm: ____
[ ] 7. Proposed due dates counted under rule A-1, working shown. No
drafted reminder is sent until you confirm them.
Confirm or correct: ____
CHECK
- Hold record: LH-2026-04, dated 13 November 2026, issued by Imogen
Tarrant, Active.
- Acknowledgement log: exported 16 November 2026. Rows for this hold: 12.
Rows for other holds, ignored: 1. Headers: as expected.
- HR export: dated 16 November 2026, 0 days old, within the 7-day limit.
Headers: as expected.
- Offboarding checklists: Bram Okafor, approved 12 November 2026.
- On the hold record: 8 custodians, 3 systems. Acknowledged 6;
not yet due 1; overdue 4; not sent 0; not counted 0.
- Reminders drafted: 2. Held back for the lawyer: 1. Items for the
lawyer: 7.
- Counting: day by day, shown above. Recount before the tracker goes to
the lawyer.
- The hold notice was not drafted, read for meaning or changed. No one
was added to or removed from the record. No data was moved, released
or deleted.
Checked by (legal operations): ____________ Date: ________
Decided by (issuing lawyer): ____________ Date: ________
Gideon Sault is the line to notice. The log shows an acknowledgement dated 27 October 2026, so a tracker that only chased the overdue would never show this row. Gideon Sault is in the log and not on the record, and only Imogen Tarrant can say whether the record or the log is wrong. The workflow template does not add the name to the record and does not take the row out of the log; it puts the question to Imogen Tarrant.
Imogen Tarrant decides items 1 to 5 and confirms 6 and 7. Whatever happens to Bram Okafor’s material before 20 November is Imogen Tarrant’s decision under item 1; the tracker tells nobody to keep, move or remove anything, and it does not say which of the offboarding lines the hold covers. Ravi Delacourt recounts the due dates and gives the tracker to Imogen Tarrant first; the two drafted reminders go out only after she confirms the proposed due dates under item 7. Had the HR export been missing or out of date, the tracker would have been marked NOT READY and no reminder would have been drafted at all. Sunniva Hale gets no reminder from this run: with a role change in the HR export, that waits for Imogen Tarrant under item 3.
Where it fits
- Legal and contracts: counsel owns the hold, and legal operations keeps the record of who was sent the notice and who has acknowledged it.
- Software and technology, where one custodian’s material can sit in a dozen systems, each with its own owner to acknowledge.
- Manufacturing, where product and supply disputes reach plant, warehouse and sales staff who change shifts and roles often.
- Professional services, where people move between client teams and the record has to keep up.
- Established businesses, where holds have been tracked in one person’s spreadsheet and inbox.
- Acquisitions and integration, where people and systems change hands while a hold is open.
When a custodian leaves, employee offboarding and handover checklist supplies the access and equipment dates this tracker puts in front of counsel. If your company’s way of handling holds lives in one person’s head, SOP exception capture is how to get it written down first.
What has to change for your company
Counsel writes the hold record, and it is the heart of this. Counsel sets the rule for when an acknowledgement is due, the reminder text, who may send a reminder, from when and how many times before the person comes back to counsel, and the refresh date. The template supplies none of these and invents none. Legal operations sets the column headers of the acknowledgement log and agrees the HR export with the people team. You name who checks the tracker, where counsel’s decisions are recorded, and how often it runs.
We sit with the person who keeps your holds and the lawyer who issues them, write down what is really done, and set it up in the AI product your company has approved: ChatGPT, Claude, Copilot or Gemini. Your company keeps control of how the work gets done.
What has been checked
Fully Powered AI wrote this workflow template, and it was editorially reviewed on 11 November 2026. It has not been reviewed by a lawyer. It was revised twice after independent reviews, then a third time after a separate review of the legal boundary, and tried again on its invented example in Claude on 11 November 2026, including a run with the HR export left out and questions that try to draw a view out of it. The record of that run is published with the template. It has not yet been tested in a client environment, and it has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your company means running it on a past hold whose record counsel already knows, with cases written in advance: an export with a renamed column, a custodian who left before acknowledging, a name in the log that is not on the record, a reminder limit reached. Counsel checks every line before anyone relies on it. Pilot acceptance-test preparation builds that set, and what we test before we call an AI workflow ready describes the record we keep.
Who decides
Your people keep
- Counsel writes, issues, changes and releases the hold and decides its scope
- Counsel decides who is a custodian
- Counsel confirms the proposed due dates
- Counsel decides what happens when someone leaves or changes role
It does not
- Gives no legal advice
- Decides nothing about meaning, merit, validity, privilege, conflicts or deadlines
- Sends, files, signs and calendars nothing
- Never drafts or sends the hold notice
- Never deletes, releases or moves any data
Questions people ask
Who is it for?
The legal operations lead or the paralegal who owns preservation, once counsel has issued a hold; the lawyer who issued the hold decides every open point.
What do I need to supply?
Counsel's hold record, the acknowledgement log, the HR export, the offboarding checklist where there is one, and today's date.
What does it not do?
It gives no legal advice and decides nothing about legal meaning, merit, validity, privilege, conflicts or deadlines; a lawyer decides and signs. It sends, files, signs and calendars nothing, and never drafts or sends the hold notice.
What do I get?
One tracker for counsel showing each custodian and system, who has acknowledged, who is overdue, people changes and the refresh date counsel set, with draft reminders for a person to send.
What has been checked?
It was editorially reviewed on 11 November 2026, but it has not been reviewed by a lawyer and has not yet been tested in a client environment.
The full workflow template
Everything above is the outline. The complete workflow template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
Free with an account. Sign in by email: no password and no card.
Next step
Put this workflow template to work for your team: on your plan, or built with you in a sprint.
Build this in a sprint
In a sprint, Fully Powered adapts this workflow template to your rules, proves it on your own work and puts it in the hands of the roles that own it.
Two ways to begin: