The Address Book Synchronization page allows you to configure and manage the synchronization of contact data from the employee directory systems integrated with LEGAL HOLD. By synchronizing contacts with the company's employee directory, you will always work with an up-to-date list of potential custodians.

Contacts become custodians when added to a hold.

The Address Book Synchronization page contains an overview of all the integrated systems (Microsoft Entra ID, Okta, and Workday) from which contact details may be collected for an accurate record of employee data. By synchronizing contacts with the company's employee directory, you will always work with an up-to-date list of potential custodians.

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Note:
Before you can synchronize contact details on this page, you must first configure an integration between LEGAL HOLD and the appropriate employee directory systems (Microsoft Entra ID, Okta, and/or Workday). See Integrations for more information.

Open Address Book Synchronization

To navigate to the Address Book Synchronization page:

In the left navigation menu, select Subscription.

The Subscription page opens. Select Address Book Synchronization.

Manage Address Book Synchronization

On the Address Book Synchronization page, you can configure synchronization settings and review synchronization status for your integrated systems.

Actions on this page include:

Map contact properties
Run synchronization now
Activate synchronization schedule
Review the status of your synchronization

Map Properties

To ensure contact details are accurately synchronized within the LEGAL HOLD application, you must map the properties for which you would like to collect data.

Navigate to the Address Book Synchronization page.
Select the gear icon next to your tenant ID.

The Contact Properties Mapping window opens. Configure mapping as needed.
- For each property you need to map, select the dropdown option in the Source column and select the needed source. When synchronizing contact details, data for the associated property will be retrieved from the source specified.
- If you prefer not to pull contact data for certain properties, you can select Not mapped from the dropdown to prevent that data from entering the system.
  Note:
  Certain properties require mapping. These properties are marked with a red asterisk.
- If using Workday for contact synchronization, you must select a Matching Property to ensure it properly syncs with your IDP. There are two options available when configuring a Matching Property: Email Address or Employee Number. Choose one option as your Matching Property and ensure the other is set to use your standard IDP.
- Filter the list for a specific property by typing its name in the Filter search bar.

Run Synchronization

There are two options for how to run synchronization:

Select the Run Synchronization button to initiate synchronization now.
Activate the Synchronization Schedule to automatically synchronize every 24 hours.

If you would like to run the synchronization now, you can manually select the Run Synchronization button.

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Select Yes on the confirmation message. The synchronization process begins immediately. Once synchronization finishes, contacts in the Address Book are updated with information from the integrated employee directory system.

Activate Synchronization Schedule

You can enable LEGAL HOLD to automatically initiate contact synchronization every 24 hours. This ensures that changes to the company's employee directory are updated in LEGAL HOLD without needing to manually run the synchronization every time.

To activate the Synchronization Schedule, select the Inactive switch so that it turns blue and shows as Active.

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Review Synchronization Status

The Address Book Synchronization page shows when a contact synchronization was last run, as well as when it is scheduled to run next.

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The Previous Run property is hyperlinked. When selected, it opens the Tenants Audit log where you can further investigate details about the synchronization event, such as the number of contacts that changed.

The Next Run property is tied to the Synchronization Schedule. If auto update is set to Inactive, no date will display here.

Type	Category	Description
New	Ping Identity	Ping Identity is now supported for SSO and is synced with the Address Book.
Update	Manual Preservation	Users can now assign an owner to a manual preservation location. This is the first step in a broader initiative to help IT preserve assets like laptops, phones, and other systems.

Release Notes Build 68065

Release Details