This article explains how to create a data collection request in Hearsay to begin gathering data from a custodian. You can send requests for remote extractions or manage in-person collections.
Choose between Custodian Led Search & Share or Auto Share depending on whether the custodian will manually select messages to share or have predefined collections run automatically.
How to create a phone data collection request
This article focuses specifically on creating a phone data collection request. For a high-level overview of how data collection requests work across all data sources, see How to create a data collection request (overview).
When you create a new case, you’ll automatically be taken to the Create Data Collection Request page. If you’re setting up the request immediately after creating a case, skip to Step 2 below.
If you need to add additional requests later (for example, for multiple custodians or devices), you can create them manually from the Data Requests tab using the steps below.
Step 1: Open the Case Data tab
From within the case, click Case Data in the left sidebar to open your data collection dashboard. Then click New Request to start a new data collection.
Step 2: Specify Sharing Mode
Under Search Format, select one of the following options.
Manual Search & Share:
The custodian will manually choose which messages or data to share from the selected sources. No pre-defined search parameters are applied.
Additional options:
Share All: Share All enables the client to click Share All Message Threads and/or all emails from their account. If Share All is not enabled, it disables this ability.
Date Filters: Inputting a specified date range limits the collected data to within that date range.
Pre-defined Search & Share:
Pre-set search queries will run automatically once the extraction completes. Matching messages searches will be collected without the custodian needing to search manually.
Preset search queries that will run automatically once the extraction completes. Matching data/messages threads/emails will be collected without the custodian needing to search and select.
Additional options:
Require Client Approval: Although the search and selection of messages are automatically completed, the custodian will receive a summary of what will be collected and must click an approval button before the messages are uploaded.
Allow Additional Sharing: Allows the custodian to search for, select, and upload additional messages without altering or removing any of the pre-defined queries.
Date Filters: Inputting a specified date range limits the collected data to within that date range.
Step 3: Select Data Source
Manual Search & Share:
Select data sources and then proceed to the next step.
Pre-defined Search & Share:
Input your search terms
Phone Number Search
Search by phone number only. Do not include dashes or a plus sign.
Name Search
Search by how the contact is saved on the device.
Keyword Search
Search using up to 20 keywords.
OR logic (not AND): Searches run using OR logic. Messages matching any of the criteria will be included.
Step 4: Input custodian information
Enter the custodian’s name and email.
If the collection will be completed in person, check Do not send automated instruction email to suppress the remote collection invitation.
Step 5: Create
Click Create to finalize the data collection request. This will:
Generate the extraction code
Send the automated email invitation for remote collections (if enabled)
Send Client Payment Link: Clicking this button will trigger a separate email to the client to pay for the collection instead of charging the firm card on file. If the client does not complete the payment link, they will still be allowed to complete the collection. If payment is not received within 30 days from the upload date, the firm card on file will be charged.
View or edit a data request
After creation, you will be redirected to the Data Requests tab. From here, you can:
Edit search parameters, custodian name, or email
Add additional requests for new data sources or accounts
Copy the extraction code for in person collections
Monitor collection completion status
Remote Collection Client Invitation
The custodian will receive instructions to complete their extraction if contact details were included.
You can return to the Case Data dashboard anytime to monitor completion status or create new requests.