Create a new case and send a data collection request to a custodian using the New Case wizard. The wizard walks you through each step, from naming the case to choosing data sources and sending the request. For a single-page setup, see How do I create a case in Pro Mode?.
Case Details
The first step names your case and gives you shortcuts for common workflows.
From the My Cases page, click + New Case in the top right corner.
Enter a case name. The name appears across the platform, including the My Cases page and exports. You can edit it later.
Click Continue to proceed to the next step.
You can also click Start Collection Now to create the case and open the collection portal immediately, skipping the remaining wizard steps.
Team Access
This step controls who on your team can see and work with the case.
Add individual users or teams to give them access to the case and its data.
Click Continue to proceed.
You can also click Create Case Only to create the case without a data collection request. A case created this way appears on the My Cases page, and any assigned member can open it later and click + New Request to add a collection request.
Source Categories
This step selects the types of data you want to collect from the custodian. Sources are organized into six groups. Check each source you want to include, then click Continue to proceed.
Communications includes the following options:
Mobile Device Data: text messages, call logs, voicemails, media, and other phone data.
Email: email accounts (Gmail, Outlook, Yahoo, iCloud Mail, and other IMAP providers).
Encrypted iPhone backup: when checked, the custodian runs an encrypted backup that captures call logs, Safari history, and health records. Required for call logs.
Auto-collect all contacts: checked by default. Automatically includes the custodian's full contact list from their phone without prompting them to select individual contacts. Uncheck if you want the custodian to choose which contacts to share.
Social Media includes Instagram, Facebook, Threads, and LinkedIn.
Financial includes Bank Records, Investment Accounts, and Loans & Mortgage. Financial data sources require Plaid to be enabled in your organization's Integrations settings before they can be collected.
Documents includes Files & PDFs. If you check this source, the Requested Documents step appears later in the wizard so you can list the specific files the custodian should upload.
AI Chat includes Claude, ChatGPT, and Gemini.
Manual Data Source Requests includes YouTube Channels, Public Facebook Pages, Public Social Media Pages, Public Subreddits, Websites, and Discord Messages. These requests are routed to the Hearsay data team for manual collection rather than collected through the custodian's upload portal.
Requested Documents
If you checked Documents (Files & PDFs) in the Source Categories step, this step lists the specific files the custodian should upload. These are standalone files such as PDFs, contracts, or tax forms that would not already be captured from a phone backup, email account, or financial records.
Enter one document name per line.
Click Continue to proceed.
People & Contact Info
This step sets the custodian's contact details, the collection sharing mode, and optional search criteria.
Enter the custodian's name, email address, and phone number (optional).
Below the contact fields, choose how the custodian shares their data. Two sharing modes are available.
Manual Search & Share lets the custodian manually choose which messages or data to share. No pre-defined search parameters are applied. Check Allow client to share all conversations at once to let the custodian share all message threads or all emails at once. If unchecked, the custodian must select individual items.
Pre-defined Search & Share (Auto) runs pre-defined search queries automatically. Matching threads are collected without the custodian needing to search, select, and share manually.
If you choose Pre-defined Search & Share, the wizard asks you to enter search criteria. The following search types are available:
Search type | Notes |
Email Addresses | One email address per line. |
Phone Numbers | One phone number per line. Check International numbers to include country codes (for example, +1, +44, +81). |
Contact Names | One name per line. |
Keywords | One keyword per line. Check Exact match to match keywords exactly as typed. |
Click Continue to proceed.
Date Range
This step sets the time period for the collection.
Select Collect everything to include all available data, or Specific date range to limit the collection to a custom period.
Click Continue to proceed.
Send To
This step determines who receives the collection request and lets you add optional services. The wizard asks "Who will receive the collection request?" and presents two options.
My Client sends the request directly to the custodian.
Enter the custodian's name and email address. Phone number is optional.
Check Don't send email to custodian if you want to create the extraction code without emailing the invite.
Check Require client payment to send the custodian a separate payment link instead of charging the firm card on file.
Check Add more custodians to create multiple requests at once.
If the contact fields are empty, the button reads Skip, add later instead of Continue.
Opposing Counsel sends the collection request to the opposing attorney for review before it reaches the custodian.
Enter the attorney's name, email address, and firm name. All three fields are required.
The button is disabled as Complete required fields until all three are filled.
The opposing counsel reviews and approves the request before the custodian receives any instructions. For details on what happens after you send the request, see How do I send a collection request to opposing counsel?.
Below the recipient fields, an Additional Services section appears on both paths. Select any services you need: Laptop Rental (a pre-configured laptop for secure forensic collection), Extraction Kit Rental (a cord and external drive for phone extraction; keep the cord, return the drive), or White-Glove Collection (an end-to-end managed service where a Hearsay specialist coordinates directly with the custodian and handles the data collection).
Click Continue to proceed.
Review Request
The final step shows a summary of everything you configured, including the case name, data sources, collection mode, search terms, date range, recipient details, and any additional services.
Review each section of the summary.
Click Create Request to finalize.
Creating the request generates the extraction code. If sending to your client, the automated invitation email goes out (unless you checked Don't send email to custodian). If sending to opposing counsel, the request goes to the attorney for review first, and the custodian invite email is sent after approval.
The new case appears on the My Cases page, and the collection request appears on the Collection Requests tab inside the case.