The Collection Requests page inside a case shows every collection request, its status, and the data sources for each custodian. From here you can send reminders, order equipment, request managed collection assistance, upload data directly, and lock a collection when it is complete.
Open the Collection Requests page
This page lists all collection requests for a case.
Open a case from the My Cases page.
Click Collection Requests in the left sidebar.
Each custodian appears as a tab at the top. Click a tab to view that custodian's request details.
Request header and status
Each request shows a header row with the request state, the extraction code (with a copy button), an Edit button, and a status badge.
The header state describes where the request stands. The following states appear depending on how the request was sent.
Header state | Meaning |
Awaiting custodian | The request has been sent but the custodian has not started uploading. |
Custodian added | The custodian has been confirmed and the request is active. |
For requests sent through opposing counsel, the badge shows one of three additional statuses described in the Opposing counsel requests section below.
Action buttons
The buttons to the right of the extraction code let you take quick actions on a request.
Link icon: copies the Upload Portal link to your clipboard.
Portal: opens the Upload Portal in a new tab.
Remind: sends the custodian a reminder email with their extraction code and Upload Portal link. For opposing counsel requests, this button appears as Remind OC.
Equipment: opens the Equipment order form (see below).
Assistance: opens the managed collection request form (see below).
View Data: opens the collected data for this request (appears after data has been collected).
Data Sources table
The Data Sources table lists every data source for the collection request. Each row shows the following columns.
Column | Description |
SOURCE | The data source name (Mobile Device, Email, Social Media, AI Chat, Financial, Case Files). |
STATUS | Pending, In Progress, Collected, or Not requested. |
SIZE | The size of the collected data, if any. |
COMPLETED | The date the source finished collecting. |
Sources with a status of Collected show a View button that opens the data in Case Data. Phone collection rows (such as iPhone) show a Details button that opens the collection details for that device.
The Case Files row includes an Add documents button to add new document requests, an Edit documents button to change existing ones, and a Remove button to remove the source from the request.
Sources not included in the original request show a status of Not requested with a + Add button. Click + Add to add the source to the extraction code.
Upload Data to Case
You can upload files or folders directly to a case from this page.
Click the Upload Data to Case dropdown in the top right corner.
Select Upload Files to upload individual files, or Upload Folder to upload an entire folder.
Equipment
Order hardware for a custodian's phone collection from the Equipment form.
Click the Equipment button on the request header.
In the Order Additional Hardware modal, answer "Do you have a computer available?"
If you select Yes, I have one, choose what you need in your kit: an external hard drive, a cable, or a USB splitter/hub.
If you select No, I need a rental, choose the phone's port type: Lightning (iPhone 14 and earlier) or USB-C (iPhone 15 and later, most Android).
Fill in the shipping address: full name, address, city, state, ZIP code, phone number, and optional delivery instructions.
Click Submit Order.
Assistance
Request a managed collection where a Hearsay specialist coordinates directly with the custodian and handles the data collection.
Click the Assistance button on the request header.
In the Request Assistance modal, enter the custodian's name, email address, and phone number.
Add any additional notes or special requirements.
Click Request Assistance.
Opposing counsel requests
Requests sent to opposing counsel for review show additional status badges and a review panel. The following table describes each state.
Badge | Panel text | What it means |
PENDING OC REVIEW | "Awaiting Opposing Counsel review." | The request has been sent to opposing counsel and is waiting for their response. |
OC APPROVED | "Configuration approved by Opposing Counsel." | Opposing counsel approved the request. The footer reads "Locked after Opposing Counsel approval, this request can't be changed." Equipment and Assistance buttons are greyed out. |
OC REJECTED | "Proposal rejected by Opposing Counsel." | Opposing counsel rejected the request. You can delete the request or create a new one. |
For full details on the opposing counsel workflow, see How do I send a collection request to opposing counsel?.
Lock Collection
Locking a collection prevents the custodian from submitting additional data.
Scroll to the bottom of the Collection Requests page.
Click Lock Collection.
The page displays: "Locking prevents further data submissions from the custodian."
Authenticity certificates
An Authenticity Certificates label appears below the Data Sources table on the Collection Requests page. Before any phone collection completes, it reads "No phones have completed collection yet." Full certificates are also listed on the Case Exports page.
A completed authenticity certificate is a PDF identified by a certificate ID (format HC-YYYY-MM-DD-XXXX-NNN). It contains the following sections: Collection Summary (collection ID, date of collection, duration, status, custodian name and email, case reference); Source Device (device model, OS version, collection method, for example "Logical Extraction: Device Present"); Conversations (count of conversations and messages, date range); Data Integrity (SHA-256 hash recorded at acquisition and verified at upload, with a match result); a Certification line stating the certificate was generated automatically and not manually edited; Appendix A, Chain of Custody (timestamped events: extraction code created, backup started, backup completed, certificate generated, with the actor for each); Appendix B, Data Integrity (both full hashes and a Match: YES or NO result); Appendix C, Collection Method Statement (plain-language description of the logical extraction, technical description, and a non-alteration statement); Appendix D, Message Breakdown (one row per conversation with platform, message count, and date range); and a Verification page with a QR code and a URL of the form portal.usehearsay.com/verify/
.
Create a new request
You can add another collection request to an existing case.
Click + New Request in the top right corner of the Collection Requests page.
On the first step, select a case template to pre-fill the request with default data sources and settings, or click Continue without template to start fresh.
Complete the remaining steps of the request wizard.
Delete a collection request
You can remove a request that is no longer needed. The Delete Collection Request button appears at the bottom of the page. This button is not available on locked requests or on requests where data has already been collected. Once data has been collected, the request can only be locked to stop further submissions.