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 data collection request
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 Case Data 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: Add custodian details
Enter the custodian’s name and email. If the collection is being done in person, you do not need to send automated instructions. This option is for remote collections.
Step 3: Choose a search format
Select one of the following options under Search Format:
Custodian Led Search & Share: The custodian will manually choose which conversations to share from the approved sources. This option also allows them to “Share All.”
Auto Share: You predefine search queries that will run automatically once the extraction completes. Matching conversations will be shared without custodian action.
Step 4: Configure your collection details.
If you selected Custodian Led Search & Share:
Select Data Source.
(Optional) Allow the custodian to “Share All” or apply date filters.
Set a Custodian Response Deadline and enable automated reminders if desired.
Click Create to finalize.
Share All enables the client to click Share All Message Threads and specifically choose which message types to share (Texts, WhatsApp, Voicemail, etc).
If Share All is not enabled, the Account Holder still receives all messages on the phone for the specific message thread that is shared.
Enabling Share All adds an additional $50 to the extraction cost.
If you selected Auto Share:
Choose your search type and enter the parameter:
Phone # Search (by number)
Name Search (by saved contact)
Keyword Search (by up to 20 keywords)
Select your data sources (Text Messages, WhatsApp, Voicemail, or Call Logs).
(Optional) Select conversation types: Direct Messages (DMs), Group Messages only, or All (both).
Click Add Search Query
Repeat as needed to define multiple searches.
Set a response deadline and reminders.
Click Create to finalize.
Step 5: Review your Case Data dashboard
After creation, your data collection requests will appear under Case Data.
From this dashboard, you can:
Track custodian upload progress
See pending, overdue, or completed requests
View assigned search types and dates
Add new requests for additional custodians or devices
Remote Collection Client Invitation
The custodian will receive instructions to complete their extraction if contact details were included.
To edit or resend a collection request, click Edit next to the relevant entry.
You can return to the Case Data dashboard anytime to monitor completion status or create new requests.