Agility - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between Agility and OpenText Extended ECM - Records Management

1. Publish approved records-related content from OpenText to Agility for public or internal web experiences

Data flow: OpenText Extended ECM - Records Management ? Agility

Organizations can store formally approved policy documents, retention schedules, compliance notices, or public records guidance in OpenText Extended ECM - Records Management and publish selected content to Agility for websites, intranets, or customer portals. This ensures that only version-controlled, legally reviewed content is exposed through digital channels.

• Reduces manual re-entry of compliance content into the CMS
• Maintains a single governed source for official documents
• Improves consistency across web, mobile, and portal channels

2. Capture web-published content as official records for audit and legal retention

Data flow: Agility ? OpenText Extended ECM - Records Management

When marketing pages, landing pages, disclosures, or customer-facing notices are published in Agility, the final approved version can be automatically transferred to OpenText Extended ECM - Records Management as a declared record. This supports auditability and retention requirements for regulated communications.

• Preserves the exact published version for legal evidence
• Supports retention policies for regulated web content
• Reduces risk of losing historical content after updates or redesigns

3. Route content approval workflows through records governance before publication

Data flow: Bi-directional

Content teams can draft pages in Agility while compliance or records teams review supporting documents and approval artifacts in OpenText Extended ECM - Records Management. Once the required approvals, classifications, and retention tags are applied, the content can be released for publication in Agility.

• Aligns marketing publishing with compliance controls
• Creates a clear approval trail across teams
• Prevents publication of unapproved or incomplete content

4. Link customer-facing content to governed source documents and records

Data flow: Agility ? OpenText Extended ECM - Records Management

Agility pages can reference governed documents stored in OpenText Extended ECM - Records Management, such as product terms, regulatory disclosures, clinical statements, or financial notices. The CMS presents the content while the ECM system retains the authoritative record and lifecycle controls.

• Ensures web content is backed by controlled source material
• Supports traceability from published content to official records
• Helps teams manage updates without duplicating documents

5. Automate retention of campaign and landing page assets for regulated industries

Data flow: Agility ? OpenText Extended ECM - Records Management

Marketing campaigns in healthcare, financial services, or government often require retention of landing pages, disclaimers, consent language, and campaign-specific content. Agility can send final page snapshots, metadata, and associated assets to OpenText Extended ECM - Records Management for retention and disposition management.

• Supports regulatory evidence for time-sensitive campaigns
• Captures the full context of published digital experiences
• Reduces manual archiving effort for marketing operations

6. Synchronize metadata for classification, retention, and content governance

Data flow: Bi-directional

Metadata such as content type, business owner, jurisdiction, publication date, and retention category can be synchronized between Agility and OpenText Extended ECM - Records Management. This allows content in Agility to inherit governance rules from the records system and helps records teams classify digital content more accurately.

• Improves consistency in content classification
• Enables automated retention assignment based on content attributes
• Reduces governance gaps between marketing and compliance teams

7. Support legal hold and content freeze processes for published digital content

Data flow: OpenText Extended ECM - Records Management ? Agility

When a legal hold or regulatory investigation is triggered in OpenText Extended ECM - Records Management, the system can notify Agility to freeze updates or flag specific pages and assets. This helps prevent accidental changes to content that may be subject to discovery or audit review.

• Protects content integrity during investigations
• Reduces legal and compliance risk
• Provides a controlled response to records-related events

8. Maintain a governed archive of obsolete web content and retired digital assets

Data flow: Agility ? OpenText Extended ECM - Records Management

When pages, microsites, or assets are retired in Agility, the final versions can be archived in OpenText Extended ECM - Records Management with retention rules and disposition schedules. This gives organizations a compliant archive of outdated digital content without keeping it active in the CMS.

• Supports clean content lifecycle management
• Reduces clutter in the CMS while preserving historical records
• Helps teams respond to audit, legal, and regulatory requests