Excel - OpenText InfoArchive Integration and Automation

Common Integration Use Cases Between Microsoft Excel and OpenText InfoArchive

1. Controlled archival of Excel-based business records

Data flow: Microsoft Excel to OpenText InfoArchive

Business teams often maintain operational records in Excel, such as pricing approvals, inventory reconciliations, audit logs, and monthly reporting packs. Once these files are finalized, they can be automatically archived in OpenText InfoArchive with retention rules applied based on record type, department, or regulatory requirement.

• Preserves final versions of spreadsheets used for financial, operational, or compliance reporting
• Reduces reliance on shared drives and email attachments for long-term storage
• Supports audit readiness by keeping immutable records with retention metadata

2. Archiving legacy Excel extracts from decommissioned systems

Data flow: Legacy system exports in Microsoft Excel to OpenText InfoArchive

When older applications are retired, their historical data is often exported to Excel for validation and handoff before being loaded into InfoArchive. This allows organizations to preserve searchable historical records without keeping the source system running.

• Enables legacy system retirement while maintaining access to historical data
• Reduces infrastructure and support costs tied to obsolete applications
• Provides a structured archive for records that were previously managed in spreadsheets

3. Compliance retention for spreadsheet-based evidence and approvals

Data flow: Microsoft Excel to OpenText InfoArchive

Many business processes use Excel to capture approvals, reconciliations, exception logs, and sign-off evidence. These files can be archived in InfoArchive as compliance evidence with retention schedules aligned to legal, tax, or internal policy requirements.

• Creates a defensible record of approvals and business decisions
• Supports regulatory audits with traceable retention and disposition controls
• Helps standardize retention across departments that rely heavily on spreadsheets

4. Retrieval of archived data for analysis and rework

Data flow: OpenText InfoArchive to Microsoft Excel

Users may need to extract archived records from InfoArchive into Excel for analysis, reconciliation, or reprocessing. For example, finance or operations teams can retrieve historical transaction data, export it to Excel, and use formulas, pivot tables, or Power Query to compare periods, investigate exceptions, or prepare management reports.

• Supports ad hoc analysis without restoring data to the original system
• Improves productivity for business users who prefer Excel for investigation and reporting
• Reduces dependency on IT for one-off data access requests

5. Archiving validated bulk update templates and master data snapshots

Data flow: Microsoft Excel to OpenText InfoArchive

Excel is frequently used to prepare bulk updates for product, customer, vendor, or inventory data. After validation and import into downstream systems, the approved spreadsheet template and the final submitted version can be archived in InfoArchive to preserve the exact data set used for the change.

• Maintains a historical record of master data changes and submitted templates
• Improves traceability for audits and issue resolution
• Provides evidence of what was approved versus what was loaded into operational systems

6. Retention of periodic reporting packs and management dashboards

Data flow: Microsoft Excel to OpenText InfoArchive

Organizations often distribute monthly or quarterly Excel-based reports to leadership, auditors, or external stakeholders. These final report files can be archived in InfoArchive to preserve the exact version that was issued, including formulas, embedded calculations, and supporting tabs.

• Ensures consistent retention of official reporting outputs
• Supports historical comparison and audit review
• Reduces risk of version confusion when reports are regenerated later

7. Long-term preservation of spreadsheet-based business evidence across departments

Data flow: Bi-directional

Different teams may both contribute to and consume Excel files as part of a controlled records process. For example, procurement may submit supplier scorecards in Excel, legal may review and annotate them, and the final approved version can be archived in InfoArchive. Later, authorized users can retrieve the archived file back into Excel for review or dispute resolution.

• Supports cross-functional workflows involving business, legal, finance, and compliance teams
• Preserves the full lifecycle of spreadsheet-based records
• Improves governance while keeping Excel as the working format for users