FTP - OpenText Workflow Service Integration and Automation

Common Integration Use Cases Between FTP and OpenText Workflow Service

• Automated inbound file intake and approval routing
  FTP/SFTP servers receive bulk files such as invoices, claims, product catalogs, or media assets from external partners. OpenText Workflow Service detects the arrival of new files, creates a workflow case, assigns reviewers, and routes the content for validation, approval, or exception handling. This reduces manual monitoring of folders and ensures every file is tracked through a controlled business process.
• Exception management for failed or incomplete file transfers
  When FTP jobs fail, files are corrupted, or required files are missing, OpenText Workflow Service can open an exception case, notify the responsible operations team, and track remediation steps. This is useful for nightly batch exchanges with retailers, distributors, or production vendors where missed transfers can disrupt downstream operations.
• Bulk content ingestion into content management or case workflows
  Large document sets, scanned records, or media packages can be transferred via FTP from legacy capture systems or partner locations into an OpenText-driven workflow. The workflow can classify the files, apply metadata, trigger review tasks, and move approved content into the appropriate repository or case file. This improves consistency and reduces manual sorting of high-volume content.
• Supplier and partner file submission with controlled review
  External suppliers can upload purchase order confirmations, compliance documents, artwork, or shipping manifests to an FTP drop zone. OpenText Workflow Service then orchestrates internal review, legal or compliance checks, and final acceptance. This creates a structured handoff between external file-based exchanges and internal business approvals.
• Scheduled batch processing of operational data files
  Organizations often receive nightly FTP feeds containing inventory updates, pricing files, or customer records. OpenText Workflow Service can initiate downstream tasks after each successful transfer, such as validation, exception review, and distribution to business teams. This supports predictable batch operations while adding accountability and auditability to the process.
• Media and creative asset approval workflow
  Publishing, marketing, and manufacturing teams can use FTP to exchange large image, video, or artwork files with agencies and production partners. OpenText Workflow Service can manage review cycles, approval checkpoints, and version tracking before assets are released for print, publication, or distribution. This shortens approval cycles and reduces the risk of using unapproved assets.
• Regulated document transfer with audit trail and signoff
  For industries that rely on file-based exchanges, such as healthcare, finance, or manufacturing, FTP can deliver regulated documents to a secure landing zone. OpenText Workflow Service can then enforce review, signoff, retention, and escalation steps, creating a documented chain of custody. This improves compliance and makes audits easier to support.
• Outbound workflow-driven file generation and partner distribution
  OpenText Workflow Service can assemble approved documents, reports, or data extracts and hand them off to FTP for delivery to external systems or partners. Examples include monthly statements, shipment files, production schedules, or archive packages. This enables business users to control the approval process while still supporting legacy file-based delivery requirements.