Gmail - OpenText File 360 Integration and Automation

Common Integration Use Cases Between Gmail and OpenText File 360

Gmail and OpenText File 360 complement each other well in enterprise workflows where email is the primary communication channel and secure file sharing is required for controlled collaboration, compliance, and external distribution.

• Secure delivery of sensitive documents from email to governed file sharing

  Flow: Gmail to OpenText File 360

  When employees receive sensitive attachments in Gmail, such as contracts, financial statements, HR records, or legal documents, the integration can automatically upload the files to OpenText File 360 for secure storage and controlled sharing. This reduces the risk of sensitive content remaining in inboxes and ensures files are managed under enterprise access controls and audit policies.

• Send secure file links instead of email attachments

  Flow: OpenText File 360 to Gmail

  Business users can generate a secure File 360 link and send it through Gmail rather than attaching large or confidential files directly to email. This is useful for sharing proposals, design files, customer deliverables, and regulated documents with internal teams or external partners while preserving version control, access restrictions, and download tracking.

• Approval workflows for shared documents

  Flow: Bi-directional

  Teams can use Gmail to notify approvers when a document in OpenText File 360 is ready for review, then route approval responses back into the file workflow. For example, legal, procurement, or finance teams can receive an email alert with a secure link, review the document in File 360, and trigger the next step once approval is completed. This shortens cycle times and creates a clear audit trail.

• External collaboration with controlled access and email notifications

  Flow: OpenText File 360 to Gmail

  When a file is shared with an external client, supplier, or auditor in File 360, Gmail can be used to notify the recipient with access instructions and a secure link. The recipient accesses the file in File 360 rather than through an attachment, allowing the organization to maintain governance, revoke access if needed, and monitor activity.

• Automated distribution of reports and exports to stakeholders

  Flow: OpenText File 360 to Gmail

  Operational teams can publish monthly reports, compliance exports, or project deliverables to File 360 and automatically email stakeholders through Gmail when the files are available. This is valuable for finance close packages, audit evidence, sales performance reports, and executive dashboards that need controlled distribution without manual follow-up.

• Retention and archiving of email-based business records

  Flow: Gmail to OpenText File 360

  Important email conversations and attachments can be captured from Gmail and stored in File 360 as part of a governed record set. This supports legal, compliance, and records management requirements by preserving correspondence related to contracts, claims, customer disputes, or regulatory submissions in a secure repository with auditability.

• Shared team inbox to secure document workspace handoff

  Flow: Gmail to OpenText File 360

  Customer service, procurement, and project teams often receive documents through shared Gmail inboxes. Integration can automatically classify incoming files, move them into the correct File 360 workspace, and notify the responsible team. This improves response times, reduces manual filing, and ensures documents are stored in the right governed location from the start.

• Exception handling for failed or restricted file transfers

  Flow: Bi-directional

  If a file cannot be shared by email due to size, policy, or sensitivity, the integration can redirect the sender from Gmail to File 360 and notify them of the secure sharing option. This is useful for organizations that want to prevent risky attachment behavior while giving users a simple alternative for compliant file exchange.