Microsoft 365 - OpenText Core Content - Metadata Integration and Automation

Common Integration Use Cases Between Microsoft 365 and OpenText Core Content - Metadata

1. Controlled metadata tagging for Microsoft 365 documents

Flow: Microsoft 365 ? OpenText Core Content - Metadata

When users save or publish documents from SharePoint or OneDrive, the content can be registered in OpenText Core Content with required metadata such as document type, business unit, project code, retention class, and confidentiality level. OpenText enforces controlled vocabularies and validation rules so content is classified consistently before it is used in downstream processes.

Business value: Improves search accuracy, supports governance, and reduces the risk of misclassified content across departments.

2. Metadata-driven search and discovery in Microsoft 365

Flow: OpenText Core Content - Metadata ? Microsoft 365

Approved metadata from OpenText can be synchronized back to Microsoft 365 so users can filter, search, and sort content in SharePoint or Teams based on trusted business classifications. This is especially useful for large document libraries where users need to find the latest contract, policy, or project file quickly.

Business value: Speeds up content retrieval, reduces duplicate file creation, and improves user productivity.

3. Automated document routing and approval workflows

Flow: Microsoft 365 ? OpenText Core Content - Metadata

Documents created in Word, Excel, or PowerPoint can be routed to OpenText based on metadata values such as region, document category, or approval status. OpenText can then validate the metadata and trigger the correct review path, while Microsoft Teams or Outlook can notify reviewers and approvers. This creates a structured workflow for policies, proposals, contracts, and regulated documents.

Business value: Shortens approval cycles, improves compliance, and reduces manual routing errors.

4. Records management and retention classification

Flow: Microsoft 365 ? OpenText Core Content - Metadata

Content stored in SharePoint or Teams can be assigned retention and disposition metadata in OpenText to support records management requirements. For example, HR, legal, or finance documents can be tagged with retention periods, legal hold indicators, and record categories before being governed according to policy.

Business value: Strengthens compliance, supports audit readiness, and reduces legal and regulatory risk.

5. Metadata governance for digital asset and campaign content

Flow: Microsoft 365 ? OpenText Core Content - Metadata

Marketing teams often collaborate on campaign plans, briefs, and creative reviews in Microsoft 365 while OpenText manages the metadata standards for asset type, campaign, region, language, and usage rights. This ensures that files shared through Teams or SharePoint are consistently classified and can later be reused or archived correctly.

Business value: Improves asset reuse, supports brand governance, and reduces time spent searching for approved materials.

6. Metadata-enriched reporting and operational dashboards

Flow: OpenText Core Content - Metadata ? Microsoft 365

Metadata from OpenText can feed Power BI dashboards to provide visibility into document volumes, approval status, content aging, retention exposure, and compliance exceptions. Business and compliance teams can monitor content operations without manually compiling reports from multiple repositories.

Business value: Enables better decision-making, improves governance oversight, and reduces reporting effort.

7. Standardized project and case file management

Flow: Microsoft 365 ? OpenText Core Content - Metadata

Project teams working in Microsoft Teams and SharePoint can store working documents in Microsoft 365 while OpenText applies standardized metadata for project ID, client name, case number, and document status. This is useful for consulting, engineering, legal, and service organizations that need structured file organization across many active engagements.

Business value: Creates consistent file structures, improves cross-team collaboration, and supports long-term content governance.

8. Compliance review of externally shared content

Flow: Microsoft 365 ? OpenText Core Content - Metadata

Before documents are shared externally from Outlook, Teams, or SharePoint, OpenText can validate metadata such as sensitivity, approval status, and distribution rights. If required metadata is missing or invalid, the content can be flagged for review before release.

Business value: Reduces accidental data leakage, supports policy enforcement, and improves control over external communications.