Microsoft 365 - OpenText Extended ECM - Business Workspaces Integration and Automation

Common Integration Use Cases Between Microsoft 365 and OpenText Extended ECM - Business Workspaces

1. Project workspace creation from Microsoft Teams or SharePoint

Data flow: Microsoft 365 ? OpenText Extended ECM - Business Workspaces

When a new project is approved in Microsoft Teams, Planner, or a SharePoint project site, OpenText Extended ECM can automatically create a corresponding business workspace tied to the project record. The workspace stores governed documents such as contracts, plans, approvals, and deliverables while Microsoft 365 remains the collaboration front end for day-to-day teamwork.

Business value: This gives project teams a familiar collaboration experience in Microsoft 365 while ensuring official project content is organized, retained, and controlled in OpenText. It reduces manual setup, improves document governance, and creates a single contextual record for audits and project reviews.

2. Contract review and approval workflow with Word, Outlook, and Teams

Data flow: Bi-directional

Legal and procurement teams can draft contracts in Word, route them for review through Outlook or Teams, and store the final approved version in an OpenText workspace linked to the supplier, customer, or deal record. Comments, redlines, and approval status can be synchronized so stakeholders can collaborate in Microsoft 365 while OpenText maintains the controlled record.

Business value: This shortens contract cycle times, improves version control, and ensures the approved agreement is retained in the correct business context. It also supports compliance by separating working drafts from the official record.

3. Customer case management with SharePoint and business workspaces

Data flow: OpenText Extended ECM - Business Workspaces ? Microsoft 365

For customer service or account management, OpenText can expose a customer workspace inside Microsoft 365 so users can access case files, correspondence, service reports, and supporting documents without leaving Outlook, Teams, or SharePoint. The workspace is linked to the customer object from the CRM or service system.

Business value: Service teams gain immediate access to all case-related information in one place, reducing time spent searching across systems. This improves response times, supports consistent customer communication, and gives managers better visibility into case history and resolution status.

4. Governance of regulated documents created in Microsoft 365

Data flow: Microsoft 365 ? OpenText Extended ECM - Business Workspaces

Documents created in Word, Excel, or PowerPoint can be automatically filed into the correct OpenText workspace based on metadata such as department, project, client, or matter number. OpenText applies retention rules, records management, and audit controls while users continue editing in Microsoft 365.

Business value: This is especially useful for regulated industries such as financial services, healthcare, and public sector organizations. It reduces the risk of unmanaged content in personal drives or ad hoc SharePoint locations and ensures business-critical documents are governed from creation through retention.

5. Sales opportunity and proposal collaboration

Data flow: Bi-directional

Sales teams can use Microsoft Teams and SharePoint to collaborate on proposals, presentations, and pricing documents while OpenText Extended ECM maintains the official opportunity workspace tied to the CRM opportunity. Final proposal versions, customer requirements, and signed documents are stored in the workspace, while status updates and key documents can be surfaced back into Microsoft 365.

Business value: This improves alignment between sales, legal, finance, and delivery teams. It also creates a complete opportunity history, making it easier to support renewals, handoffs, and post-sale execution.

6. Audit-ready records for finance and procurement processes

Data flow: Microsoft 365 ? OpenText Extended ECM - Business Workspaces

Invoices, purchase approvals, budget spreadsheets, and supporting correspondence created in Excel, Outlook, or Teams can be captured into OpenText workspaces linked to the relevant vendor, cost center, or purchase order. The workspace becomes the controlled record for approvals, exceptions, and supporting evidence.

Business value: Finance and procurement teams gain a complete audit trail without relying on email folders or local file storage. This improves compliance, simplifies internal and external audits, and reduces the time needed to locate supporting documentation.

7. Executive reporting and operational dashboards with governed source content

Data flow: OpenText Extended ECM - Business Workspaces ? Microsoft 365

OpenText can provide governed source documents and metadata to Microsoft 365 reporting tools such as Excel and Power BI. Teams can analyze project status, contract volumes, case aging, or document approval metrics using trusted content from business workspaces.

Business value: Leaders get better visibility into operational performance using accurate, controlled data. This reduces reporting errors caused by inconsistent document versions and helps decision-makers rely on a single source of truth.

8. Employee onboarding and HR case files

Data flow: Bi-directional

HR teams can manage onboarding checklists, offer letters, policy acknowledgements, and employee documents in Microsoft 365 while OpenText Extended ECM stores the official employee workspace tied to the worker record. Teams can collaborate on onboarding tasks in Microsoft Teams, and finalized documents are filed into the governed workspace.

Business value: This creates a structured onboarding process with clear ownership and complete records. It improves employee experience, reduces administrative effort, and ensures sensitive HR documents are managed according to retention and privacy requirements.