Microsoft 365 - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between Microsoft 365 and OpenText Extended ECM - Records Management

1. Declare Microsoft 365 documents as official records from Teams, SharePoint, and Outlook

Employees can work in Microsoft 365 as usual, then declare finalized content as an official record in OpenText Extended ECM - Records Management. This is useful for contracts, policy approvals, project deliverables, and regulated correspondence that must be retained under formal retention rules.

• Data flow: Microsoft 365 to OpenText Extended ECM - Records Management
• Business value: Reduces manual filing, improves compliance, and ensures records are captured at the point of business activity.

2. Apply retention and disposition policies to content created in Microsoft 365

Documents stored in SharePoint or OneDrive can be automatically classified and assigned retention schedules in OpenText Extended ECM - Records Management based on document type, department, or business process. This helps organizations enforce consistent records governance across collaboration content.

• Data flow: Microsoft 365 to OpenText Extended ECM - Records Management
• Business value: Lowers legal and regulatory risk while reducing the burden on business users to manage retention manually.

3. Preserve email correspondence from Outlook as compliant records

Important emails, attachments, and approval threads in Outlook can be captured into OpenText Extended ECM - Records Management as records with metadata, retention rules, and audit history. This is especially valuable for HR cases, procurement decisions, customer disputes, and regulated communications.

• Data flow: Microsoft 365 to OpenText Extended ECM - Records Management
• Business value: Creates a defensible record of decisions and communications for audits, investigations, and litigation support.

4. Surface records status and retention information inside Microsoft 365 workspaces

Users working in SharePoint or Teams can see whether a document is a draft, controlled document, or declared record, along with retention status and disposition timing. This gives employees clear guidance without leaving their collaboration tools.

• Data flow: OpenText Extended ECM - Records Management to Microsoft 365
• Business value: Improves user adoption and reduces accidental edits or deletions of governed content.

5. Support legal hold and eDiscovery workflows across Microsoft 365 content

When litigation or regulatory review occurs, records managed in OpenText Extended ECM - Records Management can be placed on hold while related Microsoft 365 content is identified and preserved. This creates a controlled process for freezing relevant documents, emails, and collaboration artifacts.

• Data flow: Bi-directional
• Business value: Helps legal and compliance teams respond faster and more consistently to discovery requests and investigations.

6. Route business approvals in Microsoft Teams while storing the final approved record in OpenText

Teams can be used for collaboration, discussion, and approval of policies, procedures, contracts, or case files. Once approved, the final version is transferred to OpenText Extended ECM - Records Management as the authoritative record with the approval trail preserved.

• Data flow: Microsoft 365 to OpenText Extended ECM - Records Management
• Business value: Keeps collaboration fast while ensuring the approved version is governed and retained properly.

7. Enable records-centric reporting and governance dashboards in Microsoft 365

Records metadata from OpenText Extended ECM - Records Management can be exposed to Microsoft 365 reporting tools such as Power BI for dashboards on retention compliance, overdue disposition, record volumes, and departmental policy adherence. Compliance teams can monitor governance performance without exporting data manually.

• Data flow: OpenText Extended ECM - Records Management to Microsoft 365
• Business value: Improves visibility into records governance and supports proactive compliance management.

8. Manage regulated project and case files across Microsoft 365 and OpenText

For projects in healthcare, government, or financial services, teams can collaborate in Microsoft 365 while OpenText Extended ECM - Records Management maintains the official case file, retention schedule, and disposition controls. This is effective for audits, claims, grants, investigations, and service cases that require both collaboration and formal recordkeeping.

• Data flow: Bi-directional
• Business value: Combines productivity and compliance in one workflow, reducing duplicate storage and improving audit readiness.