Microsoft 365 - OpenText File 360 Integration and Automation

Common Integration Use Cases Between Microsoft 365 and OpenText File 360

1. Secure external document sharing from Microsoft Teams and SharePoint

Teams and SharePoint users can publish sensitive documents to OpenText File 360 when they need to share files with customers, suppliers, or partners outside the organization. This keeps collaboration simple for employees while enforcing enterprise controls such as access restrictions, expiration dates, and audit trails.

• Data flow: Microsoft 365 to OpenText File 360
• Business value: Reduces reliance on consumer file-sharing tools and improves control over external document distribution.

2. Controlled co-authoring for regulated or confidential content

Business teams can draft and review documents in Word, Excel, or PowerPoint within Microsoft 365, then store the approved version in OpenText File 360 for controlled sharing. This is useful for legal, finance, HR, and compliance-sensitive content where collaboration is needed but file governance must remain strict.

• Data flow: Bi-directional
• Business value: Supports collaboration without sacrificing compliance, retention, or access control requirements.

3. Secure project collaboration with external stakeholders

Project managers can use Microsoft Teams for day-to-day communication while using OpenText File 360 as the secure repository for project deliverables, contracts, and milestone documents. External stakeholders receive governed access to only the files they need, while internal teams continue working in Microsoft 365.

• Data flow: Microsoft 365 to OpenText File 360
• Business value: Improves cross-company collaboration while minimizing the risk of oversharing sensitive project materials.

4. Compliance-driven document archiving from Microsoft 365 workspaces

Completed documents from SharePoint libraries, OneDrive folders, or Teams channels can be automatically transferred to OpenText File 360 for long-term secure storage and audit-ready retention. This is especially valuable for records that must be preserved with controlled access and traceability.

• Data flow: Microsoft 365 to OpenText File 360
• Business value: Simplifies records management and helps organizations meet internal governance and regulatory obligations.

5. Secure file access for mobile and distributed workers

Employees working remotely can use Microsoft 365 for productivity and communication while accessing governed files through OpenText File 360 when they need to share or retrieve sensitive content. This creates a consistent experience for distributed teams without exposing files through unmanaged channels.

• Data flow: Bi-directional
• Business value: Enables flexible work patterns while maintaining enterprise security and visibility over file usage.

6. Audit-ready collaboration for legal and audit teams

Legal, audit, and risk teams can use Microsoft 365 for drafting reports, tracking issues, and coordinating reviews, then store final evidence packages in OpenText File 360 with full audit history. This supports defensible processes for investigations, audits, and policy reviews.

• Data flow: Microsoft 365 to OpenText File 360
• Business value: Strengthens evidence management and improves the ability to demonstrate compliance during audits or disputes.

7. Secure document exchange with partners and vendors

Procurement and supply chain teams can prepare contracts, specifications, and onboarding documents in Microsoft 365 and exchange them with external vendors through OpenText File 360. The integration allows the business to maintain control over who can view, download, or update files while reducing manual email-based sharing.

• Data flow: Microsoft 365 to OpenText File 360
• Business value: Speeds up supplier collaboration and reduces the risk of unauthorized file distribution.

8. Centralized governance for Microsoft 365 content shared outside the organization

When users in Microsoft 365 need to share files externally, OpenText File 360 can act as the governed sharing layer, providing policy-based controls, usage tracking, and access revocation. This gives IT and compliance teams better oversight of sensitive content leaving the Microsoft 365 environment.

• Data flow: Microsoft 365 to OpenText File 360
• Business value: Improves governance over external sharing and reduces security risk across the digital workplace.