Microsoft 365 - OpenText Product Traceability Integration and Automation

Common Integration Use Cases Between Microsoft 365 and OpenText Product Traceability

1. Centralized traceability document repository for regulated product records

Data flow: Bi-directional

Teams can store and manage product traceability documents in Microsoft SharePoint or OneDrive while linking them to traceability records in OpenText Product Traceability. This supports controlled access to specifications, batch records, certificates, and audit evidence across quality, operations, and compliance teams.

• SharePoint acts as the collaboration layer for working documents
• OpenText maintains the authoritative traceability record and product history
• Users can quickly retrieve supporting documents during audits or investigations

2. Automated incident and deviation collaboration in Microsoft Teams

Data flow: OpenText Product Traceability - Microsoft 365

When a traceability issue, lot discrepancy, or recall-related event is logged in OpenText Product Traceability, an alert can be sent to Microsoft Teams to notify quality, supply chain, and plant operations teams. Teams channels can be used to coordinate investigation tasks, share updates, and track decisions in real time.

• Faster cross-functional response to product issues
• Improved visibility into investigation status
• Reduced email dependency during time-sensitive events

3. Controlled approval workflows for product and packaging changes

Data flow: Bi-directional

Product master changes, packaging updates, or traceability rule changes can be initiated in Microsoft 365 workflows and routed for review through Outlook, Teams, or Power Automate. Once approved, the final decision and supporting files can be synchronized back to OpenText Product Traceability to maintain an auditable change history.

• Standardized review and approval process
• Clear audit trail for regulated change management
• Less manual follow-up across departments

4. Audit preparation and evidence collection using Microsoft 365

Data flow: OpenText Product Traceability - Microsoft 365

During internal or external audits, traceability data from OpenText Product Traceability can be exported into Excel for analysis, summarized in PowerPoint for management review, and stored in SharePoint for controlled access. This helps compliance teams prepare evidence packages faster and present traceability performance clearly.

• Speeds up audit response and reporting
• Supports trend analysis of traceability gaps or exceptions
• Improves consistency in audit documentation

5. Supplier and batch documentation distribution through Outlook and SharePoint

Data flow: Bi-directional

Supplier certificates, batch documentation, and traceability-related correspondence can be distributed through Outlook and stored in SharePoint, while OpenText Product Traceability retains the associated product or lot context. This creates a more complete record of supplier compliance and material lineage.

• Better coordination with suppliers and contract manufacturers
• Traceability records linked to supporting correspondence
• Improved document retention and retrieval

6. Executive traceability dashboards in Power BI

Data flow: OpenText Product Traceability - Microsoft 365

Traceability data from OpenText Product Traceability can feed Power BI dashboards to provide leadership with visibility into recall readiness, lot genealogy completeness, exception rates, and investigation cycle times. These dashboards help operations and compliance leaders monitor risk and performance trends.

• Real-time operational reporting for leadership
• Trend analysis across plants, products, or suppliers
• Supports proactive risk management

7. AI-assisted document drafting and knowledge retrieval with Copilot

Data flow: Bi-directional

Users can leverage Microsoft Copilot in Word and Outlook to draft investigation summaries, corrective action updates, or audit responses using traceability data and related documents from OpenText Product Traceability. This reduces manual writing effort and helps teams produce consistent, well-structured communications.

• Faster creation of compliance and operational documents
• Improved consistency in recurring reports and responses
• Less time spent searching across systems for supporting information

8. Secure retention and lifecycle management for traceability records

Data flow: Bi-directional

OpenText Product Traceability can serve as the system of record for product lineage, while Microsoft 365 retention policies, labels, and access controls help govern related collaboration content in Teams, SharePoint, and Outlook. This ensures traceability-related communications and working files are retained according to corporate and regulatory requirements.

• Stronger governance over regulated content
• Consistent retention across collaboration and traceability data
• Reduced compliance risk from unmanaged files and emails