OneDrive - OpenText Decision Service Integration and Automation

Common Integration Use Cases Between OneDrive and OpenText Decision Service

1. Policy-Based Document Approval for External Sharing

Flow: OneDrive ? OpenText Decision Service ? OneDrive

When an employee attempts to share a OneDrive file externally, the request and file metadata can be sent to OpenText Decision Service to evaluate business rules such as document classification, recipient domain, file type, sensitivity label, and user role. The decision engine returns approve, deny, or require escalation. OneDrive then applies the outcome by allowing the share, blocking it, or routing it for review.

Business value: Reduces unauthorized sharing, enforces consistent data protection policies, and removes manual review for low-risk requests.

2. Automated Retention and Archiving Decisions for Stored Files

Flow: OneDrive ? OpenText Decision Service

File metadata from OneDrive, such as owner, last modified date, department, and document category, can be evaluated by OpenText Decision Service to determine whether a file should be retained, archived, or flagged for deletion. The decision service can apply different rules for legal, finance, HR, or project documents based on retention schedules and regulatory requirements.

Business value: Improves records governance, reduces storage sprawl, and supports compliance with retention policies.

3. Risk-Based Access Control for Sensitive Documents

Flow: OneDrive ? OpenText Decision Service ? OneDrive

Before a user opens or downloads a sensitive file in OneDrive, the request can be evaluated by OpenText Decision Service using contextual rules such as user department, device compliance, location, time of access, and document sensitivity. The decision engine can return full access, read-only access, or denial. OneDrive can then enforce the access decision through permissions or conditional access workflows.

Business value: Strengthens protection of confidential content while allowing legitimate access based on business context.

4. Exception Handling for Large File Transfers and Sharing Limits

Flow: OneDrive ? OpenText Decision Service

When users attempt to upload, sync, or share unusually large files or high volumes of documents, OneDrive can send the event to OpenText Decision Service to determine whether the activity is normal business behavior or a policy exception. Rules can consider project codes, user history, business unit, and approved collaboration scenarios. The decision service can approve the action, require justification, or trigger a supervisor review.

Business value: Helps prevent misuse of storage and sharing capabilities while supporting legitimate high-volume business processes.

5. Automated Legal Hold and Case File Protection

Flow: OpenText Decision Service ? OneDrive

When a legal, audit, or HR case is opened in a case management system connected to OpenText Decision Service, the engine can determine which OneDrive files related to the case must be preserved. Based on rules such as employee name, matter type, date range, or project identifier, the service can instruct OneDrive to preserve, restrict, or flag files for legal hold.

Business value: Ensures relevant documents are protected quickly and consistently, reducing legal and compliance risk.

6. Approval Routing for Document Lifecycle Events

Flow: OneDrive ? OpenText Decision Service ? Workflow or Case System

When a document in OneDrive reaches a lifecycle milestone, such as contract draft completion, policy review, or project sign-off, metadata can be passed to OpenText Decision Service to determine the required approval path. The decision engine can route the item to the correct approver group based on document type, value threshold, region, or business unit, then return the decision to the workflow system for execution.

Business value: Speeds up approvals, reduces routing errors, and standardizes document governance across teams.

7. Controlled Collaboration for Regulated Projects

Flow: Bi-directional

For regulated initiatives such as product launches, mergers, or public sector programs, OneDrive can store working documents while OpenText Decision Service evaluates who can collaborate, what can be shared, and which documents require additional controls. As project conditions change, the decision engine can update rules dynamically, and OneDrive can reflect those changes through access restrictions, sharing limits, or review triggers.

Business value: Supports secure collaboration without slowing down project teams, especially where rules change frequently.

8. Audit and Compliance Exception Management

Flow: OneDrive ? OpenText Decision Service ? Case Management or Reporting

When OneDrive detects policy exceptions such as repeated failed sharing attempts, access to restricted files, or unusual download patterns, the event can be sent to OpenText Decision Service for rule-based triage. The engine can classify the event as benign, suspicious, or requiring investigation and then initiate the appropriate case or compliance workflow.

Business value: Improves audit response, reduces false positives, and helps compliance teams focus on high-risk events.