OpenText Active Documents Trading Grid - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between OpenText Active Documents Trading Grid and OpenText Extended ECM - Records Management

1. Declare inbound trading documents as official records

Data flow: OpenText Active Documents Trading Grid to OpenText Extended ECM - Records Management

When purchase orders, invoices, shipping notices, or order confirmations are received through Trading Grid, the final executed documents can be automatically transferred into Extended ECM and declared as formal records. This ensures that business-critical B2B transactions are retained under approved retention schedules and are available for audit, legal review, and compliance reporting.

Business value: Reduces manual filing, improves record completeness, and creates a defensible compliance trail for supply chain transactions.

2. Archive outbound documents after partner delivery

Data flow: OpenText Active Documents Trading Grid to OpenText Extended ECM - Records Management

After outbound documents such as invoices, advanced shipping notices, or compliance certificates are successfully delivered to trading partners, a copy of the sent document and delivery evidence can be archived in Extended ECM as a managed record. This provides a permanent internal record of what was sent, when it was sent, and whether it was acknowledged.

Business value: Supports dispute resolution, strengthens audit readiness, and reduces the risk of missing transaction evidence.

3. Preserve partner acknowledgements and exceptions as compliance records

Data flow: OpenText Active Documents Trading Grid to OpenText Extended ECM - Records Management

Trading Grid often captures acknowledgements, rejections, and exception notices from partners. These response documents can be routed into Extended ECM for retention alongside the originating transaction. This creates a complete record set for each business event, including approvals, exceptions, and corrective actions.

Business value: Improves traceability across the full transaction lifecycle and helps teams prove how exceptions were handled.

4. Link records management policies to document exchange workflows

Data flow: Bi-directional

Extended ECM can provide retention classifications, record categories, or disposition rules that influence how documents exchanged through Trading Grid are stored and managed. In return, Trading Grid can pass transaction metadata such as partner ID, document type, and transaction date to support automated records classification in Extended ECM.

Business value: Ensures consistent retention treatment across document types and reduces manual classification effort for compliance teams.

5. Maintain a complete audit package for regulated transactions

Data flow: OpenText Active Documents Trading Grid to OpenText Extended ECM - Records Management

For regulated industries such as healthcare, financial services, or public sector supply chains, Trading Grid transaction artifacts can be consolidated into Extended ECM as a single audit package. This package may include the original document, delivery confirmation, partner response, and associated metadata. Records management policies then govern retention and legal hold.

Business value: Speeds up audits, simplifies regulatory evidence collection, and reduces the effort required to respond to legal requests.

6. Retain contract-related trading documents with the master agreement record

Data flow: OpenText Active Documents Trading Grid to OpenText Extended ECM - Records Management

When trading documents are tied to a supplier agreement, customer contract, or service-level commitment, the exchanged documents can be automatically linked to the master contract record in Extended ECM. This gives legal, procurement, and operations teams a single view of the agreement and all related transactional documents.

Business value: Improves contract governance, supports renewal and dispute processes, and reduces time spent searching across systems.

7. Apply legal hold to trading documents involved in disputes

Data flow: OpenText Extended ECM - Records Management to OpenText Active Documents Trading Grid

If a transaction becomes part of a dispute, investigation, or litigation matter, Extended ECM can trigger a legal hold on the related records and notify Trading Grid workflows to preserve associated documents from deletion or disposition. This ensures that invoices, shipping notices, and acknowledgements remain intact for the duration of the case.

Business value: Prevents premature disposal of evidence and supports legal defensibility across partner transactions.

8. Automate retention and disposition of completed B2B transactions

Data flow: OpenText Extended ECM - Records Management to OpenText Active Documents Trading Grid

Once a trading transaction reaches completion and the retention period expires, Extended ECM can drive disposition actions for the associated records while notifying Trading Grid or downstream business systems as needed. This helps organizations remove obsolete transaction records in a controlled and policy-based manner.

Business value: Reduces storage costs, enforces retention policy consistently, and lowers compliance risk from over-retention.