OpenText Active Documents Trading Grid - OpenText Workflow Service Integration and Automation

Common Integration Use Cases Between OpenText Active Documents Trading Grid and OpenText Workflow Service

1. Purchase Order Exception Review and Approval

Data flow: OpenText Active Documents Trading Grid ? OpenText Workflow Service

When a purchase order is received from a trading partner through Trading Grid, the document can be routed into Workflow Service if it fails validation, exceeds a threshold, or requires manual review. Procurement, finance, and operations teams can collaborate on approvals, corrections, or rejection decisions before the order is released downstream.

Business value: Reduces order processing delays, improves control over exceptions, and creates a clear audit trail for approval decisions.

2. Invoice Discrepancy Resolution

Data flow: OpenText Active Documents Trading Grid ? OpenText Workflow Service

Supplier invoices exchanged through Trading Grid can be automatically sent to Workflow Service when there is a mismatch with the purchase order, receipt, or contract terms. The workflow can assign tasks to accounts payable, procurement, and receiving teams to investigate discrepancies, request supporting documents, and approve payment once resolved.

Business value: Speeds up invoice resolution, reduces payment holds, and improves supplier relationships through faster issue handling.

3. Shipping Notice and Delivery Exception Management

Data flow: OpenText Active Documents Trading Grid ? OpenText Workflow Service

Advance shipping notices and delivery confirmations received from logistics partners can trigger workflows when shipment details are incomplete, late, or inconsistent with the order. Workflow Service can route the case to logistics coordinators, warehouse teams, and customer service for investigation and corrective action.

Business value: Improves supply chain visibility, helps prevent fulfillment disruptions, and supports faster response to delivery issues.

4. Trading Partner Onboarding and Compliance Review

Data flow: Bi-directional

Trading Grid can exchange onboarding documents, certifications, and compliance artifacts with new suppliers or distributors, while Workflow Service manages the internal review and approval process. Once the partner is approved, Workflow Service can trigger the activation of document exchange channels in Trading Grid and notify stakeholders of readiness.

Business value: Shortens partner onboarding cycles, standardizes compliance checks, and ensures only approved partners are enabled for document exchange.

5. Document-Based Case Management for Supply Chain Disputes

Data flow: OpenText Active Documents Trading Grid ? OpenText Workflow Service

If a trading partner dispute arises over missing documents, incorrect quantities, or contract variances, the related documents from Trading Grid can be assembled into a workflow case. Workflow Service can coordinate review across legal, procurement, finance, and operations teams, capturing decisions and evidence in one controlled process.

Business value: Centralizes dispute handling, reduces manual follow-up, and improves accountability across departments.

6. Automated Escalation for Missed Partner Commitments

Data flow: OpenText Active Documents Trading Grid ? OpenText Workflow Service

When expected documents such as purchase orders, invoices, or shipping notices are not received within agreed timeframes, Trading Grid can trigger a workflow in Workflow Service. The workflow can escalate to account managers, supplier relationship teams, or operations leaders to follow up with the partner and document the resolution.

Business value: Improves SLA compliance, reduces operational blind spots, and helps teams act before delays affect downstream processes.

7. Workflow-Driven Document Release and Notification

Data flow: OpenText Workflow Service ? OpenText Active Documents Trading Grid

After internal approval steps are completed in Workflow Service, the system can initiate the release of outbound business documents through Trading Grid to external partners. This is useful for approved purchase orders, corrected invoices, contract-related notices, or shipment instructions that should only be sent after authorization.

Business value: Prevents premature document transmission, strengthens governance, and ensures partner communications follow internal controls.

8. Audit and Compliance Reporting for Partner Transactions

Data flow: Bi-directional

Trading Grid provides the transaction history and delivery evidence for exchanged business documents, while Workflow Service captures approval steps, exceptions, and resolution actions. Together, they can support compliance reporting for audits, supplier performance reviews, and internal control assessments.

Business value: Provides end-to-end traceability, simplifies audit preparation, and improves visibility into document-driven business processes.