OpenText Core Capture Services - Asana Integration and Automation

Common Integration Use Cases Between OpenText Core Capture Services and Asana

1. Invoice Exception Management Workflow

Data flow: OpenText Core Capture Services ? Asana

When OpenText Core Capture Services captures and extracts invoice data, it can automatically create an Asana task for invoices that require review, approval, or exception handling. Key fields such as vendor name, invoice number, amount, due date, and exception reason can be included in the task.

• Routes mismatched or incomplete invoices to the right finance team
• Improves visibility into pending approvals and bottlenecks
• Reduces manual follow-up across accounts payable and procurement

2. Digital Mailroom Triage and Assignment

Data flow: OpenText Core Capture Services ? Asana

Incoming mail, scanned correspondence, and forms captured by OpenText Core Capture Services can be classified and then converted into Asana tasks for the appropriate department, such as HR, legal, customer service, or operations. The extracted metadata can determine task routing and priority.

• Speeds up distribution of inbound documents to the correct teams
• Creates a trackable work item for every document received
• Supports service-level expectations for response and resolution

3. Customer Onboarding Task Orchestration

Data flow: OpenText Core Capture Services ? Asana

During customer onboarding, OpenText Core Capture Services can extract data from submitted forms, contracts, and identity documents, then trigger an Asana project or task set for onboarding teams. This helps coordinate legal review, compliance checks, account setup, and welcome communications.

• Ensures onboarding steps are initiated as soon as documents are received
• Improves coordination between sales, operations, compliance, and support
• Reduces delays caused by missing or incomplete documentation

4. Document Review and Approval Tracking

Data flow: OpenText Core Capture Services ? Asana

For business documents that require review, such as contracts, policy forms, or claims packets, OpenText Core Capture Services can extract relevant details and create an Asana task for approval. Asana can then be used to manage review status, assign owners, and track deadlines.

• Provides a clear approval queue for document-driven processes
• Improves accountability with assigned reviewers and due dates
• Helps teams monitor turnaround time for critical documents

5. Exception Resolution for Missing or Invalid Data

Data flow: OpenText Core Capture Services ? Asana

When document capture identifies missing fields, unreadable content, or validation errors, an Asana task can be created for remediation. The task can include the original document reference, error type, and required correction so operations teams can resolve issues quickly.

• Creates a structured process for handling capture exceptions
• Prevents stalled downstream processing due to incomplete data
• Improves data quality and auditability

6. Cross-Functional Case Coordination

Data flow: OpenText Core Capture Services ? Asana

For document-based cases such as claims, disputes, or compliance investigations, OpenText Core Capture Services can extract case details and open an Asana task or project. Teams can then collaborate on investigation steps, assign follow-up actions, and track resolution milestones.

• Centralizes work across legal, operations, finance, and customer teams
• Provides visibility into case status and ownership
• Supports consistent handling of document-driven cases

7. Status Updates Back to the Capture Repository

Data flow: Asana ? OpenText Core Capture Services

When a task in Asana is completed, approved, or rejected, the status can be sent back to OpenText Core Capture Services to update the document record or workflow state. This keeps the capture system aligned with operational progress and supports audit trails.

• Synchronizes document processing status with work execution
• Reduces duplicate status tracking across systems
• Improves traceability for compliance and reporting

8. Bi-Directional Workflow for Document-Driven Operations

Data flow: OpenText Core Capture Services ? Asana

In mature enterprise workflows, OpenText Core Capture Services can initiate tasks in Asana based on captured documents, while Asana can send updates back when work is completed or escalated. This bi-directional integration is useful for end-to-end processes such as AP, onboarding, and regulated case management.

• Connects document intake directly to team execution
• Improves operational transparency across departments
• Supports scalable, repeatable workflows with fewer manual handoffs