OpenText Core Capture Services - OpenText File 360 Integration and Automation

Common Integration Use Cases Between OpenText Core Capture Services and OpenText File 360

OpenText Core Capture Services and OpenText File 360 complement each other well in document-heavy enterprise workflows. Core Capture Services automates the intake, classification, and extraction of data from incoming documents, while File 360 provides secure storage, controlled sharing, and auditability for files that need to be distributed across teams or to external parties. Together, they support faster processing, stronger governance, and better collaboration across business functions.

1. Secure intake of external documents for processing

Data flow: OpenText File 360 to OpenText Core Capture Services

External parties such as vendors, customers, or partners upload invoices, claims, applications, or supporting documents into File 360. Core Capture Services then retrieves those files, classifies the document type, and extracts key data for downstream processing.

• Reduces manual email-based document collection
• Creates a controlled intake channel for sensitive files
• Speeds up invoice, claims, and onboarding workflows

2. Captured documents routed to secure collaboration spaces

Data flow: OpenText Core Capture Services to OpenText File 360

After documents are scanned or ingested and key data is extracted, Core Capture Services sends the original files and indexed metadata to File 360 for secure sharing with approvers, reviewers, or external stakeholders. This is useful when the captured document must be reviewed before final processing.

• Supports approval cycles with controlled access
• Keeps source documents linked to extracted metadata
• Improves traceability during review and exception handling

3. Digital mailroom distribution with governed access

Data flow: OpenText Core Capture Services to OpenText File 360

Incoming mail, forms, and correspondence are captured centrally by Core Capture Services, then automatically routed into File 360 folders based on document type, department, or case. Teams across finance, HR, legal, and operations can access only the files relevant to them.

• Replaces manual sorting and internal forwarding of mail
• Improves service response times across departments
• Maintains audit trails for regulated correspondence

4. Vendor invoice exception management

Data flow: Bi-directional

Core Capture Services extracts invoice data and flags exceptions such as missing purchase order numbers, duplicate invoices, or unreadable fields. The invoice image and supporting documents are then stored in File 360 for secure review by AP staff, procurement, or business approvers. Comments, corrected files, or additional backup documents can be returned through File 360 for reprocessing.

• Speeds resolution of invoice exceptions
• Reduces back-and-forth email traffic
• Improves auditability of invoice approvals and corrections

5. Customer onboarding document package management

Data flow: OpenText File 360 to OpenText Core Capture Services and back to OpenText File 360

Prospective customers upload onboarding documents such as IDs, contracts, tax forms, and proof of address into File 360. Core Capture Services extracts the required data and validates document completeness. The resulting onboarding package, including processed documents and metadata, is stored back in File 360 for secure internal collaboration across sales, compliance, and operations.

• Shortens onboarding cycle times
• Supports compliance checks and document completeness validation
• Provides a single governed repository for onboarding records

6. Claims or case file assembly for regulated operations

Data flow: OpenText Core Capture Services to OpenText File 360

For insurance, healthcare, or public sector case handling, Core Capture Services captures incoming forms, correspondence, and evidence documents, extracts case identifiers, and then stores the files in File 360 under the correct case folder. Case workers and supervisors can securely access the full file set with permissions and audit logs.

• Improves case file completeness and organization
• Supports regulated access to sensitive records
• Enables faster case review and decision making

7. Compliance archive of captured records and supporting evidence

Data flow: OpenText Core Capture Services to OpenText File 360

Once documents are captured and processed, the final versions and associated metadata are archived in File 360 as the system of record for secure retention and controlled retrieval. This is especially valuable for tax records, HR files, legal correspondence, and audit evidence.

• Ensures captured records are retained in a governed repository
• Supports audit readiness and regulatory retention requirements
• Reduces risk of documents being stored in unmanaged locations

8. Shared review of high-value or sensitive documents

Data flow: Bi-directional

Core Capture Services processes sensitive documents such as contracts, loan applications, or legal submissions and sends them to File 360 for secure review by multiple teams. Reviewers can add comments, request missing documents, or upload revised versions in File 360, which can then be re-ingested or updated in Core Capture Services for continued processing.

• Supports cross-functional review without exposing files through consumer tools
• Improves control over sensitive document exchanges
• Enables a closed-loop process from capture to approval