OpenText Core Signature - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between OpenText Core Signature and OpenText Extended ECM - Records Management

1. Signed Contract Automatically Declared as a Formal Record

When a contract is fully executed in OpenText Core Signature, the final signed PDF, audit trail, and signature certificate are automatically transferred to OpenText Extended ECM - Records Management for formal record declaration.

• Data flow: OpenText Core Signature to OpenText Extended ECM - Records Management
• Business value: Ensures legally binding agreements are preserved under retention rules without manual filing.
• Typical users: Legal, procurement, sales operations, and records management teams.

2. HR Employee Onboarding Documents Routed for Signature and Retention

HR generates onboarding forms, policy acknowledgements, and employment agreements in OpenText Extended ECM, sends them to OpenText Core Signature for execution, then stores the completed documents back in records management with the correct retention schedule.

• Data flow: OpenText Extended ECM - Records Management to OpenText Core Signature and back
• Business value: Reduces onboarding delays and ensures employee records are retained according to labor and privacy requirements.
• Typical users: HR operations, compliance, and shared services.

3. Customer Onboarding Package Signed and Archived as Compliance Evidence

Customer onboarding packets such as account agreements, disclosures, and consent forms are prepared in OpenText Extended ECM, signed in OpenText Core Signature, and then declared as records with metadata such as customer ID, product type, and effective date.

• Data flow: OpenText Extended ECM - Records Management to OpenText Core Signature to OpenText Extended ECM - Records Management
• Business value: Creates a complete audit-ready customer file and supports regulatory inspections.
• Typical users: Banking, insurance, healthcare, and regulated service providers.

4. Policy and Procedure Acknowledgement Tracking

Organizations can distribute updated policies from OpenText Extended ECM to OpenText Core Signature for employee acknowledgement, then automatically store the signed acknowledgements as controlled records with retention and disposition rules.

• Data flow: OpenText Extended ECM - Records Management to OpenText Core Signature to OpenText Extended ECM - Records Management
• Business value: Provides proof of employee acknowledgement and simplifies audit preparation.
• Typical users: Compliance, HR, internal audit, and risk management.

5. Supplier Agreement Execution and Record Lifecycle Management

Procurement teams initiate supplier agreements in OpenText Extended ECM, route them through OpenText Core Signature for approval and execution, and then automatically classify the final agreement as a managed record with the appropriate retention period.

• Data flow: OpenText Extended ECM - Records Management to OpenText Core Signature to OpenText Extended ECM - Records Management
• Business value: Improves contract turnaround time while ensuring supplier documents are retained and disposed of in line with policy.
• Typical users: Procurement, legal, finance, and records administrators.

6. Regulatory Consent Capture and Long-Term Evidence Preservation

For regulated interactions such as patient consent, financial disclosures, or privacy notices, OpenText Core Signature captures the signed consent and sends the completed evidence package to OpenText Extended ECM for retention, legal hold readiness, and disposition control.

• Data flow: OpenText Core Signature to OpenText Extended ECM - Records Management
• Business value: Maintains defensible evidence of consent and supports long-term compliance obligations.
• Typical users: Healthcare, financial services, and public sector organizations.

7. Legal Hold and Retention Triggered by Executed Documents

Once a document is signed in OpenText Core Signature, the integration can apply metadata in OpenText Extended ECM to trigger the correct retention category or legal hold based on document type, jurisdiction, or business unit.

• Data flow: OpenText Core Signature to OpenText Extended ECM - Records Management
• Business value: Reduces compliance risk by ensuring executed documents follow the correct lifecycle controls immediately after signing.
• Typical users: Legal, compliance, and records management teams.

8. Bi-Directional Status Synchronization for Process Visibility

OpenText Extended ECM can initiate signature workflows and track document status, while OpenText Core Signature returns completion status, signer details, and timestamps so business users can monitor both approval progress and records readiness in one process.

• Data flow: Bi-directional
• Business value: Improves visibility across departments and reduces manual follow-up on outstanding signatures and filing tasks.
• Typical users: Operations, case management teams, and process owners.