OpenText Core Signature - ServiceNow Integration and Automation

Common Integration Use Cases Between OpenText Core Signature and ServiceNow

OpenText Core Signature and ServiceNow complement each other well in enterprise workflows where service requests, approvals, and legally binding signatures must be coordinated across departments. ServiceNow manages the workflow, case, and approval process, while OpenText Core Signature provides secure electronic signature execution for documents that require formal authorization.

1. Employee Onboarding Document Signing from ServiceNow HR Cases

Data flow: ServiceNow to OpenText Core Signature, then back to ServiceNow

When HR opens an onboarding case in ServiceNow, the system can automatically generate and route employment documents such as offer letters, policy acknowledgements, tax forms, and confidentiality agreements to OpenText Core Signature for signing. Once signed, the executed documents are returned to ServiceNow and attached to the employee case for audit and recordkeeping.

• Reduces manual follow-up between HR, new hires, and payroll teams
• Improves onboarding cycle time and compliance tracking
• Creates a complete case history in ServiceNow

2. IT Service Requests Requiring User Authorization

Data flow: ServiceNow to OpenText Core Signature

For high-risk IT requests such as privileged access, software procurement, hardware exceptions, or production changes, ServiceNow can trigger a signature request in OpenText Core Signature after the request reaches approval stage. The signed authorization is then used as evidence before fulfillment proceeds.

• Supports controlled approval of sensitive IT actions
• Provides a legally defensible approval record
• Helps enforce governance and segregation of duties

3. Contract Approval and Signature for Procurement Cases

Data flow: ServiceNow to OpenText Core Signature, then back to ServiceNow

Procurement teams can manage vendor onboarding, purchase approvals, and contract review in ServiceNow while sending final contract documents to OpenText Core Signature for execution. After all parties sign, the completed agreement is stored in the ServiceNow procurement or vendor record.

• Speeds up vendor contract turnaround
• Improves visibility into approval status
• Ensures signed contracts are linked to the correct procurement case

4. Customer or Partner Onboarding with Compliance Signatures

Data flow: ServiceNow to OpenText Core Signature, then back to ServiceNow

ServiceNow can orchestrate onboarding cases for customers, partners, or third-party service providers that require signed terms, service agreements, or compliance acknowledgements. OpenText Core Signature handles the signature collection, and the signed documents are returned to the onboarding record for operational teams to continue setup.

• Creates a structured onboarding experience
• Reduces delays caused by paper or email-based signatures
• Improves compliance and audit readiness

5. Policy Acknowledgement and Annual Compliance Attestation

Data flow: ServiceNow to OpenText Core Signature, then back to ServiceNow

ServiceNow can launch recurring compliance workflows for employee policy acknowledgements, code of conduct attestations, security training confirmations, or regulatory declarations. OpenText Core Signature captures the signed acknowledgement, and ServiceNow tracks completion status, reminders, and exceptions.

• Automates recurring compliance campaigns
• Provides centralized tracking of who has signed and who has not
• Supports audit reporting and escalation workflows

6. Facilities and Real Estate Approvals with Formal Signoff

Data flow: Bi-directional

For facilities requests such as lease approvals, space changes, access agreements, or maintenance authorizations, ServiceNow can manage the request and approval workflow while OpenText Core Signature captures formal signoff on documents that require legal or executive approval. Status updates from the signature process can be reflected back in ServiceNow to keep stakeholders informed.

• Useful for real estate, workplace services, and facilities teams
• Ensures formal approval before execution of commitments
• Improves transparency across request, approval, and signature stages

7. Legal and Risk Case Management for Signed Resolutions

Data flow: ServiceNow to OpenText Core Signature, then back to ServiceNow

ServiceNow can manage legal, risk, or internal investigation cases that require signed settlement letters, remediation commitments, or acknowledgment of corrective actions. OpenText Core Signature handles the signature process, and the signed outcome is attached to the case for closure and compliance evidence.

• Supports controlled handling of sensitive case documents
• Creates a reliable record of signed resolutions
• Helps legal and compliance teams close cases faster

These integrations are most valuable when ServiceNow acts as the workflow and case management layer, while OpenText Core Signature provides the trusted signature layer for documents that require formal approval, acknowledgment, or legal execution.