OpenText Decision Service - OpenText File 360 Integration and Automation

Common Integration Use Cases Between OpenText Decision Service and OpenText File 360

OpenText Decision Service and OpenText File 360 complement each other well in enterprise workflows where rule-driven decisions must be made on shared documents, approvals, and controlled external collaboration. OpenText Decision Service provides the decision logic, while OpenText File 360 provides secure document exchange, access control, and auditability.

• Automated document approval routing based on file type, value, or risk

  Data flow: OpenText File 360 to OpenText Decision Service

  When a document is uploaded to OpenText File 360, metadata such as document type, department, sensitivity level, or transaction value can be sent to OpenText Decision Service. The decision engine applies business rules to determine the correct approval path, such as legal review, finance sign-off, or executive approval. This reduces manual triage and ensures consistent routing for contracts, invoices, policy documents, and regulated records.

• Controlled external sharing based on policy and customer status

  Data flow: Bi-directional

  OpenText Decision Service can evaluate whether a file may be shared externally based on customer classification, contract status, jurisdiction, or compliance rules. If approved, OpenText File 360 handles secure sharing with expiration dates, download restrictions, and audit trails. This is useful for sharing statements, claims documents, audit evidence, or project deliverables with partners and clients while maintaining governance.

• Exception handling for sensitive files requiring special authorization

  Data flow: OpenText File 360 to OpenText Decision Service

  When users attempt to share or access restricted files in OpenText File 360, the request can be evaluated by OpenText Decision Service against policy rules. For example, files containing personal data, legal privilege, or merger information can trigger additional approval steps or deny access unless specific conditions are met. This supports compliance teams in enforcing data handling policies without relying on manual review.

• Case file assembly for regulated business processes

  Data flow: Bi-directional

  In processes such as claims, onboarding, procurement, or investigations, OpenText File 360 can store and share the supporting documents needed for a case. OpenText Decision Service can determine which documents are required based on case attributes and business rules, then validate completeness before the case advances. This improves process quality by preventing incomplete submissions from moving forward.

• Dynamic retention and sharing rules for time-sensitive documents

  Data flow: OpenText Decision Service to OpenText File 360

  OpenText Decision Service can assign sharing and access rules based on document lifecycle stage, legal hold status, or business event. OpenText File 360 then enforces those rules by limiting access duration, controlling download rights, or revoking access when conditions change. This is valuable for board packs, bid documents, HR records, and confidential financial materials.

• Audit-ready collaboration for compliance-heavy teams

  Data flow: Bi-directional

  OpenText File 360 provides detailed activity logs for file access and sharing, while OpenText Decision Service records why a decision was made. Together, they create an auditable record of both the document exchange and the business rule applied. Compliance, legal, and internal audit teams can use this integration to demonstrate policy enforcement for regulated workflows such as SOX, GDPR, or vendor due diligence.

• Automated escalation when document conditions change

  Data flow: OpenText File 360 to OpenText Decision Service

  If a file is updated, replaced, or accessed outside expected parameters in OpenText File 360, the event can trigger OpenText Decision Service to reassess the workflow. The system can then escalate the item for review, require re-approval, or block further sharing. This is useful for contract amendments, revised pricing documents, and controlled technical specifications where changes must be revalidated.

These integrations help organizations combine secure file collaboration with policy-driven decision automation, reducing manual effort, improving compliance, and accelerating cross-team workflows.