OpenText Extended ECM - Business Workspaces - Microsoft Planner Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Business Workspaces and Microsoft Planner

1. Project Workspace to Task Board Synchronization

When a new project workspace is created in OpenText Extended ECM, key deliverables, milestones, and action items can be pushed into Microsoft Planner as task buckets and cards. Project teams use Planner for day-to-day task execution while Extended ECM remains the governed system of record for project documents, approvals, and metadata.

• Data flow: OpenText Extended ECM - Business Workspaces to Microsoft Planner
• Business value: Faster project setup, clearer accountability, and better alignment between documents and execution tasks

2. Document Review and Approval Task Creation

When a document is uploaded or moved to a specific stage in an Extended ECM workspace, Planner tasks can be automatically created for reviewers, approvers, or subject matter experts. This is useful for policies, contracts, project plans, and compliance documents that require structured review cycles.

• Data flow: OpenText Extended ECM - Business Workspaces to Microsoft Planner
• Business value: Reduces manual follow-up, improves review turnaround time, and ensures no approval step is missed

3. Planner Task Completion Updates Workspace Status

As users complete tasks in Microsoft Planner, the corresponding business workspace in Extended ECM can be updated with status changes, completion dates, or milestone progress. This gives business users a governed view of execution progress without requiring them to track work in multiple tools.

• Data flow: Microsoft Planner to OpenText Extended ECM - Business Workspaces
• Business value: Better visibility into project progress and stronger linkage between operational work and controlled content

4. Case or Customer Workspace Action Tracking

For customer service, legal, or operational case management scenarios, a workspace in Extended ECM can generate Planner tasks for follow-up actions such as gathering evidence, contacting stakeholders, or preparing responses. The workspace retains the case file, while Planner manages the action list for the team.

• Data flow: OpenText Extended ECM - Business Workspaces to Microsoft Planner
• Business value: Improves coordination across teams and ensures case-related actions are tracked consistently

5. Cross-Functional Project Collaboration with Controlled Content

Business teams can use Planner to coordinate work across departments while Extended ECM stores the supporting documents, meeting notes, and decision records in the related workspace. This is especially effective for product launches, audits, mergers, or process improvement initiatives where multiple teams need shared visibility.

• Data flow: Bi-directional
• Business value: Combines lightweight task management with enterprise content governance and auditability

6. Escalation of Overdue Tasks to Workspace Owners

Planner tasks that remain overdue or blocked can trigger alerts or updates in the associated Extended ECM workspace, notifying workspace owners or managers. This helps governance teams monitor risk items, delayed approvals, or unresolved dependencies tied to business records.

• Data flow: Microsoft Planner to OpenText Extended ECM - Business Workspaces
• Business value: Earlier intervention on delays and better oversight of critical business processes

7. Milestone-Based Workspace Reporting

Planner task completion data can be aggregated and reflected in Extended ECM workspace dashboards or metadata fields to show milestone progress for projects, onboarding, audits, or implementation programs. This creates a more complete operational picture by combining task execution with document-centric process status.

• Data flow: Microsoft Planner to OpenText Extended ECM - Business Workspaces
• Business value: Enables management reporting without manual status collection and improves decision-making