OpenText Extended ECM - Business Workspaces - OpenText Documentum Integration and Automation

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

1. Regulated project workspace with controlled document publishing

Data flow: OpenText Extended ECM - Business Workspaces to OpenText Documentum

Project teams work in OpenText Extended ECM - Business Workspaces using a business object such as a product launch, engineering project, or clinical study. Drafts, meeting notes, and working documents are managed in the workspace, while approved controlled documents are published to OpenText Documentum for formal records management and compliance retention.

• Business users collaborate in a familiar project context
• Only approved content is transferred to the controlled repository
• Compliance teams gain stronger lifecycle and retention control in Documentum

2. Customer or case workspace linked to regulated correspondence archive

Data flow: Bi-directional

Customer service, claims, or case management teams use OpenText Extended ECM - Business Workspaces to manage active cases, correspondence, and supporting files. Final letters, signed forms, and legally sensitive communications are archived in OpenText Documentum to support auditability, retention, and legal hold requirements.

• Case teams retain a full operational view in the workspace
• Documentum stores the authoritative compliance copy
• Search and traceability improve across service and records teams

3. Controlled review and approval of SOPs, policies, and procedures

Data flow: OpenText Documentum to OpenText Extended ECM - Business Workspaces

Documentum acts as the system of record for standard operating procedures, policies, and controlled templates. When a new version is ready for review, it is surfaced in an OpenText Extended ECM - Business Workspaces workspace tied to the relevant department, site, or process owner. Reviewers collaborate on comments and approvals before the final version is returned to Documentum.

• Documentum maintains version control and compliance history
• Business teams review content in context of their operational work
• Approval cycles become faster and more transparent

4. Engineering change management with governed technical documentation

Data flow: Bi-directional

Engineering teams manage change requests, drawings, test evidence, and supporting files in OpenText Extended ECM - Business Workspaces. Once a change is approved, released technical documents are synchronized to OpenText Documentum for long-term control, audit trails, and regulated distribution. Updates from Documentum can also be reflected back into the workspace for downstream teams.

• Supports structured change control processes
• Separates working content from released controlled content
• Improves coordination between engineering, quality, and compliance teams

5. Clinical trial or research study document package management

Data flow: OpenText Extended ECM - Business Workspaces to OpenText Documentum

Study teams use OpenText Extended ECM - Business Workspaces to manage site documents, investigator communications, and operational artifacts tied to a trial or research program. Finalized study documents, regulatory submissions, and essential records are transferred to OpenText Documentum for lifecycle management and inspection readiness.

• Study teams work in a context-rich workspace
• Documentum provides the controlled archive for regulated evidence
• Reduces risk of missing or misfiled trial documentation

6. Legal matter workspace with records handoff for retention and eDiscovery

Data flow: OpenText Extended ECM - Business Workspaces to OpenText Documentum

Legal teams manage active matters in OpenText Extended ECM - Business Workspaces, including drafts, evidence, correspondence, and task tracking. When a matter closes, selected documents and final records are transferred to OpenText Documentum for retention, defensible disposal, and eDiscovery support.

• Active matter work stays with the legal team in context
• Closed matter records move into a governed repository
• Improves defensibility and reduces manual archiving effort

7. Enterprise content consolidation for multi-system governance

Data flow: Bi-directional

Organizations with both operational and regulated content needs can use OpenText Extended ECM - Business Workspaces as the collaboration layer and OpenText Documentum as the compliance repository. Metadata, status, and document links are synchronized so users can access the right content from the right system without duplicating governance processes.

• Creates a single business view across two content platforms
• Reduces duplicate storage and inconsistent metadata
• Allows each platform to play to its strengths

8. Audit-ready handoff from operational teams to records management

Data flow: OpenText Extended ECM - Business Workspaces to OpenText Documentum

Operational teams complete work in OpenText Extended ECM - Business Workspaces, such as vendor onboarding, project closure, or incident resolution. At milestone completion, the final package of documents, approvals, and metadata is automatically handed off to OpenText Documentum for records classification and retention.

• Eliminates manual file collection at closeout
• Ensures complete records packages are captured consistently
• Supports audit, legal, and regulatory review requirements