OpenText Extended ECM - Business Workspaces - OpenText Lens - Data Visibility Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Business Workspaces and OpenText Lens - Data Visibility

OpenText Extended ECM - Business Workspaces and OpenText Lens - Data Visibility complement each other well in enterprise information governance and operational workflows. Extended ECM organizes content in business context, while Lens identifies what unstructured content exists, where it resides, and whether it is sensitive, redundant, or obsolete. Together, they support cleaner content operations, better compliance, and more informed business decisions.

1. Workspace Content Risk Review for Active Business Records

Data flow: OpenText Lens - Data Visibility to OpenText Extended ECM - Business Workspaces

Use OpenText Lens to scan repositories and identify sensitive, duplicate, or outdated documents linked to active customer, project, or case workspaces. Feed the findings into Extended ECM so workspace owners can review flagged content directly in the business context.

• Compliance teams identify risky files across shared repositories
• Business users validate whether content should remain in the workspace
• Records managers apply retention or disposition actions based on business context

Business value: Reduces exposure to stale or noncompliant content while keeping decisions close to the business process.

2. Pre-Migration Content Assessment for Workspace Consolidation

Data flow: OpenText Lens - Data Visibility to OpenText Extended ECM - Business Workspaces

Before migrating content into Extended ECM workspaces, use Lens to profile source repositories and identify what should be moved, archived, or deleted. This helps ensure only relevant and governed content is brought into the new workspace structure.

• Migration teams classify content by sensitivity, age, and duplication
• Business owners approve which documents belong in each workspace
• IT reduces migration volume and avoids carrying forward obsolete content

Business value: Lowers migration cost, improves data quality, and prevents clutter in new workspaces.

3. Customer or Project Workspace Cleanup Based on Content Intelligence

Data flow: OpenText Lens - Data Visibility to OpenText Extended ECM - Business Workspaces

Lens can analyze content across customer or project-related repositories and highlight documents that are redundant, outdated, or potentially sensitive. Extended ECM then provides the workspace where account managers, project leads, and compliance staff can review and act on those findings.

• Sales or project teams see which documents are no longer needed
• Legal and compliance teams review sensitive content in context
• Workspace owners remove or archive unnecessary files

Business value: Improves workspace hygiene and reduces operational risk without disrupting active work.

4. Sensitive Content Detection for Regulated Business Workspaces

Data flow: OpenText Lens - Data Visibility to OpenText Extended ECM - Business Workspaces

Use Lens to detect personally identifiable information, financial records, contracts, or other regulated content stored in business workspaces. Extended ECM can then route those findings to the appropriate business owner or compliance reviewer for action.

• Automated identification of regulated documents across workspaces
• Escalation to legal, privacy, or compliance teams
• Application of retention, access review, or removal actions

Business value: Strengthens governance and supports privacy and regulatory compliance initiatives.

5. Workspace Readiness for Records Management and Retention Programs

Data flow: Bi-directional

Lens identifies content that may qualify for retention review, archival, or disposition, while Extended ECM provides the business workspace where records owners confirm the operational relevance of that content. This creates a practical review loop between governance and the business.

• Lens flags obsolete or low-value content across repositories
• Workspace owners confirm whether content is still needed for business purposes
• Records teams apply retention schedules based on validated context

Business value: Improves retention accuracy and reduces the risk of premature deletion or unnecessary storage growth.

6. Duplicate Content Reduction Across Departmental Workspaces

Data flow: OpenText Lens - Data Visibility to OpenText Extended ECM - Business Workspaces

Lens can identify duplicate or near-duplicate documents stored across multiple departmental or project workspaces. Extended ECM then enables workspace owners to consolidate the authoritative version and remove redundant copies.

• IT and information governance teams locate duplicate files
• Business users confirm the system of record within the workspace
• Redundant copies are archived or deleted according to policy

Business value: Reduces storage costs, improves search quality, and minimizes version confusion.

7. Content Discovery for Workspace Rationalization and Governance Reporting

Data flow: OpenText Lens - Data Visibility to OpenText Extended ECM - Business Workspaces

Use Lens to generate visibility into content volume, age, sensitivity, and distribution across workspaces. Feed this intelligence into Extended ECM governance processes to support workspace rationalization, ownership reviews, and executive reporting.

• Governance teams identify inactive or overgrown workspaces
• Business owners receive actionable reports on content health
• Leadership gains visibility into risk and content sprawl

Business value: Enables better governance decisions and helps standardize workspace management across the enterprise.

8. Case or Project Closure Content Review

Data flow: Bi-directional

When a case, project, or customer engagement closes in Extended ECM, Lens can scan the associated content to identify what should be retained, archived, or deleted. The workspace then becomes the controlled environment for final review and closure actions.

• Lens highlights sensitive or obsolete documents before closure
• Project or case owners validate final content disposition
• Closed workspaces are archived with the right records set

Business value: Supports clean closure processes, reduces post-project clutter, and improves audit readiness.