OpenText Extended ECM - Content Server - Microsoft Planner Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Content Server and Microsoft Planner

OpenText Extended ECM - Content Server provides governed enterprise content management, records control, and workflow-enabled document handling, while Microsoft Planner is used to organize team tasks, track progress, and coordinate day-to-day work execution. Together, they can connect content-centric processes with task management so teams can act on documents, approvals, and project deliverables more efficiently.

1. Create Planner Tasks from Content Review or Approval Events

When a document, contract, policy, or project file is uploaded or moved into a specific OpenText workflow stage, a corresponding task can be created in Microsoft Planner for the responsible team member or group.

• Direction: OpenText Extended ECM - Content Server to Microsoft Planner
• Business value: Ensures content-related actions are not missed and review cycles start immediately.
• Example: A legal team uploads a vendor agreement to OpenText, and a Planner task is automatically created for the procurement manager to review and approve by a due date.

2. Link Planner Tasks to Controlled Content in OpenText

Planner tasks can include links to the relevant governed document, folder, or workspace in OpenText so users can access the latest approved version without searching across systems.

• Direction: Microsoft Planner to OpenText Extended ECM - Content Server
• Business value: Reduces time spent locating files and minimizes the risk of working from outdated content.
• Example: A project task in Planner for updating a compliance checklist includes a direct link to the official checklist stored in OpenText.

3. Synchronize Task Status with Document Workflow Milestones

As content moves through OpenText workflow stages such as draft, review, approval, or final release, Planner task status can be updated to reflect progress. This gives teams a simple operational view of content-driven work.

• Direction: Bi-directional
• Business value: Improves visibility across teams and aligns task tracking with governed document processes.
• Example: When a policy document is approved in OpenText, the related Planner task is marked complete and the next implementation task is opened for the operations team.

4. Manage Project Deliverables with Controlled Document Storage

Project teams can use Planner to manage deliverables and deadlines while storing all supporting documents, meeting notes, and final outputs in OpenText for version control and retention.

• Direction: Microsoft Planner to OpenText Extended ECM - Content Server
• Business value: Combines lightweight task management with enterprise-grade content governance.
• Example: A marketing campaign team tracks launch tasks in Planner, while creative briefs, approvals, and final assets are stored in OpenText for auditability.

5. Trigger Task Assignments from Records or Compliance Events

When a record is declared, a retention event occurs, or a compliance review is required in OpenText, Planner tasks can be assigned to the appropriate business owner to complete follow-up actions.

• Direction: OpenText Extended ECM - Content Server to Microsoft Planner
• Business value: Supports compliance execution by turning governance events into actionable work items.
• Example: A records manager declares a project file as a formal record in OpenText, and a Planner task is created for the department head to confirm retention requirements.

6. Use Planner for Operational Follow-Up on Content Requests

Requests initiated in OpenText, such as document updates, missing approvals, or content corrections, can generate Planner tasks for operational teams to complete the follow-up work.

• Direction: OpenText Extended ECM - Content Server to Microsoft Planner
• Business value: Speeds resolution of content issues and improves accountability across departments.
• Example: If a contract is returned for revision in OpenText, a Planner task is assigned to the contract owner with the required changes and due date.

7. Provide a Shared View of Work Across Content and Task Management

Integration can surface key OpenText document metadata in Planner, such as document title, owner, due date, and workflow stage, so teams can manage work without opening multiple systems.

• Direction: Bi-directional
• Business value: Improves coordination between content owners, reviewers, and task owners.
• Example: A finance team sees in Planner that a budget approval task is tied to a specific OpenText document currently in legal review.

These integrations are especially valuable in environments where document governance, approvals, and cross-functional execution must stay tightly aligned. OpenText Extended ECM - Content Server provides the controlled content backbone, while Microsoft Planner adds simple and accessible task coordination for business users.