OpenText Extended ECM - Records Management - Asana Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Records Management and Asana

1. Records Declaration Triggered from Asana Task Completion

Direction: Asana ? OpenText Extended ECM - Records Management

When a task or project milestone in Asana is marked complete, the related deliverable, approval package, or supporting document can be automatically declared as a formal record in OpenText Extended ECM - Records Management. This ensures that finalized work products are captured with the correct retention policy, classification, and audit trail without relying on manual filing.

• Useful for contract approvals, policy signoff, audit evidence, and regulated project deliverables
• Reduces the risk of missed records capture after work is completed
• Improves compliance by linking operational work to formal retention controls

2. Compliance Review and Approval Workflow for Regulated Documents

Direction: OpenText Extended ECM - Records Management ? Asana

When a document in OpenText Extended ECM - Records Management enters a review, exception, or approval stage, an Asana task can be created for legal, compliance, or business owners to complete required actions. The task can include due dates, reviewers, and links back to the controlled record, helping teams manage compliance work in a familiar project environment.

• Supports policy reviews, retention exceptions, legal holds, and audit responses
• Provides visibility into who must act and by when
• Helps compliance teams coordinate across departments without losing record control

3. Retention Expiry Action Management

Direction: OpenText Extended ECM - Records Management ? Asana

As records approach retention expiry, OpenText Extended ECM - Records Management can generate Asana tasks for records managers, legal teams, or business owners to review disposition recommendations. The task can request confirmation to destroy, archive, or extend retention based on business or legal requirements.

• Improves governance over disposition decisions
• Creates a clear operational workflow for retention reviews
• Helps organizations avoid premature deletion or overdue retention

4. Project Deliverable Archiving for Cross Functional Programs

Direction: Asana ? OpenText Extended ECM - Records Management

For enterprise programs managed in Asana, key deliverables such as signed statements of work, approved designs, test evidence, and go live approvals can be automatically transferred into OpenText Extended ECM - Records Management as controlled records. This creates a complete and compliant project history while Asana remains the execution workspace.

• Ideal for IT implementations, construction programs, product launches, and transformation initiatives
• Ensures final artifacts are preserved in the official records repository
• Separates active project collaboration from long term records management

5. Legal Hold Coordination for Sensitive Workstreams

Direction: OpenText Extended ECM - Records Management ? Asana

When a legal hold is placed on a record or record set, OpenText Extended ECM - Records Management can create Asana tasks for affected business owners to suspend related work, preserve evidence, and complete required acknowledgements. This is especially valuable when multiple teams need to act quickly across operational and legal functions.

• Supports litigation readiness and regulatory investigations
• Ensures operational teams are notified immediately of hold requirements
• Provides task tracking for acknowledgements and remediation actions

6. Audit Evidence Collection and Task Tracking

Direction: Bi directional

During audits, OpenText Extended ECM - Records Management can serve as the system of record for evidence, while Asana manages the collection workflow. Audit requests can be converted into Asana tasks assigned to evidence owners, and once documents are uploaded and declared in OpenText Extended ECM - Records Management, the task can be updated or closed.

• Improves coordination between audit, compliance, and business teams
• Creates traceability from audit request to submitted evidence
• Reduces delays caused by manual follow up and email based tracking

7. Controlled Handover from Active Work to Permanent Record

Direction: Asana ? OpenText Extended ECM - Records Management

At the end of a project phase, Asana can initiate a handover workflow that prompts teams to submit final documentation into OpenText Extended ECM - Records Management. This is useful for formal closure of projects where final approvals, lessons learned, and operational handoff documents must be retained as official records.

• Ensures project closure includes proper documentation capture
• Supports operational handoff to support, operations, or governance teams
• Creates a consistent process for closing regulated or high risk initiatives

8. Records Management Exception Handling and Remediation Tasks

Direction: OpenText Extended ECM - Records Management ? Asana

If a record is missing metadata, has an incorrect classification, or requires remediation before disposition, OpenText Extended ECM - Records Management can create an Asana task for the responsible team to correct the issue. This gives records managers a structured way to resolve exceptions without losing visibility or control.

• Useful for metadata cleanup, classification corrections, and disposition blockers
• Improves records quality and governance
• Provides accountability for remediation actions across departments