OpenText Extended ECM - Records Management - Contentful Integration and Automation

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

1. Publish approved records-related content from OpenText to Contentful for public or internal digital channels

Data flow: OpenText Extended ECM - Records Management ? Contentful

Organizations can manage regulated source documents, policies, and approved statements in OpenText Extended ECM - Records Management, then publish controlled content into Contentful for websites, portals, or mobile apps. This is useful for legal notices, compliance disclosures, policy summaries, and public-facing guidance that must be reviewed and formally approved before release.

• Ensures only sanctioned content reaches digital channels
• Reduces manual copy-paste errors between compliance and web teams
• Supports auditability of what was approved, when, and by whom

2. Store final published content snapshots as official records in OpenText

Data flow: Contentful ? OpenText Extended ECM - Records Management

When marketing, communications, or product teams publish content in Contentful, the final approved version can be automatically archived in OpenText Extended ECM - Records Management as an official record. This creates a defensible record of what was published across channels, including campaign pages, product descriptions, and regulated customer communications.

• Preserves evidence of published content for legal and compliance review
• Supports retention schedules for web and digital content
• Helps teams respond faster to audits, disputes, and regulatory inquiries

3. Route content approvals through records governance before publication

Data flow: Bi-directional

Contentful content entries can be sent to OpenText Extended ECM - Records Management for formal review, classification, and approval before they are published. Once approved, status and metadata can be returned to Contentful so editors know the content is cleared for release. This is especially valuable for healthcare, financial services, and government communications where content must follow strict approval workflows.

• Aligns editorial workflows with compliance controls
• Improves visibility into approval status for content teams
• Reduces risk of publishing unapproved or outdated information

4. Manage retention and disposition for regulated digital content assets

Data flow: Contentful ? OpenText Extended ECM - Records Management

Contentful often contains time-sensitive content such as campaign pages, product announcements, and customer notices. Integration with OpenText Extended ECM - Records Management allows these assets to be classified and assigned retention rules based on content type, business unit, or jurisdiction. At end of life, disposition actions can be executed according to policy.

• Automates retention management for digital content
• Reduces storage and compliance risk from obsolete content
• Supports jurisdiction-specific retention requirements

5. Synchronize compliance metadata into Contentful to control reuse and publishing

Data flow: OpenText Extended ECM - Records Management ? Contentful

Compliance metadata such as record class, retention category, approval status, confidentiality level, and expiry date can be pushed from OpenText into Contentful. Contentful teams can then use this metadata to control whether content can be reused, localized, or published to specific channels.

• Gives digital teams compliance context at the point of use
• Prevents reuse of expired or restricted content
• Improves governance without slowing content operations

6. Support legal hold and content freeze processes for published digital content

Data flow: OpenText Extended ECM - Records Management ? Contentful

When legal hold is placed on a record in OpenText, the related content in Contentful can be flagged or locked to prevent edits, republishing, or deletion. This is important when a published page, article, or notice may be relevant to litigation, investigation, or regulatory review.

• Prevents accidental changes to content under legal review
• Improves defensibility during litigation or investigations
• Creates a clear operational process between legal and digital teams

7. Create a governed content supply chain for omnichannel publishing

Data flow: Bi-directional

OpenText Extended ECM - Records Management can serve as the system of record for governed source materials, while Contentful acts as the delivery layer for websites, apps, and digital experiences. Metadata, approval status, and disposition rules flow between the systems so content can be reused safely across channels without losing compliance control.

• Separates governance from delivery while keeping them connected
• Enables faster omnichannel publishing with lower compliance risk
• Improves collaboration between records, legal, and digital experience teams

8. Archive campaign and product content after decommissioning or expiration

Data flow: Contentful ? OpenText Extended ECM - Records Management

When a campaign ends or a product is retired, Contentful content can be transferred to OpenText Extended ECM - Records Management for long-term archival and retention management. This is useful for preserving historical web content, product claims, and customer-facing materials that may need to be retained for regulatory or business reasons.

• Ensures expired content is removed from active channels but retained appropriately
• Supports historical reference and compliance obligations
• Reduces clutter in Contentful while maintaining a complete record