OpenText Extended ECM - Records Management - Frontify Integration and Automation

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

OpenText Extended ECM - Records Management and Frontify serve different but complementary governance needs. OpenText Extended ECM - Records Management provides formal records declaration, retention, and disposition controls for compliance-driven content, while Frontify centralizes brand guidelines and approved digital assets for consistent brand execution. Integrating the two helps organizations connect brand governance with compliant content lifecycle management, reducing risk while improving collaboration between marketing, legal, compliance, and records teams.

1. Archive Approved Brand Guidelines as Controlled Records

Data flow: Frontify to OpenText Extended ECM - Records Management

When brand guidelines, logo standards, or campaign rulebooks are finalized in Frontify, the approved version can be automatically declared as a formal record in OpenText Extended ECM - Records Management. This ensures the authoritative version is preserved with retention rules, audit history, and disposition controls.

• Supports regulatory and legal defensibility for brand governance documents
• Prevents accidental deletion or unauthorized changes to approved standards
• Creates a compliant archive of brand policy evolution over time

2. Retain Final Campaign Assets for Audit and Legal Review

Data flow: Frontify to OpenText Extended ECM - Records Management

Final campaign assets such as advertisements, product launch visuals, and regulated marketing materials can be transferred from Frontify into records management once they are approved and published. OpenText Extended ECM - Records Management then applies retention schedules based on campaign type, geography, or regulatory requirement.

• Helps marketing teams keep Frontify focused on active asset collaboration
• Ensures final approved materials are retained for audit, dispute resolution, or regulatory review
• Reduces risk in industries with advertising and disclosure obligations

3. Preserve Brand Approval Evidence and Review History

Data flow: Bi-directional

Approval metadata from Frontify, such as reviewer comments, version history, and sign-off status, can be captured in OpenText Extended ECM - Records Management as supporting evidence for the record. This creates a complete compliance trail showing who approved what, when, and under which brand policy.

• Improves traceability for regulated content approvals
• Supports internal audits and external legal discovery requests
• Provides a defensible record of governance decisions

4. Trigger Records Declaration When Assets Move to ?Published? Status

Data flow: Frontify to OpenText Extended ECM - Records Management

When a digital asset or guideline in Frontify reaches a defined lifecycle stage such as published, locked, or retired, an integration can automatically declare it as a record in OpenText Extended ECM - Records Management. This removes manual filing steps and ensures consistent compliance handling.

• Reduces administrative effort for marketing operations teams
• Standardizes records capture across regions and business units
• Ensures only approved, final content is retained as an official record

5. Retire Obsolete Brand Assets Under Retention Policy

Data flow: OpenText Extended ECM - Records Management to Frontify

When retention periods expire or assets are legally eligible for disposition in OpenText Extended ECM - Records Management, the system can notify Frontify to mark corresponding assets as obsolete, archive them from active use, or remove them from frontline collections. This helps prevent outdated logos, templates, or campaign materials from being reused.

• Reduces brand inconsistency caused by stale assets
• Supports controlled disposition of outdated materials
• Improves governance across distributed marketing teams

6. Synchronize Compliance-Approved Brand Templates for Reuse

Data flow: OpenText Extended ECM - Records Management to Frontify

Templates that have been reviewed and approved by legal, compliance, or records teams can be released from OpenText Extended ECM - Records Management into Frontify as sanctioned brand assets. This allows designers and marketers to reuse only compliant templates for future campaigns.

• Speeds up content creation with pre-approved materials
• Reduces the chance of using unapproved or outdated templates
• Improves consistency across campaigns and regions

7. Centralize Governance for Regulated Marketing Content

Data flow: Bi-directional

For organizations in healthcare, financial services, or government, Frontify can manage the active collaboration and distribution of regulated marketing content, while OpenText Extended ECM - Records Management stores the official record copy with retention and legal hold controls. The integration creates a single governance model across creative and compliance workflows.

• Aligns marketing agility with records compliance requirements
• Supports legal hold and retention obligations for regulated communications
• Improves cross-team visibility between marketing, compliance, and records management

These integrations are most valuable when organizations need both strong brand control and formal records governance. Together, OpenText Extended ECM - Records Management and Frontify help ensure that approved brand content is easy to use, properly controlled, and retained according to policy.