OpenText Extended ECM - Records Management - Microsoft Planner Integration and Automation

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

OpenText Extended ECM - Records Management provides controlled records declaration, retention, and disposition for compliance-driven content, while Microsoft Planner supports lightweight team task coordination and execution. Together, they can connect formal records governance with day-to-day work management so teams can complete tasks, capture evidence, and close work in a compliant way.

1. Records Review and Declaration Task Management

Flow: OpenText Extended ECM - Records Management to Microsoft Planner

When a document, case file, or project folder reaches a point where it must be reviewed for records declaration, OpenText can automatically create a Planner task for the responsible business owner or records coordinator. The task can include the content link, classification details, and required action, such as confirm record status, assign retention category, or approve declaration.

Business value: Reduces missed compliance steps, improves accountability, and ensures records are formally declared on time.

2. Retention Exception and Legal Hold Follow-Up

Flow: OpenText Extended ECM - Records Management to Microsoft Planner

When a retention rule is paused, a legal hold is applied, or an exception requires manual review, OpenText can generate Planner tasks for legal, compliance, or records teams. Each task can track the review owner, due date, and required action, such as validate hold scope, confirm affected records, or document the disposition decision.

Business value: Improves control over sensitive compliance events and creates a visible operational queue for exception handling.

3. Disposition Approval and Execution Coordination

Flow: OpenText Extended ECM - Records Management to Microsoft Planner

Before records are destroyed or transferred, OpenText can trigger Planner tasks for approval workflows involving records managers, legal reviewers, and business owners. Planner can be used to coordinate sign-off, track completion of pre-disposition checks, and notify teams when disposition actions are ready to proceed.

Business value: Adds transparency to disposition activities and reduces the risk of premature or unauthorized destruction.

4. Project Closeout Records Completion

Flow: Microsoft Planner to OpenText Extended ECM - Records Management

When a project in Planner is marked complete, the integration can prompt the project lead to submit final deliverables, meeting notes, approvals, and supporting evidence into OpenText for records declaration. The records system can then apply the correct retention schedule based on project type or department.

Business value: Ensures project documentation is captured consistently and prevents critical records from remaining only in task tools or email.

5. Operational Tasking for Records Classification Support

Flow: OpenText Extended ECM - Records Management to Microsoft Planner

If content is uploaded without sufficient metadata or requires business input to determine the correct record class, OpenText can create Planner tasks for the content owner or department administrator. The task can request classification details, ownership confirmation, or business context needed to complete the records profile.

Business value: Speeds up classification decisions and reduces back-and-forth between records teams and business users.

6. Audit and Compliance Remediation Worklists

Flow: OpenText Extended ECM - Records Management to Microsoft Planner

After an internal audit identifies missing declarations, overdue reviews, or retention policy gaps, OpenText can create Planner tasks for remediation. Teams can use Planner to assign corrective actions, track progress, and close findings with evidence linked back to the relevant records.

Business value: Turns audit findings into manageable work items and improves closure discipline across departments.

7. Departmental Records Maintenance and Periodic Review

Flow: Bi-directional

Planner can be used by department teams to manage recurring records maintenance activities such as quarterly review, folder cleanup, or ownership validation. OpenText can feed due dates or policy-driven review events into Planner, and completed tasks can update the records management process with confirmation that the review occurred.

Business value: Supports ongoing records hygiene and creates a repeatable operating rhythm between business teams and compliance functions.

These integration patterns work best when Planner is used for task execution and OpenText Extended ECM - Records Management remains the system of record for compliance, retention, and disposition control.