OpenText Extended ECM - Records Management - Papirfly Integration and Automation

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

OpenText Extended ECM - Records Management provides controlled records declaration, retention, and disposition for compliance-driven content, while Papirfly supports brand asset creation, approval, and distribution for marketing and communications teams. Together, they can help organizations manage both regulated business records and approved brand materials in a controlled, auditable workflow.

1. Archive approved brand assets as official records

Data flow: Papirfly to OpenText Extended ECM - Records Management

When a final logo, campaign image, brochure, or template is approved in Papirfly, the published version can be automatically transferred to OpenText and declared as a formal record. This creates a compliant archive of the exact asset version that was released to the business or market.

• Preserves the approved version for audit and legal reference
• Supports retention rules for regulated industries
• Reduces manual filing by marketing operations or records teams

2. Retain campaign approvals and brand governance evidence

Data flow: Papirfly to OpenText Extended ECM - Records Management

Approval histories, sign-off comments, and final release records from Papirfly can be captured in OpenText as governed records. This is useful for proving that brand, legal, and compliance reviews were completed before publication.

• Creates a defensible audit trail for approvals
• Supports internal policy and external regulatory reviews
• Helps legal and compliance teams respond faster to inquiries

3. Link regulated documents to approved visual assets

Data flow: Bi-directional

OpenText can store the official business record, such as a policy, patient communication, or financial disclosure, while Papirfly manages the approved branded layout or template used to present it. The systems can exchange references so users can access the governed content and the approved design together.

• Ensures only approved templates are used for regulated communications
• Improves consistency across departments and regions
• Reduces risk of outdated branding on controlled documents

4. Trigger records declaration when regulated content is published

Data flow: Papirfly to OpenText Extended ECM - Records Management

When a regulated communication is finalized in Papirfly, such as a customer notice, product disclaimer, or public-facing compliance message, the final asset and metadata can be sent to OpenText for automatic records declaration. This ensures the published item is captured at the point of release.

• Supports immediate compliance capture
• Minimizes the chance of missed records
• Standardizes retention assignment based on content type

5. Manage retention of obsolete brand materials

Data flow: OpenText Extended ECM - Records Management to Papirfly

OpenText can drive disposition actions for superseded or expired brand assets stored or referenced in Papirfly. For example, when a campaign ends or a brand refresh is approved, the records system can signal that older assets should be locked, archived, or removed from active use.

• Prevents reuse of outdated logos, templates, or campaign files
• Supports controlled disposal based on retention policy
• Reduces brand and legal risk from obsolete materials

6. Support legal hold on marketing and communications assets

Data flow: OpenText Extended ECM - Records Management to Papirfly

If litigation, investigation, or regulatory review requires preservation of specific communications, OpenText can place a legal hold on related assets and notify Papirfly to freeze deletion or replacement of those items. This helps ensure that campaign files, approvals, and final outputs remain intact.

• Protects evidence during legal or regulatory matters
• Stops accidental deletion of relevant assets
• Improves coordination between legal, compliance, and marketing teams

7. Centralize governance for global template libraries

Data flow: Bi-directional

Papirfly can manage approved templates for local teams, while OpenText stores the governing record of template versions, approval dates, and retention requirements. This is valuable for multinational organizations that need local adaptation without losing control over the master record.

• Maintains a single source of truth for approved template versions
• Supports regional reuse with controlled governance
• Provides traceability for template changes over time

These integration patterns are especially valuable in regulated industries where marketing, legal, compliance, and records management must work from the same controlled content set while still enabling fast asset production and distribution.