OpenText File 360 - Google Document AI Integration and Automation

Common Integration Use Cases Between OpenText File 360 and Google Document AI

OpenText File 360 provides secure, governed file sharing and collaboration for internal and external users, while Google Document AI extracts structured data and insights from documents using AI. Together, they can streamline document-heavy workflows, reduce manual processing, and improve compliance across business functions.

1. Secure intake of external documents for automated extraction

Flow: OpenText File 360 to Google Document AI

External parties such as vendors, customers, or partners upload invoices, contracts, claims, or onboarding forms into OpenText File 360. The files are then routed to Google Document AI for classification and data extraction. Extracted fields can be sent back to downstream systems such as ERP, CRM, or case management platforms.

• Reduces manual data entry from incoming documents
• Maintains secure, auditable file exchange with external users
• Speeds up processing of high-volume document intake

2. Contract review and clause extraction for legal and procurement teams

Flow: OpenText File 360 to Google Document AI, then back to OpenText File 360

Legal and procurement teams store supplier agreements in OpenText File 360 for controlled access and version management. Google Document AI extracts key terms such as renewal dates, payment terms, liability clauses, and signature status. The extracted metadata is written back to OpenText File 360 to support search, review, and compliance tracking.

• Improves visibility into contract obligations and deadlines
• Supports faster review of large contract volumes
• Enhances governance by keeping the original document in a controlled repository

3. Invoice processing and accounts payable automation

Flow: OpenText File 360 to Google Document AI

Suppliers submit invoices through a secure File 360 workspace. Google Document AI extracts invoice number, vendor name, line items, tax amounts, and due dates. The structured output is passed to the accounts payable system for matching, approval routing, and payment processing.

• Shortens invoice cycle times
• Reduces errors from manual keying
• Improves auditability of invoice handling and approvals

4. Customer onboarding document verification

Flow: OpenText File 360 to Google Document AI, bi-directional status updates

Customers upload identity documents, tax forms, proof of address, or signed agreements into OpenText File 360 during onboarding. Google Document AI extracts and validates required information, then returns completion status and missing-field alerts. Customer service or onboarding teams can use the results to request additional documents or approve the account.

• Accelerates onboarding while preserving secure document handling
• Reduces back-and-forth with customers
• Improves compliance with KYC and onboarding requirements

5. Claims intake and document triage for insurance operations

Flow: OpenText File 360 to Google Document AI

Policyholders or brokers submit claim forms, repair estimates, medical reports, and supporting evidence through OpenText File 360. Google Document AI classifies the documents and extracts claim-relevant data such as policy numbers, dates of loss, provider details, and amounts. Claims systems can then auto-route cases based on document type and severity.

• Speeds up first notice of loss processing
• Improves claim routing and prioritization
• Supports consistent handling of sensitive claim documents

6. Compliance document indexing and searchable metadata enrichment

Flow: OpenText File 360 to Google Document AI, then back to OpenText File 360

Regulatory filings, audit evidence, policy documents, and certifications stored in OpenText File 360 are sent to Google Document AI to extract dates, entities, reference numbers, and document categories. The extracted metadata is returned to File 360 to improve searchability, retention tagging, and compliance reporting.

• Makes large document repositories easier to search and govern
• Supports retention and records management processes
• Reduces time spent locating evidence for audits and reviews

7. HR document processing for employee lifecycle events

Flow: OpenText File 360 to Google Document AI

HR teams use OpenText File 360 to collect employment forms, certifications, benefit documents, and policy acknowledgements from employees and candidates. Google Document AI extracts relevant data and routes it to HR systems for onboarding, benefits enrollment, or compliance checks.

• Improves efficiency in employee onboarding and document verification
• Reduces administrative workload for HR operations
• Maintains secure handling of personal and confidential information

8. Exception handling and document review workflow

Flow: Google Document AI to OpenText File 360

When Google Document AI cannot confidently extract data or detects missing information, the document and exception details are sent back to OpenText File 360 for human review. Business users can collaborate securely on the file, correct the data, and resubmit it for processing.

• Creates a controlled human-in-the-loop review process
• Improves accuracy for complex or low-quality documents
• Ensures exceptions are handled within a governed collaboration environment