OpenText File 360 - OpenText Legal Hold Integration and Automation

Common Integration Use Cases Between OpenText File 360 and OpenText Legal Hold

OpenText File 360 and OpenText Legal Hold complement each other well in organizations that need secure collaboration without compromising legal defensibility. File 360 supports controlled sharing and synchronization of business content, while Legal Hold ensures that relevant content is preserved when litigation, investigation, or regulatory review arises. Together, they help legal, compliance, and business teams collaborate safely while maintaining governance and retention obligations.

1. Automatic legal hold on shared files and folders

When a matter is opened in OpenText Legal Hold, the system can identify files and folders in OpenText File 360 that are associated with named custodians, projects, or departments and place them under hold. This prevents deletion or alteration of potentially relevant content while allowing authorized users to continue working with the files as needed.

• Data flow: OpenText Legal Hold to OpenText File 360
• Business value: Reduces risk of spoliation and ensures preservation starts immediately
• Typical users: Legal, compliance, records management

2. Custodian-driven preservation of collaboration workspaces

Legal teams can maintain a list of custodians in OpenText Legal Hold and automatically map those custodians to their active File 360 workspaces, shared folders, and synced content. If a custodian is added to a matter, their collaboration areas can be preserved without requiring manual searches by IT or legal operations.

• Data flow: OpenText Legal Hold to OpenText File 360
• Business value: Speeds up preservation actions and reduces manual discovery effort
• Typical users: Legal operations, eDiscovery teams

3. Hold status visibility inside File 360

File 360 can display hold indicators on files, folders, or shared workspaces that are subject to a legal hold. This gives business users and administrators immediate visibility into which content is restricted, helping prevent accidental changes or deletion and reducing help desk inquiries.

• Data flow: OpenText Legal Hold to OpenText File 360
• Business value: Improves user awareness and lowers compliance errors
• Typical users: End users, workspace owners, IT support

4. Preservation of externally shared content for investigations

When sensitive files have been shared externally through File 360, Legal Hold can preserve the original shared content, access history, and related metadata for investigation or litigation. This is especially useful when external collaboration involves contracts, product designs, HR matters, or regulated documents.

• Data flow: OpenText File 360 to OpenText Legal Hold
• Business value: Ensures externally shared evidence is retained in a defensible manner
• Typical users: Legal, privacy, compliance

5. Audit and chain of custody reporting for held content

OpenText File 360 audit logs can be fed into OpenText Legal Hold to support defensible reporting on who accessed, modified, or attempted to delete held content. This helps legal teams demonstrate preservation controls and supports internal audits or regulatory inquiries.

• Data flow: OpenText File 360 to OpenText Legal Hold
• Business value: Strengthens chain of custody and audit readiness
• Typical users: Legal, audit, compliance

6. Release of holds with controlled reactivation of file lifecycle

When a matter is closed in OpenText Legal Hold, the release event can trigger File 360 to restore normal lifecycle behavior for the affected files and folders. This may include re-enabling deletion, resuming retention rules, or notifying workspace owners that the hold has been lifted.

• Data flow: OpenText Legal Hold to OpenText File 360
• Business value: Prevents over-retention and reduces storage and compliance overhead
• Typical users: Legal, records management, IT

7. Legal hold exception workflow for business collaboration requests

If a user in File 360 needs to modify or remove content that is under hold, the request can be routed to OpenText Legal Hold for review and approval. This creates a controlled exception process that balances operational needs with legal preservation requirements.

• Data flow: Bi-directional
• Business value: Provides governance without blocking legitimate business activity unnecessarily
• Typical users: Business owners, legal, compliance, records teams

These integrations are most effective when File 360 serves as the secure collaboration layer and Legal Hold acts as the preservation control layer. Together, they help enterprises collaborate confidently while meeting litigation and compliance obligations.