OpenText Legal Hold - Adobe Experience Manager Sites Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Adobe Experience Manager Sites

OpenText Legal Hold and Adobe Experience Manager Sites serve very different but complementary enterprise needs. OpenText Legal Hold helps legal and compliance teams preserve relevant information for litigation, investigations, and regulatory matters, while Adobe Experience Manager Sites supports marketing and digital teams in creating, managing, and delivering web content at scale. Integrating these platforms helps organizations reduce legal risk without disrupting digital operations, improve governance over published content, and streamline cross-functional workflows between legal, compliance, and web content teams.

1. Preserve Published Web Content Under Legal Hold

Data flow: Adobe Experience Manager Sites to OpenText Legal Hold

When a litigation matter or regulatory investigation requires preservation of website content, Adobe Experience Manager Sites can send page versions, assets, and related metadata to OpenText Legal Hold for preservation. This ensures that published pages, landing pages, campaign content, and microsites are retained in their exact state at the time of the hold.

• Captures live web pages and associated content snapshots
• Preserves evidence of what was publicly displayed during a specific period
• Supports legal defensibility for marketing claims, disclosures, and customer communications

Business value: Reduces the risk of spoliation and helps legal teams quickly secure digital evidence without manually coordinating with web administrators.

2. Place Content Authors and Web Administrators on Legal Hold as Custodians

Data flow: OpenText Legal Hold to Adobe Experience Manager Sites

OpenText Legal Hold can identify custodians involved in creating, approving, or publishing AEM content, then notify relevant teams or systems to prevent deletion or alteration of related content. This is especially useful when specific marketing managers, editors, or developers are named in a matter.

• Tracks custodians responsible for content creation and approval
• Ensures content owners are notified of preservation obligations
• Helps legal teams maintain an auditable chain of custody

Business value: Improves compliance by linking legal hold obligations to the people and teams most likely to control relevant digital content.

3. Freeze Deletion of AEM Content Linked to Active Matters

Data flow: Bi-directional

When OpenText Legal Hold places a matter on hold, AEM Sites can receive a preservation flag for specific pages, components, or assets so they cannot be deleted, archived, or overwritten until the hold is released. In return, AEM can send status updates back to OpenText Legal Hold when content is protected or when a deletion request is blocked.

• Prevents accidental removal of content under legal preservation requirements
• Supports governance for page retirement and content lifecycle management
• Creates a controlled workflow for exceptions and approvals

Business value: Protects the organization from compliance breaches while allowing marketing teams to continue managing non-relevant content normally.

4. Preserve Campaign and Promotional Content for Regulatory Review

Data flow: Adobe Experience Manager Sites to OpenText Legal Hold

For industries such as financial services, healthcare, and consumer goods, campaign pages and promotional claims may need to be preserved for legal or regulatory review. AEM Sites can automatically forward campaign pages, banners, and related content versions to OpenText Legal Hold when a campaign is flagged for investigation or audit.

• Retains time-stamped versions of campaign content
• Supports review of claims, disclaimers, and disclosures
• Helps legal and compliance teams respond to regulator requests faster

Business value: Improves defensibility of public-facing content and reduces manual effort during audits or disputes.

5. Maintain an Audit Trail for Content Changes During a Hold

Data flow: Adobe Experience Manager Sites to OpenText Legal Hold

When content is under legal hold, AEM Sites can send change logs, version history, and authoring activity to OpenText Legal Hold so legal teams can monitor attempted edits, approvals, or publishing actions. This provides visibility into whether held content has been accessed or modified inappropriately.

• Tracks version history for held pages and assets
• Records who attempted to edit or publish content
• Supports internal investigations and compliance reporting

Business value: Strengthens governance and gives legal teams a reliable record of content activity during sensitive matters.

6. Support Matter-Based Content Discovery for eDiscovery Requests

Data flow: Adobe Experience Manager Sites to OpenText Legal Hold

OpenText Legal Hold can use metadata from AEM Sites such as page owner, publication date, campaign name, region, and content type to identify relevant content for preservation. This helps legal teams quickly scope content tied to a specific matter, such as a product launch, customer complaint, or public statement.

• Uses AEM metadata to narrow the preservation scope
• Improves accuracy when identifying relevant digital content
• Speeds up legal response times for discovery requests

Business value: Reduces over-preservation and under-preservation risks while making legal hold execution more targeted and efficient.

7. Release Content for Normal Lifecycle Management After Hold Closure

Data flow: OpenText Legal Hold to Adobe Experience Manager Sites

Once a matter is closed, OpenText Legal Hold can notify AEM Sites that the preservation requirement has ended. AEM can then resume normal content lifecycle actions such as archiving, deletion, or republishing based on standard governance rules.

• Removes hold restrictions when legally approved
• Restores normal content retirement workflows
• Prevents unnecessary long-term retention of obsolete content

Business value: Helps marketing and web teams manage content efficiently while ensuring legal holds are lifted in a controlled and auditable way.

8. Centralize Governance for High-Risk Web Content

Data flow: Bi-directional

For high-risk content such as investor relations pages, product claims, privacy notices, or crisis communications, AEM Sites can share content metadata and publishing events with OpenText Legal Hold, while OpenText can return hold status and retention instructions. This creates a governance layer across legal and digital teams for content that may become subject to litigation or regulatory scrutiny.

• Coordinates legal review with content publishing workflows
• Flags high-risk pages for enhanced retention controls
• Improves collaboration between legal, compliance, and web operations

Business value: Enables proactive risk management for public-facing content and reduces the chance of losing critical evidence.