OpenText Legal Hold - Asana Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Asana

1. Create Asana tasks when a legal hold is issued

Data flow: OpenText Legal Hold ? Asana

When Legal or Compliance places a matter on hold, an Asana project or task set can be created automatically for IT, records management, and business owners. Tasks can include preserving specific data sources, confirming custodian notifications, and validating retention suspension.

• Speeds up execution of legal hold actions
• Ensures accountable teams receive clear work items
• Reduces missed steps during litigation readiness

2. Track custodian notification and acknowledgment follow-up in Asana

Data flow: OpenText Legal Hold ? Asana

Custodian lists from OpenText Legal Hold can trigger Asana tasks for HR, managers, or legal operations to follow up on acknowledgments from employees who have not responded. Each task can include custodian name, department, deadline, and escalation owner.

• Improves response rates for legal hold notices
• Provides visibility into overdue acknowledgments
• Supports escalation workflows for high-risk matters

3. Coordinate preservation actions across IT and business teams

Data flow: OpenText Legal Hold ? Asana

For each held content source, Asana can be used to assign preservation tasks to system owners, such as suspending deletion policies, preserving mailboxes, or freezing shared drives. This is especially useful when multiple systems and departments are involved in one matter.

• Standardizes preservation execution across teams
• Creates a single operational view of hold-related work
• Helps legal teams monitor completion status without manual follow-up

4. Escalate noncompliance or overdue hold actions

Data flow: OpenText Legal Hold ? Asana

If a custodian fails to acknowledge a hold or an IT owner misses a preservation deadline, OpenText Legal Hold can trigger an Asana escalation task to the responsible manager or compliance lead. The task can include the matter ID, overdue item, and required remediation.

• Improves compliance enforcement
• Enables timely escalation and accountability
• Reduces legal exposure from delayed action

5. Manage legal hold review and release workflows

Data flow: OpenText Legal Hold ? Asana

When a matter is ready for review or release, OpenText Legal Hold can create Asana tasks for legal counsel, records teams, and system administrators to confirm that the hold can be removed and related preservation actions reversed. This supports controlled release procedures and audit readiness.

• Prevents premature release of preserved content
• Creates a documented approval workflow
• Supports defensible hold lifecycle management

6. Synchronize matter status updates back to legal operations

Data flow: Asana ? OpenText Legal Hold

Asana task completion status can be sent back to OpenText Legal Hold to update operational progress on hold-related activities. For example, once IT confirms preservation or HR confirms custodian outreach, the legal hold record can reflect completion status for reporting and audit purposes.

• Reduces duplicate status tracking
• Improves visibility for legal and compliance teams
• Supports more accurate matter reporting

7. Build cross-functional legal hold project dashboards

Data flow: Bi-directional

OpenText Legal Hold can provide authoritative hold data while Asana provides execution status for tasks tied to each matter. Together, they can support a cross-functional dashboard showing active holds, pending acknowledgments, overdue actions, and completed preservation steps.

• Combines legal governance with operational execution
• Improves end-to-end visibility across teams
• Helps leadership monitor risk and workload