OpenText Legal Hold - Brandfolder Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Brandfolder

OpenText Legal Hold and Brandfolder serve very different but complementary enterprise needs: OpenText Legal Hold protects information for litigation and compliance, while Brandfolder manages approved brand assets for marketing and product teams. Integrated together, they help organizations preserve critical creative content, reduce legal risk, and improve governance across the content lifecycle.

1. Preserve brand assets under legal hold

Direction: OpenText Legal Hold to Brandfolder

When a litigation matter or regulatory investigation requires preservation of specific marketing files, OpenText Legal Hold can trigger a hold on related assets stored in Brandfolder. This prevents deletion, replacement, or unauthorized modification of campaign images, logos, videos, and source files that may be relevant to the case.

• Legal teams identify custodians, campaigns, or asset categories under hold
• Brandfolder content linked to those custodians or projects is flagged for preservation
• Marketing teams continue normal operations without risking spoliation

Business value: Reduces legal exposure and ensures defensible preservation of brand content used in active or historical campaigns.

2. Retain approved creative versions for eDiscovery

Direction: Brandfolder to OpenText Legal Hold

Brandfolder can provide the legal team with metadata about approved asset versions, usage history, and associated campaign context. OpenText Legal Hold can use this information to preserve the exact version of a file that was distributed externally or used in a regulated campaign.

• Brandfolder sends asset version details, timestamps, and usage metadata
• OpenText Legal Hold records the version as part of the hold scope
• Legal teams can later produce the correct file set for review or discovery

Business value: Improves evidentiary accuracy and avoids disputes over which creative version was actually published.

3. Suspend deletion workflows for held assets

Direction: OpenText Legal Hold to Brandfolder

Brandfolder users often archive or delete outdated assets to keep libraries clean. If an asset is subject to legal hold, OpenText Legal Hold can notify Brandfolder to block deletion workflows until the hold is released. This is especially useful for expired campaigns, discontinued product launches, or rebranded materials that may still be relevant to litigation.

• Deletion requests in Brandfolder are checked against hold status
• Held assets are locked or routed for legal review
• Release of the hold restores normal lifecycle management

Business value: Prevents accidental destruction of evidence while preserving governance over asset cleanup.

4. Map custodians to brand asset ownership

Direction: Bi-directional

OpenText Legal Hold manages custodians, while Brandfolder tracks asset owners, contributors, and campaign stakeholders. Integrating the two systems allows legal teams to quickly identify which employees, agencies, or departments are associated with specific assets and then place the right custodians on hold.

• Brandfolder shares contributor and ownership metadata
• OpenText Legal Hold assigns custodians based on asset involvement
• Updates to ownership or team structure can be synchronized for accuracy

Business value: Speeds up legal hold scoping and reduces the risk of missing relevant custodians.

5. Preserve campaign evidence for regulatory or brand dispute cases

Direction: Brandfolder to OpenText Legal Hold

For disputes involving advertising claims, trademark usage, or regulated product messaging, Brandfolder can supply the final approved creative, supporting copy, and campaign metadata to OpenText Legal Hold. This creates a defensible record of what was approved and when it was distributed.

• Brandfolder exports campaign assets and approval history
• OpenText Legal Hold preserves the evidence set for legal review
• Legal and compliance teams can reconstruct the campaign timeline

Business value: Supports faster response to legal challenges and improves audit readiness for marketing content.

6. Notify marketing teams when holds are released

Direction: OpenText Legal Hold to Brandfolder

Once a matter is closed, OpenText Legal Hold can notify Brandfolder that assets previously restricted are no longer under preservation requirements. Brandfolder can then re-enable normal lifecycle actions such as archiving, replacement, or deletion according to retention policy.

• Legal release events are sent to Brandfolder
• Previously locked assets are returned to standard governance rules
• Marketing operations can resume cleanup and content refresh activities

Business value: Reduces manual follow-up between legal and marketing teams and shortens asset lifecycle delays.

7. Centralize compliance reporting for brand content

Direction: Bi-directional

By combining hold status from OpenText Legal Hold with asset metadata from Brandfolder, organizations can create a unified compliance view of brand content. This helps legal, compliance, and marketing operations teams monitor which assets are under hold, which are active, and which are eligible for disposition.

• Brandfolder provides asset inventory and usage data
• OpenText Legal Hold provides hold status and matter details
• Dashboards can show compliance risk by campaign, region, or business unit

Business value: Improves governance visibility and supports enterprise reporting for legal and content operations.

Overall, integrating OpenText Legal Hold with Brandfolder helps enterprises protect creative assets during litigation while maintaining efficient brand management. The result is better coordination between legal, compliance, and marketing teams with less manual effort and lower risk.