OpenText Legal Hold - Canto Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Canto

1. Preserve marketing assets placed under legal hold

Direction: OpenText Legal Hold ? Canto

When litigation, regulatory review, or an internal investigation requires preservation of specific digital assets, OpenText Legal Hold can flag relevant files and custodians, then notify Canto to prevent deletion, replacement, or unauthorized modification of those assets. This is especially useful for campaign images, brand videos, product launch files, and agency-delivered content stored in Canto.

• Legal team identifies assets relevant to a matter
• Canto receives hold status for the affected files or folders
• Marketing and creative teams are prevented from overwriting or removing preserved content
• Reduces risk of spoliation and compliance breaches

2. Synchronize custodian assignments with content ownership in Canto

Direction: OpenText Legal Hold ? Canto

OpenText Legal Hold can send custodian information to Canto so that assets associated with specific employees, teams, or external contributors are automatically linked to the correct legal hold scope. This helps legal teams quickly identify which marketing managers, designers, or agencies are responsible for potentially relevant content.

• Custodian lists are mapped to Canto user groups or asset owners
• Relevant assets are surfaced based on ownership and contribution history
• Legal teams gain faster visibility into who created, approved, or distributed content
• Improves accuracy of hold notices and collection planning

3. Freeze asset lifecycle actions during active investigations

Direction: OpenText Legal Hold ? Canto

During an active matter, OpenText Legal Hold can trigger workflow controls in Canto to suspend lifecycle actions such as deletion, archival, version retirement, or external sharing for impacted assets. This is valuable when marketing teams are continuously updating campaign libraries and need clear restrictions on what can and cannot be changed.

• Assets under hold are locked from deletion or replacement
• Version changes are tracked and restricted as needed
• Sharing permissions can be temporarily limited for sensitive content
• Ensures preservation without requiring manual intervention from legal or marketing

4. Support legal review of campaign and brand content inventories

Direction: Canto ? OpenText Legal Hold

Canto can provide structured asset metadata, usage history, and ownership details to OpenText Legal Hold to help legal teams determine which content should be preserved for a matter. This is useful when legal needs to review a campaign archive, product launch library, or brand repository to identify potentially relevant materials.

• Canto exports asset metadata, tags, and usage context
• Legal teams review content relevance more efficiently
• Reduces manual searching across shared drives and email attachments
• Speeds up hold scoping and defensibility of preservation decisions

5. Maintain audit-ready evidence of preservation actions

Direction: Bi-directional

Integrating both platforms can create a complete audit trail showing when a legal hold was issued, which Canto assets were affected, who received notifications, and what actions were restricted. This is important for demonstrating compliance during audits, discovery disputes, or regulatory inquiries.

• Hold notices and acknowledgements are logged in OpenText Legal Hold
• Asset-level restrictions and status changes are recorded in Canto
• Legal and compliance teams can prove preservation controls were applied
• Improves defensibility and reduces manual evidence gathering

6. Enable targeted release of assets when a hold is lifted

Direction: OpenText Legal Hold ? Canto

When a matter closes, OpenText Legal Hold can notify Canto to remove restrictions from only the assets that were preserved for that case. This avoids broad manual cleanup and ensures marketing teams can resume normal content operations quickly and safely.

• Hold release is applied only to the relevant assets or folders
• Normal editing, sharing, and deletion permissions are restored
• Reduces operational delays for marketing and creative teams
• Prevents accidental over-retention of content no longer subject to hold

7. Route high-risk content requests through legal review

Direction: Canto ? OpenText Legal Hold

If users in Canto attempt to delete, replace, or externally distribute assets that may be tied to an active matter, Canto can send a review request to OpenText Legal Hold for validation. This creates a controlled exception process for marketing operations while protecting the organization from accidental noncompliance.

• Potentially restricted actions are flagged automatically
• Legal team reviews the request before approval or denial
• Supports controlled collaboration without blocking all work
• Reduces the chance of unauthorized content disposal

8. Improve cross-functional response to regulatory or litigation events

Direction: Bi-directional

When a legal matter arises, OpenText Legal Hold can identify affected custodians and matters, while Canto can quickly surface the related marketing assets, versions, and contributors. Together, the platforms help legal, compliance, and marketing teams respond faster with less manual coordination.

• Legal identifies the scope of the hold
• Canto helps locate the relevant creative and brand materials
• Teams collaborate on preservation without disrupting the entire asset library
• Shortens response time and lowers administrative effort