OpenText Legal Hold - Frontify Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Frontify

1. Preserve brand assets and campaign files under legal hold

Data flow: OpenText Legal Hold ? Frontify

When litigation, regulatory review, or an internal investigation requires preservation of marketing materials, OpenText Legal Hold can flag relevant Frontify assets and related files for retention. This helps legal teams prevent deletion or modification of brand guidelines, campaign imagery, approved logos, and design source files that may be needed as evidence.

Business value: Reduces legal risk, ensures defensible preservation, and avoids accidental loss of critical brand records.

2. Notify marketing and design teams of held content

Data flow: OpenText Legal Hold ? Frontify

OpenText Legal Hold can send hold notifications to Frontify users who own or manage affected assets, such as brand managers, designers, and content approvers. These users can then be informed that specific files, folders, or guideline documents are subject to retention requirements and must not be altered or removed.

Business value: Improves compliance awareness across creative teams and reduces the chance of policy violations.

3. Maintain a record of brand governance documents for eDiscovery

Data flow: Frontify ? OpenText Legal Hold

Frontify can provide metadata and document references for brand governance content such as brand manuals, approval records, campaign templates, and asset usage rules. OpenText Legal Hold can capture these records during a legal hold event so they remain available for investigation and eDiscovery.

Business value: Ensures brand governance evidence is preserved in a structured way and can be retrieved quickly during legal review.

4. Freeze deletion of approved creative assets tied to disputes

Data flow: OpenText Legal Hold ? Frontify

If a dispute involves advertising claims, trademark usage, or product messaging, OpenText Legal Hold can instruct Frontify to lock down the relevant approved assets and associated versions. This prevents deletion of historical creative files that may be needed to prove what was published and when.

Business value: Supports defensible content retention and protects the organization in IP, advertising, or compliance disputes.

5. Sync custodian lists with brand workspace ownership

Data flow: Bi-directional

Frontify user and workspace ownership data can help OpenText Legal Hold identify custodians responsible for specific brand assets, while OpenText Legal Hold can return hold status to Frontify so workspace owners know which content is restricted. This is useful when legal teams need to quickly identify who manages affected assets and ensure the right people are included in the hold process.

Business value: Speeds up custodian identification, improves accountability, and reduces manual coordination between legal and marketing operations.

6. Preserve audit trails for asset approvals and brand changes

Data flow: Frontify ? OpenText Legal Hold

Frontify audit logs, version history, and approval records can be placed under legal hold when a matter involves brand compliance, false advertising, or unauthorized use of assets. This ensures the organization retains evidence of who approved changes, when updates were made, and which version was active at a given time.

Business value: Strengthens legal defensibility and provides a reliable chain of evidence for investigations.

7. Automate retention of campaign-related content during investigations

Data flow: OpenText Legal Hold ? Frontify

When an investigation is opened, OpenText Legal Hold can automatically trigger retention for Frontify folders linked to a specific campaign, product launch, or region. This can include design files, brand templates, and supporting documentation associated with the matter.

Business value: Reduces manual effort, shortens response time, and ensures consistent retention across distributed marketing teams.

8. Release held brand content after matter closure

Data flow: OpenText Legal Hold ? Frontify

Once a legal matter is resolved, OpenText Legal Hold can notify Frontify to remove hold restrictions and restore normal lifecycle management for the affected assets. This allows marketing and design teams to resume standard archiving, updating, or deletion processes without waiting for manual legal clearance.

Business value: Prevents unnecessary retention, reduces storage and governance overhead, and restores operational agility.