OpenText Legal Hold - Glean Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Glean

OpenText Legal Hold is used by legal and compliance teams to preserve information subject to litigation, investigation, or regulatory retention requirements. Glean is an enterprise search and knowledge discovery platform that helps employees find information across business systems and surface relevant context quickly. Together, they can improve legal response speed, reduce risk, and make hold-related information easier to discover and act on across teams.

1. Search for Custodians and Matter-Related Content Across Enterprise Systems

Data flow: OpenText Legal Hold to Glean

When a legal matter is opened, OpenText Legal Hold can publish hold notices, custodian lists, matter identifiers, and related keywords or matter metadata into Glean. Legal and compliance teams can then use Glean to quickly locate documents, emails, chats, and project files tied to the matter across connected systems.

Business value: Speeds up early case assessment and reduces manual searching across multiple repositories.

2. Surface Legal Hold Status in Employee Search Results

Data flow: Bi-directional

Glean can display a hold indicator when users search for content that is subject to an active legal hold in OpenText Legal Hold. If a user attempts to access or share relevant content, the system can show contextual guidance such as hold restrictions, escalation contacts, or preservation instructions.

Business value: Reduces accidental deletion, sharing, or modification of preserved content and improves employee awareness.

3. Identify and Notify Custodians Through Search-Based People and Content Discovery

Data flow: Glean to OpenText Legal Hold

Legal teams can use Glean to identify likely custodians by searching for project participation, document ownership, team membership, or communication patterns. Those identified users can then be pushed into OpenText Legal Hold as proposed custodians for review and formal notification.

Business value: Improves custodian identification accuracy and shortens the time needed to issue holds.

4. Provide Legal Teams with a Unified View of Matter Context

Data flow: OpenText Legal Hold to Glean

OpenText Legal Hold can send matter metadata such as case name, jurisdiction, retention dates, custodian status, and hold reason into Glean. Legal teams can then search and retrieve a consolidated view of matter context alongside related documents and communications from other enterprise systems.

Business value: Helps legal teams work faster with less switching between systems and improves matter oversight.

5. Support Hold Compliance Checks Before Content Sharing or Collaboration

Data flow: Bi-directional

When users in Glean discover content that may be relevant to a legal hold, the platform can query OpenText Legal Hold to confirm whether the item is under preservation. If it is, Glean can prevent or warn on actions such as sharing, exporting, or recommending deletion workflows.

Business value: Lowers compliance risk and helps enforce preservation obligations at the point of use.

6. Accelerate Legal Request Triage Using Enterprise Search Signals

Data flow: Glean to OpenText Legal Hold

Glean search activity, document relevance signals, and content relationships can be used to help legal teams prioritize which repositories, custodians, or file types are most likely to contain responsive information. That insight can be fed into OpenText Legal Hold workflows to refine preservation scope and focus review efforts.

Business value: Reduces over-preservation, improves targeting, and lowers downstream eDiscovery costs.

7. Create a Self-Service Legal Hold Awareness Experience for Employees

Data flow: OpenText Legal Hold to Glean

Employees can use Glean to search for their name, team, project, or matter and see whether they are a custodian, whether a hold is active, and what actions are required. Glean can also direct them to the latest hold instructions and related policy documents stored in OpenText Legal Hold.

Business value: Improves employee compliance, reduces help desk and legal support requests, and ensures faster acknowledgment of hold notices.

8. Track Hold-Related Knowledge and Policy Content Across the Enterprise

Data flow: Bi-directional

OpenText Legal Hold can publish approved policy documents, hold templates, and legal guidance into Glean so employees and business leaders can find the latest version easily. In return, Glean can help legal teams identify where outdated or conflicting guidance is being used across departments by surfacing duplicate or similar documents.

Business value: Improves policy consistency, reduces reliance on outdated documents, and supports better governance.