OpenText Legal Hold - NetX Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and NetX

OpenText Legal Hold helps legal and compliance teams preserve relevant information, manage custodians, and enforce retention during litigation or investigations. NetX is typically used as a digital asset management platform to organize, search, govern, and distribute media and brand content across teams. Together, they can support stronger governance, faster legal response, and better control over content lifecycle and access.

1. Preserve NetX assets under legal hold

Data flow: OpenText Legal Hold to NetX

When litigation, regulatory review, or an internal investigation begins, OpenText Legal Hold can send hold instructions to NetX to identify and preserve specific assets, folders, collections, or metadata records. This prevents deletion, overwriting, or automated lifecycle actions on content that may be relevant to the matter.

• Legal team defines the hold scope by matter, custodian, date range, or content category
• NetX receives the hold criteria and flags matching assets as protected
• Content owners and administrators are prevented from deleting or expiring held items

Business value: Reduces spoliation risk and ensures defensible preservation of digital assets used in investigations or litigation.

2. Sync custodians and content owners from NetX into legal hold workflows

Data flow: NetX to OpenText Legal Hold

NetX can provide user, team, or content ownership data to OpenText Legal Hold so legal teams can quickly identify custodians associated with relevant assets. This is especially useful when marketing, creative, or communications teams manage large volumes of content across shared repositories.

• NetX exports owner, contributor, and department information
• OpenText Legal Hold uses that data to build custodian lists for a matter
• Legal can issue notices to the right business users without manual reconciliation

Business value: Speeds up custodian identification and improves accuracy of legal hold notices.

3. Automate matter-based content discovery and preservation

Data flow: Bi-directional

OpenText Legal Hold can trigger a search request in NetX based on matter keywords, project names, campaign codes, or date filters. NetX returns matching assets and metadata, which OpenText Legal Hold uses to place those items under hold and maintain an audit trail.

• Legal defines search criteria tied to a case or investigation
• NetX locates matching digital assets and related metadata
• OpenText Legal Hold records what was preserved, when, and by whom

Business value: Shortens response time for legal discovery and reduces manual search effort across content repositories.

4. Block retention and deletion workflows for held NetX content

Data flow: OpenText Legal Hold to NetX

Many organizations use NetX lifecycle rules to archive or delete outdated assets. Integration with OpenText Legal Hold ensures that any item under hold is excluded from those automated workflows until the hold is released.

• NetX checks hold status before executing retention or purge actions
• Held assets remain accessible but protected from deletion
• Once the hold is released, normal lifecycle rules resume

Business value: Prevents accidental loss of evidence while preserving standard content governance processes for non-held assets.

5. Provide legal hold status inside NetX for content administrators

Data flow: OpenText Legal Hold to NetX

NetX administrators and content managers can view hold status directly in the asset record or folder view. This gives operational teams immediate visibility into which content is restricted and why, reducing confusion and support tickets.

• NetX displays hold flags, matter IDs, and release dates
• Administrators can see whether an asset is locked due to litigation or investigation
• Users are guided to contact legal before attempting changes

Business value: Improves compliance awareness across business teams and reduces unauthorized content actions.

6. Maintain an audit trail for legal and compliance reporting

Data flow: Bi-directional

OpenText Legal Hold can exchange hold event data with NetX so both systems maintain consistent records of notices issued, acknowledgements received, assets preserved, and release actions. This supports defensible reporting for audits, regulators, and internal governance reviews.

• OpenText Legal Hold records hold issuance and custodian acknowledgements
• NetX records content-level preservation actions and access restrictions
• Both systems can be used to produce a complete chain of custody and compliance history

Business value: Strengthens audit readiness and provides evidence of consistent legal hold execution.

7. Release holds and restore normal content operations

Data flow: OpenText Legal Hold to NetX

When a matter closes, OpenText Legal Hold can notify NetX to remove hold restrictions from the affected assets and custodians. NetX then returns those items to standard retention, archival, or deletion workflows based on policy.

• Legal approves hold release by matter or content set
• NetX removes protection flags and updates asset status
• Content lifecycle rules resume automatically

Business value: Avoids unnecessary long-term retention and helps reduce storage and governance overhead after matters close.

These integrations are most valuable in organizations where digital assets are business-critical and subject to frequent legal, regulatory, or investigative requests. By connecting preservation controls in OpenText Legal Hold with content governance in NetX, enterprises can reduce risk, improve response speed, and coordinate legal and operational teams more effectively.