OpenText Legal Hold - Papirfly Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Papirfly

OpenText Legal Hold is designed to preserve potentially relevant information for litigation, investigations, and regulatory matters, while Papirfly is typically used to manage brand assets, marketing content, and approved creative materials across distributed teams. Together, they can help organizations control content lifecycle, reduce compliance risk, and improve coordination between legal, compliance, and marketing functions.

1. Legal Hold Notification for Brand and Marketing Asset Owners

Data flow: OpenText Legal Hold to Papirfly

When a litigation or investigation hold is issued, OpenText Legal Hold can trigger notifications to Papirfly users who own or manage relevant brand assets, campaign files, or creative source materials. This ensures marketing and brand teams are immediately aware that specific assets, drafts, or campaign records must not be altered or deleted.

• Identifies custodians in Papirfly who are responsible for affected content
• Prevents accidental deletion or replacement of held creative files
• Supports faster legal response without relying on manual email follow-up

2. Preservation of Approved Creative Assets Under Legal Review

Data flow: Papirfly to OpenText Legal Hold

Papirfly can provide metadata about approved assets, campaign versions, and content owners to OpenText Legal Hold so legal teams can place targeted holds on specific files or collections. This is useful when a dispute involves advertising claims, product messaging, or regulated promotional content.

• Transfers asset identifiers, version history, and owner details
• Helps legal teams scope holds to the exact content set involved
• Reduces over-preservation of unrelated marketing materials

3. Controlled Retention of Campaign Source Files and Drafts

Data flow: Bi-directional

Marketing teams often store source files, drafts, and final approved versions in Papirfly. If those materials become relevant to a legal matter, OpenText Legal Hold can flag them for retention while Papirfly maintains the operational record of which files are under restriction. This creates a clear workflow for preserving content without disrupting day-to-day brand operations more than necessary.

• Marks held assets in Papirfly with legal status indicators
• Ensures source files and drafts are retained for eDiscovery
• Allows legal and marketing teams to see the same hold status

4. Custodian Mapping for Distributed Marketing Teams

Data flow: Papirfly to OpenText Legal Hold

Papirfly user and team structure can help OpenText Legal Hold identify custodians across regional marketing, agency, and brand management groups. This is especially valuable in global organizations where content ownership is distributed across multiple business units and external collaborators.

• Synchronizes user roles, team assignments, and content ownership
• Improves accuracy of custodian lists for legal holds
• Speeds up hold issuance for cross-functional investigations

5. Audit Trail Alignment for Content Preservation and Compliance

Data flow: Bi-directional

OpenText Legal Hold can provide hold event details, release dates, and compliance acknowledgements, while Papirfly can provide content activity logs such as uploads, approvals, and version changes. Together, these records create a stronger audit trail for demonstrating that held content was preserved and managed appropriately.

• Combines legal hold status with content lifecycle history
• Supports internal audits and regulatory inquiries
• Helps prove timely acknowledgement and preservation actions

6. Restricting Deletion of Regulated Marketing Materials

Data flow: OpenText Legal Hold to Papirfly

For industries such as pharmaceuticals, financial services, and consumer goods, marketing content may be subject to regulatory review or litigation. OpenText Legal Hold can instruct Papirfly to block deletion or archival of specific assets, ensuring that regulated materials remain available for legal review and evidence collection.

• Prevents deletion of held promotional content and related files
• Supports regulatory defense and product claim substantiation
• Reduces risk of non-compliance with retention obligations

7. Release Workflow for Resuming Normal Asset Management

Data flow: OpenText Legal Hold to Papirfly

When a matter is closed, OpenText Legal Hold can notify Papirfly that a hold has been released. Papirfly can then restore normal lifecycle controls, allowing content owners to archive, replace, or delete assets according to standard policy.

• Removes manual follow-up to clear held content
• Restores normal governance after legal matters conclude
• Helps teams avoid keeping content longer than necessary

8. Cross-Team Workflow for Legal Review of Brand Claims

Data flow: Bi-directional

When legal teams investigate a claim related to advertising, packaging, or brand messaging, Papirfly can surface the relevant asset set and OpenText Legal Hold can preserve it immediately. Legal can then work with marketing to review the content, while Papirfly maintains the approved version history and ownership context.

• Accelerates response to disputes involving brand claims
• Connects legal review with the exact creative assets in question
• Improves collaboration between legal, compliance, and marketing