OpenText Lens - Data Visibility - OpenText File 360 Integration and Automation

Common Integration Use Cases Between OpenText Lens - Data Visibility and OpenText File 360

OpenText Lens - Data Visibility and OpenText File 360 complement each other well in enterprise information governance and secure collaboration. Lens helps organizations discover, classify, and assess unstructured content across repositories, while File 360 provides controlled sharing, synchronization, and auditability for active business files. Together, they support cleaner data, safer collaboration, and stronger compliance.

1. Sensitive File Discovery and Controlled Sharing

OpenText Lens can scan shared folders and content repositories to identify files containing sensitive, regulated, or confidential information. Those files can then be routed to OpenText File 360 for secure external or internal sharing with access controls, expiration dates, and audit logging. This reduces the risk of employees using consumer file-sharing tools for high-risk content.

• Data flow: OpenText Lens to OpenText File 360
• Business value: Better protection of sensitive documents during collaboration
• Typical users: Information security, compliance, legal, and business teams

2. Pre-Migration Content Assessment for File Sharing Consolidation

Before moving shared content from legacy file servers or ad hoc collaboration tools into OpenText File 360, OpenText Lens can analyze the source repositories to identify redundant, obsolete, or sensitive files. This helps teams decide what should be migrated, archived, restricted, or deleted before the move. The result is a cleaner migration with lower storage costs and less compliance exposure.

• Data flow: OpenText Lens to OpenText File 360
• Business value: Reduced migration effort and improved content quality
• Typical users: IT operations, records management, and migration teams

3. Policy-Based Quarantine of High-Risk Shared Content

When OpenText Lens detects files that contain personally identifiable information, financial data, or other regulated content in shared locations, it can trigger a workflow to move those files into a controlled OpenText File 360 workspace. Access can then be limited to approved users only, with full audit trails. This supports rapid containment of risky content without interrupting business operations.

• Data flow: OpenText Lens to OpenText File 360
• Business value: Faster risk mitigation and stronger governance
• Typical users: Security operations, compliance, and data governance teams

4. Secure Collaboration Workspace Creation Based on Content Classification

OpenText Lens can classify project files by sensitivity or business function, such as legal case files, merger documents, or product design materials. Based on that classification, files can be automatically placed into dedicated OpenText File 360 workspaces with the right sharing rules and retention settings. This ensures teams collaborate efficiently without manually managing permissions for every document.

• Data flow: OpenText Lens to OpenText File 360
• Business value: Faster workspace setup and consistent access governance
• Typical users: Project managers, legal teams, product teams, and IT administrators

5. External Partner File Sharing with Compliance Validation

Before files are shared with customers, suppliers, auditors, or consultants through OpenText File 360, OpenText Lens can review the content to confirm whether it contains restricted or regulated information. If the file is approved, it can be shared securely; if not, it can be flagged for redaction, approval, or alternative handling. This creates a controlled process for external collaboration.

• Data flow: OpenText Lens to OpenText File 360
• Business value: Safer external collaboration and reduced compliance violations
• Typical users: Procurement, finance, legal, and customer-facing teams

6. Ongoing Monitoring of Shared Content for Governance Reporting

OpenText File 360 can serve as the active collaboration layer, while OpenText Lens periodically scans shared repositories to identify changes in content risk, duplication, or policy violations. Governance teams can use the findings to produce reports on sensitive file distribution, stale content, and access risk across collaboration spaces. This improves oversight without disrupting day-to-day file sharing.

• Data flow: OpenText File 360 to OpenText Lens
• Business value: Continuous governance visibility and better audit readiness
• Typical users: Compliance, audit, records management, and security teams

7. Cleanup of Stale Shared Files and Workspace Optimization

OpenText Lens can identify obsolete, duplicate, or inactive files stored in OpenText File 360 workspaces. Those findings can drive cleanup workflows such as archiving, deletion, or retention review, helping organizations reduce clutter and storage costs. This also improves user productivity by keeping collaboration spaces focused on current business content.

• Data flow: OpenText File 360 to OpenText Lens
• Business value: Lower storage costs and improved workspace usability
• Typical users: IT administrators, records managers, and business owners

8. Compliance-Driven Retention and Review Workflow

OpenText Lens can identify files in OpenText File 360 that are subject to legal hold, retention review, or regulatory scrutiny based on content type and sensitivity. Those files can then be routed into formal review workflows before sharing, deletion, or archival actions occur. This helps organizations enforce retention policies consistently across collaborative content.

• Data flow: Bi-directional, with OpenText Lens informing OpenText File 360 workflows and File 360 status feeding back for review
• Business value: Stronger retention control and reduced legal and regulatory risk
• Typical users: Legal, compliance, records management, and governance teams