OpenText Lens - Data Visibility - OpenText Workflow Service Integration and Automation

Common Integration Use Cases Between OpenText Lens - Data Visibility and OpenText Workflow Service

1. Sensitive Content Review and Remediation Workflow

Flow: OpenText Lens - Data Visibility ? OpenText Workflow Service

OpenText Lens identifies unstructured content that contains sensitive information such as personal data, financial records, or confidential contracts. The findings are automatically sent to OpenText Workflow Service to create review tasks for data owners, legal, or compliance teams. Each task can route content for classification, redaction, retention action, or deletion approval.

Business value: Speeds up remediation of risky content, improves compliance with privacy and records policies, and creates a clear audit trail for accountability.

2. Obsolete Content Cleanup and Disposition Approval

Flow: OpenText Lens - Data Visibility ? OpenText Workflow Service

OpenText Lens scans repositories to identify redundant, obsolete, or trivial content based on age, duplication, and usage patterns. Workflow Service then orchestrates approval steps for content disposition, including manager review, records management sign-off, and final deletion or archival execution.

Business value: Reduces storage costs, lowers legal and operational risk, and helps organizations enforce retention schedules consistently across departments.

3. Migration Readiness Assessment and Exception Handling

Flow: OpenText Lens - Data Visibility ? OpenText Workflow Service

Before a content migration or platform consolidation project, OpenText Lens inventories source repositories and flags content by sensitivity, age, ownership, and business relevance. Workflow Service routes exceptions to business owners for decisions such as migrate, archive, exclude, or remediate before migration.

Business value: Improves migration quality, prevents unnecessary data movement, and ensures only approved content is moved to the target environment.

4. Legal Hold Identification and Case Escalation

Flow: OpenText Lens - Data Visibility ? OpenText Workflow Service

When OpenText Lens detects content that matches legal hold criteria, such as specific custodians, matter keywords, or sensitive case-related documents, it triggers a workflow in OpenText Workflow Service. The workflow assigns review and preservation tasks to legal teams and records hold decisions and acknowledgements.

Business value: Supports defensible legal hold processes, reduces the risk of spoliation, and improves coordination between legal, compliance, and IT teams.

5. Data Ownership Validation and Stewardship Assignment

Flow: OpenText Lens - Data Visibility ? OpenText Workflow Service

OpenText Lens detects content with unclear ownership, such as files in shared drives, orphaned documents, or content without recent activity. Workflow Service creates stewardship tasks for business units to confirm ownership, assign custodians, or decide whether the content should be retained or removed.

Business value: Improves data governance, reduces orphaned content, and ensures accountability for content lifecycle decisions.

6. Compliance Exception Review and Approval

Flow: OpenText Lens - Data Visibility ? OpenText Workflow Service

OpenText Lens identifies content that violates policy thresholds, such as documents stored in the wrong repository, files containing regulated data in non-compliant locations, or content exceeding retention limits. Workflow Service then manages exception review, approval, remediation, and closure tracking.

Business value: Creates a repeatable process for handling policy breaches, shortens response times, and provides evidence for audits and regulatory reviews.

7. Repository Risk Dashboard to Action Workflow

Flow: OpenText Lens - Data Visibility ? OpenText Workflow Service

OpenText Lens produces repository-level risk insights, such as high volumes of sensitive content, excessive duplicates, or unmanaged legacy data. These insights can trigger workflows in OpenText Workflow Service to assign cleanup campaigns, notify repository owners, and track remediation progress by team or business unit.

Business value: Turns visibility into action, helps prioritize the highest-risk repositories first, and improves cross-team execution on governance initiatives.

8. Bi-Directional Governance Feedback Loop

Flow: OpenText Lens - Data Visibility ? OpenText Workflow Service

OpenText Lens identifies content issues and sends them to OpenText Workflow Service for review and action. Once decisions are made, workflow outcomes such as classification updates, disposition approvals, or ownership assignments can be fed back into governance reporting and future scans in OpenText Lens to refine prioritization rules and reduce repeat findings.

Business value: Creates a closed-loop governance process, improves data quality over time, and helps organizations measure remediation effectiveness across programs.