OpenText Workflow Service - Kentico Integration and Automation

Common Integration Use Cases Between OpenText Workflow Service and Kentico

1. Website Lead Capture to Internal Approval Workflow

Data flow: Kentico ? OpenText Workflow Service

When a visitor submits a high-value inquiry, demo request, or partner application through a Kentico form, the submission can automatically trigger an OpenText workflow for qualification and approval. Marketing, sales, and regional teams can review the request, validate completeness, assign ownership, and route it to the correct queue based on territory, product line, or deal size.

Business value: Speeds up lead handling, reduces manual triage, and ensures every inbound request is tracked and assigned consistently.

2. Content Publishing Approval for Regulated or Brand-Sensitive Pages

Data flow: Kentico ? OpenText Workflow Service

Draft content created in Kentico can be sent into OpenText Workflow Service for structured review and approval before publication. Legal, compliance, product, and brand teams can approve or reject pages, campaign assets, and localized content based on defined rules. Once approved, the workflow can return the status to Kentico for publishing.

Business value: Improves governance, shortens review cycles, and reduces the risk of publishing inaccurate or non-compliant content.

3. Personalized Campaign Content Request and Fulfillment

Data flow: Kentico ? OpenText Workflow Service ? Kentico

Marketing teams can use Kentico to launch campaigns that require custom content, such as landing pages, gated assets, or industry-specific messaging. Requests for new assets or page updates can be routed through OpenText Workflow Service to content owners, designers, and approvers. After completion, the approved content or metadata can be pushed back into Kentico for campaign activation.

Business value: Helps marketing teams deliver campaigns faster while maintaining control over content quality and approvals.

4. Customer Service Case Creation from Digital Experience Interactions

Data flow: Kentico ? OpenText Workflow Service

When a customer submits a support request, complaint, or escalation through a Kentico portal, OpenText Workflow Service can create and manage the case workflow. The process can route the issue to the right service team, collect required documents, track SLA milestones, and notify the customer of status updates through the portal.

Business value: Creates a more transparent customer service process and improves response consistency across teams.

5. Product Launch Coordination Across Web, Legal, and Operations Teams

Data flow: OpenText Workflow Service ? Kentico

For product launches, OpenText Workflow Service can orchestrate tasks across product management, legal, operations, and marketing. Once launch content, pricing details, and compliance approvals are complete, the workflow can trigger updates in Kentico to publish product pages, banners, FAQs, and campaign landing pages at the scheduled time.

Business value: Aligns cross-functional launch activities and reduces delays caused by manual handoffs.

6. Localization and Regional Content Approval

Data flow: Kentico ? OpenText Workflow Service

Global organizations often need localized website content reviewed by regional stakeholders before publication. Kentico can store translated content, while OpenText Workflow Service manages the approval chain for local marketing, legal, and country managers. Approved translations can then be published in Kentico for the correct region or language site.

Business value: Supports consistent global governance while allowing local teams to validate market-specific content.

7. eCommerce Exception Handling and Order Review

Data flow: Kentico ? OpenText Workflow Service

For high-risk or exception-based orders placed through Kentico eCommerce, such as large-volume purchases, restricted products, or manual pricing overrides, OpenText Workflow Service can initiate a review workflow. Finance, sales operations, and compliance teams can approve, reject, or request more information before the order is finalized.

Business value: Reduces revenue leakage, improves control over exceptions, and creates an auditable approval trail.

8. Content Asset Request Management from Business Teams

Data flow: Kentico ? OpenText Workflow Service

Business users working in Kentico can request new images, videos, product descriptions, or campaign assets from centralized content teams. OpenText Workflow Service can manage the request intake, assign tasks to the right team members, track due dates, and notify requesters when assets are ready to be published in Kentico.

Business value: Improves visibility into content demand, reduces email-based coordination, and helps teams meet publishing deadlines more reliably.