OpenText Workflow Service - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between OpenText Workflow Service and OpenText Information Archive

• Case initiation with archived record retrieval

  Direction: OpenText Information Archive ? OpenText Workflow Service

  When a user opens a service case, dispute, or audit request, the workflow automatically retrieves related archived invoices, contracts, emails, or supporting documents from OpenText Information Archive. This gives case workers immediate access to historical records without searching multiple systems.

  Business value: Faster case resolution, reduced manual lookup time, and better decision making based on complete records.

• Retention review and disposition approval workflow

  Direction: OpenText Information Archive ? OpenText Workflow Service

  OpenText Information Archive identifies records eligible for retention review, legal hold release, or disposition. OpenText Workflow Service routes approval tasks to records managers, legal, and business owners, captures decisions, and then triggers the final archive action.

  Business value: Controlled disposition, stronger compliance, and clear accountability for retention decisions.

• Legacy system decommissioning with exception handling

  Direction: OpenText Information Archive ? OpenText Workflow Service

  As legacy applications are retired, their structured data and associated documents are migrated into OpenText Information Archive. OpenText Workflow Service manages exception cases such as missing metadata, data quality issues, or business requests for additional validation before the legacy system is shut down.

  Business value: Lower infrastructure costs, reduced risk during decommissioning, and a governed transition to archive-only access.

• Regulatory audit response workflow

  Direction: OpenText Information Archive ? OpenText Workflow Service

  When auditors or compliance teams request evidence, OpenText Workflow Service creates a response case and pulls the required archived records from OpenText Information Archive. The workflow assigns tasks to legal, finance, HR, or operations teams to review, approve, and package the evidence set before release.

  Business value: Shorter audit response times, consistent evidence handling, and reduced compliance risk.

• Legal hold management and release process

  Direction: OpenText Workflow Service ? OpenText Information Archive

  When litigation or investigation triggers a legal hold, OpenText Workflow Service coordinates approvals and notifications across legal and business stakeholders. Once approved, OpenText Information Archive applies the hold to relevant records. When the hold is lifted, the workflow manages release review and disposition actions.

  Business value: Better control over sensitive records, reduced risk of premature deletion, and traceable legal governance.

• Customer or supplier dispute resolution using archived evidence

  Direction: OpenText Information Archive ? OpenText Workflow Service

  For billing disputes, contract disagreements, or supplier claims, the workflow automatically gathers archived purchase orders, invoices, correspondence, and signed agreements. The case is then routed to the appropriate finance, procurement, or customer service team for resolution.

  Business value: Faster dispute closure, improved customer and supplier experience, and fewer revenue leakage issues.

• Policy-driven records classification and archiving

  Direction: OpenText Workflow Service ? OpenText Information Archive

  As documents or case files are completed in OpenText Workflow Service, the workflow sends finalized content and metadata to OpenText Information Archive with the correct retention category, security classification, and disposition schedule. This ensures records are archived consistently at the point of process completion.

  Business value: Standardized records management, reduced manual filing effort, and improved retention compliance.