OpenText Workflow Service - Preservica Integration and Automation

Common Integration Use Cases Between OpenText Workflow Service and Preservica

1. Automated Records Transfer from Active Workflow to Long-Term Preservation

When a business process reaches completion in OpenText Workflow Service, the final approved documents, case files, and metadata can be automatically sent to Preservica for long-term digital preservation. This is useful for contracts, HR case files, compliance records, and regulated operational documents that must be retained beyond the active workflow lifecycle. The integration reduces manual handoff, ensures retention policies are applied consistently, and creates a clear audit trail from process completion to archival storage.

Data flow: OpenText Workflow Service to Preservica

2. Preservation of Closed Cases with Full Audit Context

For case management processes such as investigations, legal matters, or customer complaints, OpenText Workflow Service can package the completed case record, including attachments, comments, approvals, and status history, and transfer it to Preservica as a preservation-ready record. Preservica then maintains the case as a trusted archival object with metadata and integrity controls. This supports regulatory evidence requirements and simplifies retrieval years later without relying on the live workflow system.

Data flow: OpenText Workflow Service to Preservica

3. Preservation Triggered by Retention or Legal Hold Events

Preservica can notify OpenText Workflow Service when a record reaches a retention milestone, legal hold condition, or preservation event requiring business action. OpenText Workflow Service can then route the item to legal, compliance, or records management teams for review and approval before final disposition or archival transfer. This creates a controlled workflow around retention decisions and helps organizations avoid premature deletion or noncompliant handling of sensitive records.

Data flow: Preservica to OpenText Workflow Service

4. Exception Handling for Failed Archival Transfers

If a document, metadata set, or case package fails validation during transfer to Preservica, OpenText Workflow Service can automatically create an exception task for the responsible team. The workflow can assign remediation steps such as correcting metadata, resolving file format issues, or obtaining missing approvals before resubmission. This improves operational reliability and prevents records from being lost between active processing and preservation.

Data flow: Bi-directional

5. Preservation of High-Value Content from Content Approval Workflows

In content approval processes such as policy publishing, board papers, or controlled procedures, OpenText Workflow Service can route approved final versions to Preservica for preservation as official records. Preservica then stores the authoritative version with immutable history and preservation metadata. This is especially valuable for organizations that need to demonstrate which version was approved, when it was approved, and who authorized it.

Data flow: OpenText Workflow Service to Preservica

6. Retrieval of Archived Records into Active Business Processes

When a user working in OpenText Workflow Service needs historical evidence, prior case documentation, or archived correspondence, the workflow can request the relevant record from Preservica and attach it to the active case or task. This supports audits, customer disputes, investigations, and re-opened cases without requiring users to search separate systems manually. It reduces cycle time and ensures the workflow always uses the preserved authoritative copy.

Data flow: Preservica to OpenText Workflow Service

7. Compliance Review Workflow for Preservation Metadata Quality

Before records are transferred into Preservica, OpenText Workflow Service can orchestrate a metadata validation and compliance review process. Business users or records managers can verify classification, retention category, sensitivity labels, and ownership details before the archive submission is finalized. This improves preservation quality, reduces downstream correction effort, and helps ensure records are searchable and defensible over the long term.

Data flow: OpenText Workflow Service to Preservica