Salsify - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between Salsify and OpenText Extended ECM - Records Management

1. Declare approved product content packages as controlled records

When product content is finalized in Salsify, the approved product record can be sent to OpenText Extended ECM - Records Management for formal declaration and retention. This is useful for maintaining an auditable history of product descriptions, images, compliance statements, and channel-specific content that were published to retailers or marketplaces.

• Data flow: Salsify to OpenText Extended ECM - Records Management
• Business value: Creates a defensible record of what content was approved and published, supporting audit and legal review
• Typical users: Product information management teams, compliance teams, legal, and records managers

2. Archive regulated product documentation alongside product master data

Organizations in regulated industries can store supporting documentation such as safety data sheets, certifications, ingredient disclosures, and regulatory approvals in OpenText Extended ECM - Records Management, while linking them back to the corresponding product records in Salsify. This ensures product teams can quickly access compliant source documents when updating product content.

• Data flow: OpenText Extended ECM - Records Management to Salsify
• Business value: Reduces compliance risk by ensuring product content is backed by controlled, current documentation
• Typical users: Regulatory affairs, quality assurance, product content managers

3. Retain retailer-specific content submissions for contractual and compliance evidence

Salsify often distributes different content sets to multiple retailers and marketplaces. Those channel submissions can be automatically archived in OpenText Extended ECM - Records Management as evidence of what was sent, when it was sent, and to which trading partner. This is especially valuable when retailers require proof of content accuracy or when disputes arise over listing claims.

• Data flow: Salsify to OpenText Extended ECM - Records Management
• Business value: Improves traceability for retailer submissions and supports dispute resolution
• Typical users: E-commerce operations, account management, legal, compliance

4. Manage retention of obsolete product content and superseded assets

When products are discontinued or content is replaced, Salsify can trigger the transfer of obsolete product records, retired images, and superseded content versions into OpenText Extended ECM - Records Management for retention and disposition. This helps organizations avoid keeping outdated content active in operational systems while still meeting retention obligations.

• Data flow: Salsify to OpenText Extended ECM - Records Management
• Business value: Reduces clutter in operational systems and enforces consistent retention policies
• Typical users: Master data teams, records management, content operations

5. Link records management status to product launch workflows

Before a product can be published in Salsify, the launch workflow can check whether required records in OpenText Extended ECM - Records Management have been declared and approved. For example, a new healthcare or food product may require a completed compliance packet before content syndication is allowed. This creates a controlled release process across product, legal, and compliance teams.

• Data flow: Bi-directional
• Business value: Prevents premature publication of noncompliant product content
• Typical users: Product launch teams, compliance officers, legal reviewers

6. Preserve evidence of content approvals and change history

Salsify approval workflows generate valuable business evidence, including who approved a product description, when a change was made, and what content version was released. That approval history can be captured in OpenText Extended ECM - Records Management as a formal record set, supporting internal controls and external audits.

• Data flow: Salsify to OpenText Extended ECM - Records Management
• Business value: Strengthens governance by preserving approval evidence outside the operational workflow
• Typical users: Internal audit, compliance, product governance teams

7. Provide controlled access to archived product records for audits and legal holds

During audits, recalls, or litigation, records managers can use OpenText Extended ECM - Records Management to place holds on product-related records while product teams continue working in Salsify on current content. This separation ensures that historical evidence remains immutable while operational content stays available for business use.

• Data flow: OpenText Extended ECM - Records Management to Salsify
• Business value: Protects evidence integrity without disrupting day-to-day product content operations
• Typical users: Legal, records management, quality assurance, product operations

8. Synchronize product metadata with records classification and retention rules

Product attributes in Salsify such as brand, category, market, regulatory class, or launch date can be used to classify records in OpenText Extended ECM - Records Management and assign the correct retention schedule automatically. This is useful for large portfolios where retention requirements vary by product type, geography, or regulatory regime.

• Data flow: Salsify to OpenText Extended ECM - Records Management
• Business value: Automates records classification and reduces manual filing errors
• Typical users: Records administrators, compliance teams, data governance teams