SFTP - OpenText Workflow Service Integration and Automation

Common Integration Use Cases Between SFTP and OpenText Workflow Service

1. Secure inbound file intake for workflow initiation

Flow: SFTP to OpenText Workflow Service

External partners, suppliers, or field teams drop regulated files such as invoices, claims, compliance documents, or product data extracts into a secure SFTP folder. OpenText Workflow Service detects the new file, validates naming conventions and file structure, and starts the appropriate business workflow for review, approval, or exception handling.

Business value: Reduces manual monitoring of inboxes and shared drives, shortens intake time, and creates a controlled audit trail from file receipt through process completion.

2. Automated exception handling for failed file transfers

Flow: OpenText Workflow Service to SFTP

When a scheduled SFTP transfer fails due to missing files, format issues, or authentication problems, OpenText Workflow Service creates an exception case, assigns it to operations or support teams, and tracks remediation steps. Once corrected, the workflow can trigger a retry or notify the sending partner to resend the file.

Business value: Improves service reliability, reduces missed deadlines, and ensures transfer failures are visible and accountable rather than hidden in logs.

3. Secure approval of outbound content before distribution

Flow: OpenText Workflow Service to SFTP

Business users prepare sensitive outbound content such as pricing files, customer statements, regulatory submissions, or product catalogs in OpenText Workflow Service. The workflow routes the content for review and approval, and only after sign-off does the approved file get published to a designated SFTP location for downstream partners or auditors.

Business value: Prevents premature release of unapproved content, supports segregation of duties, and strengthens governance for externally shared information.

4. Controlled exchange of customer or case documents with external service providers

Flow: Bi-directional

Organizations can use SFTP to exchange documents with third-party service providers such as print vendors, claims processors, or legal firms. OpenText Workflow Service orchestrates the internal case process, including document review, assignment, and approval, while SFTP handles the secure transfer of files to and from the external party. Returned documents are automatically attached to the case for further processing.

Business value: Creates a single operational process across internal teams and external partners, reducing email-based handoffs and improving traceability.

5. Secure document review and remediation loop

Flow: SFTP to OpenText Workflow Service to SFTP

External stakeholders submit documents through SFTP for review, such as compliance evidence, onboarding packets, or audit support files. OpenText Workflow Service routes the documents to the right reviewers, captures comments or required corrections, and sends the updated file or response package back through SFTP once approved.

Business value: Speeds up review cycles, standardizes remediation steps, and ensures all versions and approvals are tracked in one workflow.

6. Scheduled distribution of approved operational files

Flow: OpenText Workflow Service to SFTP

At the end of a workflow, approved operational files such as daily pricing updates, inventory feeds, policy documents, or partner reports are automatically deposited to SFTP for consumption by downstream systems or trading partners. The workflow can confirm successful delivery and notify stakeholders if the file is not picked up within a defined window.

Business value: Eliminates manual file posting, improves timeliness of partner communications, and supports predictable batch operations.

7. Audit-ready transfer governance for regulated content

Flow: Bi-directional

SFTP provides encrypted transfer and detailed logs for regulated file exchange, while OpenText Workflow Service manages approvals, reviews, and exception handling around those transfers. Together, they create an end-to-end control framework for content such as financial records, customer data, or regulatory submissions, including who approved the file, when it was transferred, and how exceptions were resolved.

Business value: Strengthens compliance posture, simplifies audit preparation, and provides a clear chain of custody for sensitive content.

8. Disaster recovery and business continuity file recovery workflow

Flow: SFTP to OpenText Workflow Service

Critical documents and digital assets are backed up to a secure SFTP repository. If a recovery event occurs, OpenText Workflow Service can orchestrate the retrieval, validation, and redistribution of recovered files to the right business owners or systems, including approval steps for restoring sensitive content.

Business value: Improves resilience, reduces recovery coordination effort, and ensures restored files are handled through a controlled process.