SharePoint - OpenText Active Community - Trading Grid Integration and Automation

Common Integration Use Cases Between SharePoint and OpenText Active Community - Trading Grid

1. Shared trading partner document repository

Data flow: SharePoint ? OpenText Active Community - Trading Grid

Use SharePoint as the internal system of record for contracts, specifications, compliance documents, and partner onboarding packs, then publish approved documents to the Trading Grid community for external partner access. This gives internal teams full version control and governance while ensuring trading partners always see the latest approved content.

• Reduces duplicate document storage across teams and partner portals
• Improves control over what external parties can access
• Speeds up partner onboarding and document distribution

2. Issue resolution workspace for supply chain exceptions

Data flow: Bi-directional

When a trading exception occurs, such as a shipment delay, quality defect, or invoice mismatch, a case or issue record can be created in SharePoint and shared with the relevant partner community in Trading Grid. Updates, comments, and supporting files from the partner side can be synchronized back to SharePoint for internal tracking and auditability.

• Creates a single collaboration thread for each exception
• Improves response time across procurement, logistics, and supplier teams
• Supports traceability for dispute resolution and root cause analysis

3. Partner onboarding and compliance package exchange

Data flow: SharePoint ? OpenText Active Community - Trading Grid, with partner responses returning to SharePoint

SharePoint can host internal onboarding checklists, approval workflows, and compliance templates for new trading partners. Once approved, the required forms, policies, and onboarding documents are shared through Trading Grid. Partners can return signed agreements, certifications, and supporting evidence through the same community, where internal teams review and archive them in SharePoint.

• Standardizes partner onboarding across business units
• Improves compliance tracking and approval governance
• Shortens onboarding cycle time for new suppliers or distributors

4. Collaborative management of commercial agreements

Data flow: Bi-directional

Commercial teams can draft and manage agreement versions in SharePoint, then share final or redlined versions with trading partners through Trading Grid for review and negotiation. Partner feedback, comments, and supporting attachments can be captured in the community and routed back to SharePoint for legal and procurement review.

• Supports controlled document collaboration with external parties
• Reduces email-based negotiation and version confusion
• Improves visibility for legal, procurement, and account teams

5. Shared operational playbooks for recurring partner processes

Data flow: SharePoint ? OpenText Active Community - Trading Grid

Organizations can maintain internal process playbooks, escalation procedures, and trading partner instructions in SharePoint, then publish partner-facing versions to Trading Grid. This is useful for recurring activities such as order changes, returns, claims handling, or forecast submission, where both sides need a consistent process reference.

• Ensures partners follow the latest process instructions
• Reduces operational errors caused by outdated guidance
• Supports faster adoption of standardized workflows

6. Joint planning and forecast collaboration

Data flow: Bi-directional

Demand forecasts, inventory plans, and promotional calendars can be prepared in SharePoint by internal sales, supply chain, and finance teams, then shared with partners in Trading Grid for review and response. Partners can submit updates, constraints, and confirmations, which are then consolidated back into SharePoint for planning and reporting.

• Improves alignment between internal planning and partner execution
• Helps reduce stockouts and overproduction
• Provides a structured process for collaborative planning cycles

7. Audit-ready partner communication archive

Data flow: Bi-directional

All key partner communications, document exchanges, and issue resolutions in Trading Grid can be archived into SharePoint for retention, search, and compliance reporting. This creates a centralized internal record for audits, regulatory reviews, and internal investigations while preserving the external collaboration history.

• Strengthens records management and retention controls
• Supports audit and legal discovery requirements
• Makes partner interaction history easier to search and report on

8. Cross-functional partner portal for internal and external stakeholders

Data flow: SharePoint ? OpenText Active Community - Trading Grid, with selected partner updates returning to SharePoint

SharePoint can serve as the internal collaboration hub for account management, operations, legal, and customer service teams, while Trading Grid provides the external community layer for trading partners. Key updates such as policy changes, launch schedules, product notices, and issue statuses can be published from SharePoint to the partner community, with responses and acknowledgements captured back for internal follow-up.

• Aligns internal teams around a single source of truth
• Improves partner communication consistency
• Reduces manual coordination across departments and channels