SharePoint - OpenText Decision Service Integration and Automation

Common Integration Use Cases Between SharePoint and OpenText Decision Service

• Policy and procedure approval workflow with rule-based routing

  SharePoint serves as the front end for submitting new or revised policies, SOPs, and compliance documents. OpenText Decision Service evaluates the request against business rules such as document type, business unit, risk level, and approval thresholds, then determines the correct approval path. This reduces manual triage, shortens review cycles, and ensures consistent governance across departments.

• Contract review and exception handling

  Legal and procurement teams store contract drafts in SharePoint and initiate review from a team site or document library. OpenText Decision Service applies rules to identify clauses, contract value, vendor risk, or deviation from standard terms and decides whether the contract can follow a standard approval path or requires escalation to legal, finance, or executive review. This improves turnaround time and reduces approval errors.

• Employee onboarding and access request decisions

  HR or hiring managers use SharePoint to manage onboarding checklists, forms, and supporting documents. OpenText Decision Service evaluates onboarding attributes such as role, location, employment type, and system access needs to determine required tasks, approvals, and exceptions. The integration helps standardize onboarding, reduce delays, and ensure the right controls are applied for each employee type.

• Records retention and disposition decisions

  SharePoint document libraries can store business records, while OpenText Decision Service applies retention rules based on record category, jurisdiction, regulatory requirements, and age. The decision engine can determine whether a document should be retained, reviewed, archived, or flagged for deletion approval. This supports compliance teams in enforcing retention policies consistently across content repositories.

• Customer or partner case intake and prioritization

  Teams can use SharePoint as a case intake portal for internal service requests, partner submissions, or customer escalations. OpenText Decision Service evaluates the case based on severity, customer tier, SLA, geography, or issue type and assigns priority, routing, and escalation rules. This enables faster response times and more consistent handling of high-impact cases.

• Finance exception approval for invoices and expenses

  Finance teams can upload invoice disputes, expense exceptions, or payment requests into SharePoint for review. OpenText Decision Service applies rules such as amount thresholds, cost center, vendor status, and policy exceptions to determine whether the item is auto-approved, routed for manager review, or escalated to finance control. This reduces manual review effort and improves policy compliance.

• Project governance and stage gate decisions

  Project teams maintain project artifacts, status reports, and approvals in SharePoint. OpenText Decision Service evaluates project criteria such as budget variance, milestone completion, risk score, and resource availability to decide whether the project can move to the next stage gate or requires corrective action. This creates a more disciplined governance process and improves portfolio oversight.