Smartsheet - OpenText Active Documents Trading Grid Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Active Documents Trading Grid

Smartsheet and OpenText Active Documents Trading Grid complement each other well in organizations that manage both internal work coordination and external B2B document exchange. Smartsheet provides flexible project tracking, automation, and cross-functional visibility, while OpenText Active Documents Trading Grid provides secure, auditable document transmission with trading partners. Together, they help teams manage exceptions, approvals, and operational follow-up around purchase orders, invoices, shipping notices, and other partner documents.

1. Purchase Order Exception Management

Data flow: OpenText Active Documents Trading Grid to Smartsheet

When a purchase order is sent to a supplier through OpenText Active Documents Trading Grid, key PO details and status updates can be pushed into Smartsheet to create an exception-tracking sheet for procurement teams. If a PO is rejected, delayed, or requires revision, Smartsheet can automatically assign an owner, set due dates, and trigger internal follow-up tasks.

• Improves visibility into supplier response issues
• Reduces manual email-based follow-up
• Helps procurement teams track unresolved exceptions in one place

2. Invoice Approval and Dispute Workflow

Data flow: OpenText Active Documents Trading Grid to Smartsheet, with status updates back to OpenText Active Documents Trading Grid

Invoices received from trading partners through OpenText Active Documents Trading Grid can be routed into Smartsheet for internal review, coding, and approval. If an invoice is disputed or requires clarification, the issue can be logged in Smartsheet and the resolution status can be sent back to OpenText Active Documents Trading Grid for partner visibility.

• Supports faster invoice processing
• Creates a clear audit trail for disputes and approvals
• Reduces payment delays caused by missing internal sign-off

3. Shipping Notice and Receiving Coordination

Data flow: OpenText Active Documents Trading Grid to Smartsheet

Advance shipping notices and delivery confirmations exchanged through OpenText Active Documents Trading Grid can populate Smartsheet receiving schedules. Warehouse, logistics, and operations teams can use Smartsheet to prepare dock appointments, staffing plans, and exception handling when shipments are late, partial, or damaged.

• Improves inbound logistics planning
• Helps receiving teams prepare for expected deliveries
• Supports faster response to shipment discrepancies

4. Trading Partner Onboarding and Compliance Tracking

Data flow: Bi-directional

When a new supplier, distributor, or retailer is onboarded in OpenText Active Documents Trading Grid, onboarding milestones and compliance requirements can be tracked in Smartsheet. Smartsheet can manage internal tasks such as testing document exchanges, validating EDI mappings, collecting certificates, and confirming go-live readiness. Once completed, onboarding status can be updated back in OpenText Active Documents Trading Grid for partner coordination.

• Creates a structured onboarding process
• Improves accountability across procurement, IT, and compliance teams
• Reduces delays in partner activation

5. Order Fulfillment Exception Escalation

Data flow: OpenText Active Documents Trading Grid to Smartsheet

If a trading partner sends a change, cancellation, or fulfillment exception related to an order, OpenText Active Documents Trading Grid can pass the event into Smartsheet for operational triage. Smartsheet can route the issue to customer service, supply chain, and sales operations teams, with automated reminders and escalation rules for unresolved cases.

• Speeds up exception resolution
• Improves coordination between customer-facing and back-office teams
• Helps prevent downstream service failures

6. Supplier Performance and Document SLA Monitoring

Data flow: OpenText Active Documents Trading Grid to Smartsheet

Document transaction timestamps and delivery confirmations from OpenText Active Documents Trading Grid can be consolidated in Smartsheet to monitor supplier responsiveness. Teams can track metrics such as PO acknowledgment time, invoice turnaround time, and shipping notice timeliness, then use Smartsheet dashboards to review supplier performance trends.

• Provides operational insight into partner reliability
• Supports supplier scorecards and business reviews
• Helps identify recurring process bottlenecks

7. Cross-Functional Issue Management for Document Failures

Data flow: OpenText Active Documents Trading Grid to Smartsheet

When a document fails validation, is rejected, or cannot be delivered through OpenText Active Documents Trading Grid, an issue can be automatically created in Smartsheet for investigation. IT, operations, and trading partner support teams can collaborate in Smartsheet to assign root cause analysis tasks, track remediation, and document resolution steps.

• Centralizes incident management for document exchange failures
• Improves accountability for technical and business resolution
• Supports repeatable problem management processes

8. Program-Level Visibility for Supply Chain Operations

Data flow: Bi-directional

For organizations managing multiple trading partners and high transaction volumes, OpenText Active Documents Trading Grid can provide transaction-level document exchange data while Smartsheet serves as the operational control tower. Smartsheet can aggregate status across purchase orders, invoices, and shipping notices into dashboards for procurement, finance, and supply chain leadership, while selected milestones or exception statuses can be pushed back to OpenText Active Documents Trading Grid for partner-facing coordination.

• Gives leadership a consolidated view of partner transaction health
• Improves decision-making across finance, procurement, and logistics
• Supports scalable governance across multiple workflows