Smartsheet - OpenText Core Capture Services Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Core Capture Services

1. Invoice Intake and AP Exception Tracking

Data flow: OpenText Core Capture Services ? Smartsheet

OpenText Core Capture Services captures invoice data from email, scans, and supplier portals, then extracts key fields such as vendor name, invoice number, amount, due date, and PO reference. That structured data is pushed into Smartsheet to create an accounts payable exception tracker or approval queue. Finance teams can use Smartsheet to assign reviewers, monitor SLA status, and escalate invoices that are missing PO matches, have duplicate numbers, or exceed approval thresholds.

Business value: Reduces manual invoice entry, shortens approval cycles, and gives finance leaders visibility into bottlenecks and aging exceptions.

2. Customer Onboarding Document Tracking

Data flow: OpenText Core Capture Services ? Smartsheet

When onboarding new customers, OpenText Core Capture Services extracts information from application forms, tax documents, compliance certificates, and signed agreements. Smartsheet receives the extracted data and creates a customer onboarding workspace with task owners, due dates, and status fields for sales, operations, legal, and compliance teams. If required documents are missing or incomplete, Smartsheet can trigger follow-up tasks and reminders.

Business value: Improves onboarding consistency, reduces delays caused by missing paperwork, and creates a shared operational view across departments.

3. Digital Mailroom Triage and Work Assignment

Data flow: OpenText Core Capture Services ? Smartsheet

OpenText Core Capture Services classifies incoming correspondence such as claims, service requests, HR forms, and legal notices. Based on document type and extracted metadata, records are sent to Smartsheet where they are routed into the appropriate work queue. Operations teams can use Smartsheet to assign owners, prioritize urgent items, and track turnaround time for each category of inbound mail.

Business value: Speeds up mailroom processing, reduces misrouted documents, and provides accountability for high-volume intake operations.

4. Project-Based Document Review and Approval

Data flow: Bi-directional

Smartsheet manages the project plan for document-heavy initiatives such as policy updates, contract reviews, or regulatory submissions. OpenText Core Capture Services ingests supporting documents, extracts relevant data, and attaches the metadata to the corresponding Smartsheet project row or task. As reviewers update status in Smartsheet, the workflow can trigger requests for additional documents or re-capture when submissions are incomplete. This creates a controlled review process with clear ownership and document traceability.

Business value: Improves coordination between project teams and document processing teams while reducing rework and missed approvals.

5. Compliance Case Management

Data flow: OpenText Core Capture Services ? Smartsheet

For compliance-driven processes such as KYC, vendor due diligence, or audit evidence collection, OpenText Core Capture Services extracts data from submitted forms, certificates, and identity documents. Smartsheet then tracks each case through review stages, assigns compliance analysts, and monitors deadlines for remediation or escalation. Dashboards in Smartsheet provide a real-time view of open cases, overdue items, and document completion rates.

Business value: Strengthens audit readiness, improves regulatory tracking, and reduces the risk of missed compliance deadlines.

6. Contract Intake and Renewal Coordination

Data flow: OpenText Core Capture Services ? Smartsheet

OpenText Core Capture Services captures contract metadata from incoming agreements, amendments, and renewal notices, including counterparty, effective date, renewal date, and contract value. Smartsheet uses this information to manage contract review tasks, route approvals, and track renewal milestones across legal, procurement, and business owners. Alerts can be configured in Smartsheet to notify stakeholders before renewal or termination deadlines.

Business value: Reduces missed renewals, improves contract visibility, and helps legal and procurement teams manage workload proactively.

7. Service Request and Claims Processing

Data flow: OpenText Core Capture Services ? Smartsheet

When customers submit claims, service forms, or supporting documentation, OpenText Core Capture Services extracts the relevant information and sends it to Smartsheet as a case record. Smartsheet then manages the operational workflow, including assignment, investigation steps, customer follow-up, and resolution tracking. Teams can use Smartsheet dashboards to monitor case volume, cycle time, and backlog by category.

Business value: Improves case visibility, accelerates response times, and supports better service-level management.

8. Document-Driven Portfolio Reporting

Data flow: OpenText Core Capture Services ? Smartsheet

For organizations managing multiple document-intensive programs, OpenText Core Capture Services extracts standardized data from forms and submissions across business units. Smartsheet consolidates that data into portfolio-level reports and dashboards, enabling leaders to compare volumes, turnaround times, exception rates, and completion status across teams or regions. This is especially useful for shared services, operations centers, and PMO functions.

Business value: Creates a single operational view across document-based workflows and supports better resource planning and executive reporting.