Smartsheet - OpenText Core Signature Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Core Signature

Smartsheet and OpenText Core Signature complement each other well in workflows that require structured work management, approvals, and legally binding signatures. Smartsheet provides the operational layer for tracking tasks, owners, due dates, and status, while OpenText Core Signature provides the secure signature layer for formal approval and execution. Together, they help organizations move work from planning to approval to completion with better visibility and less manual follow-up.

1. Contract review and signature tracking

Legal, procurement, and sales teams can manage contract review tasks in Smartsheet, including reviewer assignments, due dates, approval status, and escalation rules. Once a contract is ready for execution, Smartsheet can trigger the document to OpenText Core Signature for legally binding signatures. Signature status can then be written back to Smartsheet so stakeholders can monitor whether a contract is sent, viewed, signed, or delayed.

• Direction: Smartsheet to OpenText Core Signature, then OpenText Core Signature to Smartsheet
• Business value: Faster contract cycle times and better visibility into bottlenecks

2. Employee onboarding document approvals

HR teams can use Smartsheet to coordinate onboarding tasks across recruiting, HR operations, IT, and hiring managers. Employment agreements, policy acknowledgements, and tax forms can be routed through OpenText Core Signature for employee and manager signatures. Smartsheet can track completion of each onboarding milestone and automatically flag missing signatures or overdue actions.

• Direction: Smartsheet to OpenText Core Signature, with status updates back to Smartsheet
• Business value: More consistent onboarding, fewer manual reminders, and improved compliance

3. Customer onboarding and account activation

Customer success and operations teams can manage onboarding checklists in Smartsheet for new clients, including implementation tasks, required documents, and internal approvals. Service agreements, statements of work, and onboarding forms can be sent to OpenText Core Signature for customer execution. Signed documents can be returned to the onboarding project in Smartsheet so teams know when they can proceed with provisioning or go-live activities.

• Direction: Smartsheet to OpenText Core Signature, then OpenText Core Signature to Smartsheet
• Business value: Shorter time to activation and fewer handoff errors between teams

4. Purchase order and vendor agreement approval workflow

Procurement teams can use Smartsheet to manage purchase requests, vendor onboarding steps, approval routing, and budget checks. Once internal approvals are complete, vendor agreements or purchase orders can be sent to OpenText Core Signature for signature by suppliers or authorized internal signers. Smartsheet can capture the signed status and archive reference details for audit and reporting purposes.

• Direction: Smartsheet to OpenText Core Signature, with signature completion returned to Smartsheet
• Business value: Better control over spend approvals and reduced reliance on email-based follow-up

5. Project change order management

Project managers can track change requests in Smartsheet, including scope impact, cost estimates, approver names, and implementation dates. When a change order is approved, the formal document can be sent to OpenText Core Signature for customer or executive signature. The signed change order status can then update the project record in Smartsheet so delivery teams can begin work with clear authorization.

• Direction: Smartsheet to OpenText Core Signature, then OpenText Core Signature to Smartsheet
• Business value: Stronger governance over scope changes and improved project accountability

6. Policy acknowledgment and compliance attestation

Compliance and HR teams can use Smartsheet to manage annual policy review campaigns, track employee completion rates, and identify departments with outstanding acknowledgements. Policy documents, code of conduct forms, or compliance attestations can be routed through OpenText Core Signature for employee signatures. Signed acknowledgements can be recorded in Smartsheet for reporting, audit readiness, and follow-up on non-compliant users.

• Direction: Smartsheet to OpenText Core Signature, with signed confirmation back to Smartsheet
• Business value: Improved compliance tracking and easier audit preparation

7. Event sponsorship and speaker agreement processing

Marketing and events teams can manage event planning in Smartsheet, including sponsor outreach, speaker coordination, deliverables, and deadlines. Sponsorship agreements, speaker releases, and venue approvals can be sent to OpenText Core Signature for execution. Smartsheet can then reflect signed status and trigger downstream tasks such as asset collection, agenda publishing, or payment processing.

• Direction: Smartsheet to OpenText Core Signature, then OpenText Core Signature to Smartsheet
• Business value: More reliable event execution and fewer delays caused by missing signatures

8. Executive approval of formal business documents

Organizations can use Smartsheet as the central workflow tracker for documents that require executive approval, such as budget authorizations, partnership agreements, or internal policy exceptions. After review steps are completed in Smartsheet, the final document can be sent to OpenText Core Signature for formal sign-off by executives. Once signed, the approval status and document reference can be updated in Smartsheet to maintain a complete operational record.

• Direction: Smartsheet to OpenText Core Signature, with completion status returned to Smartsheet
• Business value: Clear approval governance and a single operational view of document progress