Smartsheet - OpenText Documentum Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Documentum

1. Controlled project document intake from Smartsheet into Documentum

Flow: Smartsheet to OpenText Documentum

Project teams use Smartsheet forms and sheets to collect deliverables such as specifications, validation documents, SOP drafts, or regulatory submissions. Once a document is approved in Smartsheet, the integration automatically stores the final version in Documentum with the correct metadata, retention class, and access controls.

• Reduces manual filing and version confusion
• Ensures only approved content enters the controlled repository
• Supports audit readiness in regulated environments

2. Document review and approval tracking for regulated content

Flow: Bi-directional

Documentum manages the controlled document lifecycle, while Smartsheet tracks review tasks, due dates, approvers, and escalation status. When a document enters review in Documentum, a corresponding task is created in Smartsheet for business owners, quality reviewers, or legal approvers. Status updates in Smartsheet can trigger workflow actions in Documentum.

• Improves visibility across review cycles
• Helps teams monitor bottlenecks and overdue approvals
• Creates a single operational view for document governance work

3. Project milestone reporting linked to controlled document deliverables

Flow: Documentum to Smartsheet

For programs such as product launches, clinical studies, or capital projects, Documentum holds the official documents while Smartsheet tracks milestone completion. When required documents are finalized or published in Documentum, the integration updates the related milestone in Smartsheet so project managers can report progress accurately.

• Connects document completion to project execution
• Improves portfolio reporting for leadership
• Reduces manual status chasing across teams

4. Change control coordination for SOPs, policies, and technical procedures

Flow: Bi-directional

When a change request is raised in Smartsheet, such as a policy update or procedure revision, the integration creates or updates the controlled document record in Documentum. Review tasks, impact assessments, and implementation dates are tracked in Smartsheet, while Documentum maintains the authoritative document version and approval history.

• Supports formal change control processes
• Aligns operational teams, compliance, and document owners
• Provides traceability from request to approved release

5. Submission package assembly for life sciences and compliance programs

Flow: Smartsheet to OpenText Documentum

Teams managing regulatory submissions can use Smartsheet to coordinate source document collection from multiple contributors. Once each component is complete, the integration pushes the approved files into Documentum submission folders with standardized metadata, making it easier to assemble and govern submission packages.

• Speeds up coordination across functional teams
• Improves consistency in submission package structure
• Supports controlled access and retention requirements

6. Audit and inspection readiness dashboard with document evidence status

Flow: OpenText Documentum to Smartsheet

Documentum provides the authoritative record for policies, training evidence, approvals, and controlled records. Smartsheet aggregates status indicators such as missing signatures, expired documents, or overdue reviews into an operational dashboard for compliance teams and site managers.

• Gives leaders a clear view of audit readiness
• Highlights gaps before inspections occur
• Improves accountability across departments

7. Asset and deliverable coordination for marketing or product launch governance

Flow: Bi-directional

Smartsheet is used to manage launch plans, dependencies, and deadlines, while Documentum stores approved collateral, legal copy, and controlled launch materials. The integration links each task or deliverable in Smartsheet to the corresponding controlled document in Documentum so teams can confirm which version is approved for release.

• Prevents use of outdated or unapproved assets
• Improves coordination between marketing, legal, and compliance
• Creates a clear release trail for each deliverable

8. Records handoff from active work management to long-term retention

Flow: Smartsheet to OpenText Documentum

Once a project, event, or operational initiative is complete in Smartsheet, final deliverables, decision logs, and closure documents are transferred to Documentum for records management and retention. This ensures active work stays in Smartsheet while official records are preserved in the governed content repository.

• Separates active collaboration from official records storage
• Improves retention and disposition compliance
• Reduces clutter in operational workspaces