Smartsheet - OpenText Extended ECM - Business Workspaces Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Extended ECM - Business Workspaces

1. Project Workspace Creation from Smartsheet Project Plans

Data flow: Smartsheet to OpenText Extended ECM - Business Workspaces

When a project is approved in Smartsheet, the integration can automatically create a corresponding OpenText business workspace with the project name, owner, dates, budget reference, and key metadata. The workspace becomes the controlled repository for contracts, statements of work, design files, approvals, and meeting records tied to that project.

• Reduces manual setup of project repositories
• Ensures every project has a governed content workspace from day one
• Improves auditability by linking project tasks to supporting documents

2. Document Linkage for Task and Milestone Tracking

Data flow: Bi-directional

Smartsheet task rows can be linked to documents stored in OpenText workspaces, such as requirements, change requests, or sign-off forms. Users working in Smartsheet can access the latest controlled version of the document, while OpenText can store the task status or milestone reference as metadata in the workspace.

• Gives project teams a single view of work and supporting evidence
• Prevents version confusion across teams
• Supports regulated processes that require traceable approvals

3. Controlled Approval Workflow for Project Deliverables

Data flow: Smartsheet to OpenText Extended ECM - Business Workspaces

Smartsheet can manage the operational workflow for deliverables, while OpenText manages the formal approval record. For example, when a marketing asset, policy document, or engineering deliverable reaches a review milestone in Smartsheet, the final file and approval details can be pushed into the related OpenText workspace for retention and governance.

• Separates day-to-day task tracking from formal content governance
• Creates a defensible approval trail
• Supports compliance requirements for document retention

4. Case or Customer Workspace Enrichment with Delivery Status

Data flow: OpenText Extended ECM - Business Workspaces to Smartsheet

For customer-facing or case-based workspaces in OpenText, key delivery information can be synchronized into Smartsheet to give project or service teams visibility into active commitments. Examples include implementation status, open action items, due dates, and blockers associated with a customer case or account workspace.

• Improves coordination between service, delivery, and account teams
• Provides operational visibility without exposing full content repositories
• Helps teams prioritize work based on customer impact

5. Change Request Management for Projects and Business Processes

Data flow: Bi-directional

When a change request is submitted in Smartsheet, the request form and supporting attachments can be stored in the relevant OpenText workspace. Review comments, approval decisions, and final disposition can then be written back to Smartsheet so project managers can track scope changes alongside schedule and resource impacts.

• Creates a structured change control process
• Maintains a complete record of request, review, and approval
• Helps teams assess schedule and compliance impact faster

6. Portfolio Reporting with Document-Backed Evidence

Data flow: OpenText Extended ECM - Business Workspaces to Smartsheet

OpenText can provide metadata about key documents, such as approval status, document type, version, and last updated date, which can be surfaced in Smartsheet portfolio dashboards. This allows PMO and leadership teams to report not only on project progress but also on whether required artifacts are complete and current.

• Combines work progress with content readiness in one reporting layer
• Improves executive visibility into project health
• Supports governance checks for missing or outdated documentation

7. Event or Launch Readiness Workspace Coordination

Data flow: Smartsheet to OpenText Extended ECM - Business Workspaces

For product launches, events, or major campaigns, Smartsheet can manage the checklist, owners, and deadlines, while OpenText stores the final assets, legal approvals, vendor contracts, and launch materials in a dedicated workspace. The integration ensures that each launch milestone is tied to the correct controlled content set.

• Aligns operational planning with content governance
• Reduces risk of using unapproved materials
• Improves cross-functional coordination across marketing, legal, and operations

8. Audit and Compliance Evidence Collection for Business Processes

Data flow: Bi-directional

Smartsheet can track compliance tasks, review cycles, and remediation actions, while OpenText stores the evidence required for audits, such as signed forms, policy acknowledgements, and supporting correspondence. Status updates from OpenText can be reflected in Smartsheet so compliance teams can monitor completion without manually reconciling records.

• Streamlines audit preparation and evidence collection
• Improves traceability between tasks and supporting documents
• Reduces manual follow-up across compliance stakeholders