Smartsheet - OpenText Extended ECM - Content Server Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Extended ECM - Content Server

1. Project Plan to Controlled Document Repository

Flow: Smartsheet to OpenText Extended ECM - Content Server

Project teams manage schedules, milestones, and task ownership in Smartsheet while final approved project documents such as charters, requirements, design specs, and sign-off forms are automatically stored in OpenText Extended ECM - Content Server with the correct metadata and retention rules.

• Smartsheet acts as the working project tracker for delivery teams
• Approved documents are pushed into the ECM repository for governance and auditability
• Metadata such as project ID, phase, owner, and approval date is carried over
• Reduces manual filing and ensures a single controlled record of project artifacts

2. Document Review and Approval Workflow Coordination

Flow: Bi-directional

OpenText Extended ECM - Content Server stores the controlled document version, while Smartsheet tracks review tasks, approvers, due dates, and escalation status. When a document is submitted for review in the ECM system, a corresponding approval task is created in Smartsheet for visibility across the business.

• Content Server manages version control and formal approval history
• Smartsheet provides an easy-to-use task view for reviewers and managers
• Status updates in Smartsheet can trigger workflow actions in Content Server
• Useful for policies, contracts, SOPs, and regulated business documents

3. Marketing Campaign Asset Governance

Flow: Smartsheet to OpenText Extended ECM - Content Server

Marketing teams plan campaigns, launch dates, and deliverables in Smartsheet, then publish approved creative assets, copy decks, and campaign briefs into OpenText Extended ECM - Content Server for controlled storage and reuse.

• Smartsheet tracks campaign timelines and dependencies
• Content Server stores final assets with governance and retention controls
• Campaign metadata links assets to product, region, and launch wave
• Improves compliance and prevents use of outdated creative files

4. Product Launch Documentation Management

Flow: Bi-directional

Cross-functional product launch teams use Smartsheet to coordinate launch readiness tasks across product, legal, sales, operations, and support. Supporting documents such as launch checklists, training materials, release notes, and regulatory approvals are stored in OpenText Extended ECM - Content Server and linked back to the launch plan in Smartsheet.

• Smartsheet provides a single operational view of launch readiness
• Content Server maintains the official document set for the launch
• Teams can access the latest approved version directly from the launch plan
• Helps reduce launch delays caused by missing or outdated documentation

5. Contract and Statement of Work Tracking

Flow: OpenText Extended ECM - Content Server to Smartsheet

Legal or procurement teams manage executed contracts, amendments, and statements of work in OpenText Extended ECM - Content Server, while Smartsheet tracks renewal dates, obligations, review milestones, and owner assignments for business stakeholders.

• Content Server remains the system of record for signed agreements
• Smartsheet provides operational tracking for renewals and obligations
• Alerts can be driven from key dates stored in the ECM metadata
• Supports better contract compliance and reduces missed renewals

6. Audit and Compliance Evidence Collection

Flow: Smartsheet to OpenText Extended ECM - Content Server

Compliance teams use Smartsheet to coordinate evidence requests, assign owners, and monitor completion status for audits. Once evidence is collected, the supporting files are archived in OpenText Extended ECM - Content Server with retention and records management controls.

• Smartsheet manages the evidence collection workflow
• Content Server stores audit evidence as controlled records
• Each evidence item can be tagged by audit, control, business unit, and period
• Creates a defensible audit trail and simplifies future audits

7. Enterprise Change Request and Policy Update Process

Flow: Bi-directional

Business teams submit change requests, policy updates, or process improvements through Smartsheet forms. Approved requests generate or update controlled documents in OpenText Extended ECM - Content Server, where the final policy or procedure is versioned, approved, and retained.

• Smartsheet captures intake and prioritization of change requests
• Content Server manages formal document drafting and approval
• Workflow status can be synchronized so requestors see progress
• Supports governance for enterprise policy and process management

8. Event Planning and Controlled Event Documentation

Flow: Smartsheet to OpenText Extended ECM - Content Server

Event teams plan venues, vendors, schedules, and deliverables in Smartsheet, while final contracts, permits, run-of-show documents, and post-event reports are stored in OpenText Extended ECM - Content Server for retention and future reference.

• Smartsheet coordinates the event execution plan
• Content Server preserves official event records and vendor documents
• Useful for large corporate events, conferences, and trade shows
• Improves continuity for recurring events and reduces document loss