Smartsheet - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Extended ECM - Records Management

Smartsheet and OpenText Extended ECM - Records Management complement each other well when organizations need to manage active work in a flexible collaboration platform while ensuring formal records are captured, retained, and disposed of according to policy. Smartsheet is strong for planning, tracking, approvals, and cross-functional execution, while OpenText Extended ECM - Records Management is designed for controlled records declaration, retention, and compliance. Together, they support operational work and governance in a single business process.

1. Project deliverables declared as official records

Flow: Smartsheet to OpenText Extended ECM - Records Management

Project teams manage deliverables, approvals, and milestone tracking in Smartsheet. When a deliverable is finalized, such as a signed project charter, approved design specification, or final status report, the integration automatically sends the document and key metadata to OpenText Extended ECM - Records Management for formal declaration as a record.

• Project managers continue working in Smartsheet without changing their workflow
• Final versions are captured in the records repository with retention rules applied
• Audit teams can verify which deliverables were approved and when

Business value: Reduces manual filing, improves compliance, and ensures critical project artifacts are preserved with the correct retention schedule.

2. Compliance evidence collection for regulated processes

Flow: Smartsheet to OpenText Extended ECM - Records Management

In regulated industries, teams often use Smartsheet to coordinate evidence collection for audits, inspections, or control testing. Once evidence is reviewed and accepted, the integration transfers the supporting files, approval history, and related metadata into OpenText Extended ECM - Records Management as official compliance records.

• Audit coordinators track evidence requests and completion status in Smartsheet
• Accepted evidence is automatically archived with retention and legal hold controls
• Compliance officers gain a defensible record of what was submitted and approved

Business value: Improves audit readiness, reduces risk of missing evidence, and creates a reliable compliance trail.

3. Change control and approval records for operational governance

Flow: Bi-directional

Organizations can use Smartsheet to manage change requests, review cycles, and approval tasks for policy updates, system changes, or operational procedures. Once a change is approved, the final approved document and approval summary are pushed to OpenText Extended ECM - Records Management. If a record is updated or reclassified in OpenText, the status can be reflected back in Smartsheet for visibility to the business team.

• Smartsheet manages the workflow and task ownership
• OpenText stores the approved record version and retention details
• Teams see whether a change is pending, approved, or archived

Business value: Creates a controlled approval process with clear separation between active work and governed records.

4. Contract and policy lifecycle handoff from drafting to records retention

Flow: Smartsheet to OpenText Extended ECM - Records Management

Legal, procurement, HR, or operations teams may use Smartsheet to coordinate drafting, review, and approval of contracts, policies, or standard operating procedures. After final approval, the executed document is transferred to OpenText Extended ECM - Records Management for retention, disposition, and legal hold management.

• Smartsheet tracks review tasks, due dates, and approvers
• Final signed documents are stored as controlled records
• Retention policies are applied based on document type and jurisdiction

Business value: Speeds up document turnaround while ensuring the final version is managed under formal records controls.

5. Event and case file documentation for government or healthcare workflows

Flow: Smartsheet to OpenText Extended ECM - Records Management

For event planning, incident management, patient-related administrative processes, or public sector case coordination, teams can use Smartsheet to manage tasks, timelines, and supporting documents. Once the case or event is closed, the complete file is transferred to OpenText Extended ECM - Records Management as a closed record set.

• Smartsheet acts as the operational workspace for the case or event
• All final supporting documents are archived together with metadata
• Closed files are retained according to policy and can be retrieved for legal or regulatory review

Business value: Preserves a complete and searchable history of operational activity without burdening the active work environment.

6. Records disposition tracking with work management visibility

Flow: OpenText Extended ECM - Records Management to Smartsheet

Records managers often need business owners to review items approaching retention expiry or disposition. OpenText can send disposition review tasks or status updates into Smartsheet so operational teams can confirm whether records should be retained, extended, or destroyed.

• Records teams identify items due for review in OpenText
• Smartsheet routes tasks to business owners for disposition decisions
• Final disposition outcomes are updated back in OpenText

Business value: Improves accountability for retention decisions and reduces the chance of overdue or unmanaged records.

7. Portfolio reporting with compliance status indicators

Flow: Bi-directional

Program and portfolio leaders can use Smartsheet dashboards to monitor project progress, while compliance teams use OpenText to manage records status. The integration can feed records-related indicators into Smartsheet, such as whether required documents have been declared, whether retention metadata is complete, or whether a project file is ready for closure.

• Smartsheet provides executive visibility across active work
• OpenText supplies compliance and records completion status
• Leaders can identify projects that are operationally complete but not yet records-compliant

Business value: Gives management a single view of delivery and governance, helping close gaps before audits or project closure.

Overall, this integration is most valuable when Smartsheet is used as the system of work and OpenText Extended ECM - Records Management is used as the system of record for governed content. That combination supports faster execution, stronger compliance, and better cross-team coordination.