Smartsheet - OpenText File 360 Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText File 360

Smartsheet and OpenText File 360 complement each other well in enterprise environments where teams need structured work management in Smartsheet and secure, governed file sharing in OpenText File 360. Integrating the two platforms helps organizations keep project execution, document control, and external collaboration aligned while maintaining compliance and auditability.

1. Secure project document repository linked to Smartsheet project plans

Project managers can use Smartsheet to track tasks, milestones, owners, and due dates while storing related project documents in OpenText File 360. Each Smartsheet row can include a link to the approved file location in File 360 for requirements, contracts, design files, or status reports.

• Data flow: Smartsheet to OpenText File 360
• Business value: Keeps project plans clean while ensuring all controlled documents are stored in a secure, auditable repository.
• Typical users: PMO, legal, procurement, engineering, and operations teams

2. Controlled external collaboration for client or vendor deliverables

Teams managing client work, supplier onboarding, or agency deliverables can coordinate tasks in Smartsheet and share only approved files through OpenText File 360. External stakeholders receive access to specific documents without exposing the full project workspace.

• Data flow: Bi-directional
• Business value: Improves collaboration with customers and vendors while reducing the risk of unauthorized access to sensitive project information.
• Typical users: Account teams, procurement, legal, and project managers

3. Automated document approval workflows for regulated work

Organizations in regulated industries can use Smartsheet to manage approval steps for policies, SOPs, change requests, or compliance evidence. Once a document is approved in Smartsheet, the final version can be pushed to OpenText File 360 for secure storage and retention.

• Data flow: Smartsheet to OpenText File 360
• Business value: Creates a clear approval trail and ensures only finalized documents are retained in the governed file repository.
• Typical users: Compliance, quality assurance, audit, and risk teams

4. Status reporting with linked evidence files

Program and portfolio teams can use Smartsheet dashboards to report on project health, risks, and milestones while linking supporting evidence stored in OpenText File 360. For example, a milestone status row can link to signed acceptance documents, test results, or audit evidence.

• Data flow: OpenText File 360 to Smartsheet
• Business value: Gives leadership visibility into progress while preserving controlled access to supporting documentation.
• Typical users: PMO, executive leadership, audit teams

5. Secure intake and review of submitted files through Smartsheet forms

Smartsheet forms can collect requests, submissions, or intake data from internal teams or external partners. Uploaded files or linked attachments can then be routed to OpenText File 360 for secure storage, classification, and audit tracking.

• Data flow: Smartsheet to OpenText File 360
• Business value: Standardizes intake processes and prevents sensitive files from being stored in uncontrolled locations.
• Typical users: HR, procurement, legal, marketing operations, and shared services

6. Marketing campaign asset governance

Marketing teams can manage campaign timelines, approvals, and dependencies in Smartsheet while storing final creative assets, brand-approved files, and partner deliverables in OpenText File 360. Smartsheet can reference the approved asset location for each campaign task or launch milestone.

• Data flow: Bi-directional
• Business value: Helps marketing teams move faster without losing control over versioning, approvals, and external sharing.
• Typical users: Marketing operations, creative teams, agencies, and brand governance teams

7. Change management and release documentation control

IT and product teams can track release tasks, dependencies, and approvals in Smartsheet while storing release notes, test evidence, rollback plans, and sign-off documents in OpenText File 360. This creates a structured process for release governance and post-release auditability.

• Data flow: Smartsheet to OpenText File 360
• Business value: Reduces release risk by tying execution tracking to controlled documentation and approval records.
• Typical users: IT operations, product management, QA, and change advisory boards

8. Audit-ready project evidence collection

For audits, inspections, or internal reviews, teams can use Smartsheet to assign evidence collection tasks and deadlines, while the actual files are stored in OpenText File 360. Auditors or reviewers can access only the approved evidence set, with access logs maintained in File 360.

• Data flow: Bi-directional
• Business value: Speeds up audit preparation and improves traceability of who submitted, reviewed, and accessed each file.
• Typical users: Internal audit, compliance, finance, and operational excellence teams