Smartsheet - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText InfoArchive

Smartsheet and OpenText InfoArchive complement each other well in environments that need active work management on one side and compliant long-term retention on the other. Smartsheet is ideal for coordinating projects, approvals, and operational workflows, while InfoArchive is designed to preserve records, support retention policies, and reduce the cost and risk of legacy data storage. Together, they can connect day-to-day execution with governed archiving and audit-ready retention.

1. Project and Program Records Archiving

Data flow: Smartsheet to OpenText InfoArchive

When projects, campaigns, or transformation programs close, Smartsheet can trigger the transfer of final project artifacts, status reports, approval logs, and milestone summaries into InfoArchive for long-term retention. This ensures that completed work remains accessible for audits, lessons learned, and regulatory review without keeping inactive records in the live work management environment.

• Archive final project plans, RAID logs, and sign-off records
• Preserve evidence of approvals and governance decisions
• Reduce clutter in active Smartsheet workspaces

2. Retention of Compliance Evidence and Audit Trails

Data flow: Smartsheet to OpenText InfoArchive

Organizations often use Smartsheet forms and workflows to collect operational approvals, policy attestations, inspection results, or control checks. These records can be automatically archived in InfoArchive to maintain a compliant audit trail with defined retention and disposition rules. This is especially useful for regulated industries that need proof of process execution over multiple years.

• Archive form submissions and workflow approval history
• Store evidence for internal and external audits
• Apply retention schedules based on record type or business unit

3. Legacy System Decommissioning with Operational Tracking in Smartsheet

Data flow: OpenText InfoArchive to Smartsheet

During legacy application retirement, InfoArchive can retain the historical data while Smartsheet tracks the decommissioning program, migration tasks, stakeholder approvals, and cutover milestones. Teams can use Smartsheet to manage the transition plan while InfoArchive provides the compliant repository for data that must remain available after the source system is shut down.

• Track decommissioning tasks, dependencies, and owners in Smartsheet
• Retain legacy records in InfoArchive after system shutdown
• Support business access to historical data without keeping the old application live

4. Controlled Access to Archived Records for Business Teams

Data flow: Bi-directional

Business users working in Smartsheet can request access to archived records stored in InfoArchive, such as prior project documentation, contract history, or operational evidence. InfoArchive can return the requested records or metadata, and Smartsheet can track the request, approval, and fulfillment process. This creates a controlled workflow for access to archived content without exposing the archive directly to broad user groups.

• Manage archive access requests through Smartsheet workflows
• Retrieve archived documents or metadata from InfoArchive
• Maintain approval and access logs for governance

5. Retention of Operational Work Packages and Supporting Documents

Data flow: Smartsheet to OpenText InfoArchive

Teams using Smartsheet for event planning, product launches, or marketing campaigns often attach supporting documents such as briefs, vendor approvals, compliance reviews, and final deliverables. Once the work is complete, these materials can be archived in InfoArchive to preserve the official record while keeping Smartsheet focused on active work.

• Archive completed campaign or launch documentation
• Preserve vendor approvals, legal reviews, and final deliverables
• Improve Smartsheet performance by removing inactive attachments

6. Records Management for Policy and Process Changes

Data flow: Smartsheet to OpenText InfoArchive

Smartsheet is often used to coordinate policy updates, process changes, and cross-functional approvals. Once a policy revision is approved, the final version, review history, and sign-off evidence can be archived in InfoArchive as the official record. This supports governance teams that need a defensible history of policy evolution and approval.

• Archive approved policy versions and review comments
• Store evidence of legal, compliance, and executive sign-off
• Maintain a searchable record of policy changes over time

7. Portfolio Reporting with Archived Historical Data

Data flow: OpenText InfoArchive to Smartsheet

Organizations that manage large portfolios may want to compare current performance with historical outcomes from completed initiatives. InfoArchive can provide archived historical project or operational data, while Smartsheet can use that information to support portfolio dashboards, trend analysis, and planning templates. This helps leaders make better decisions based on retained evidence rather than only current work in progress.

• Use archived historical data for benchmarking and trend analysis
• Support portfolio reviews with prior project outcomes
• Improve planning accuracy using retained performance history

8. Automated Disposition Workflow for Completed Work

Data flow: Smartsheet to OpenText InfoArchive

Smartsheet can manage the review and approval workflow for records that are ready for disposition, such as completed project files, expired campaign records, or closed operational cases. After approvals are captured, the records can be transferred to InfoArchive for retention or disposition according to policy. This creates a clear chain of custody and reduces the risk of premature deletion or uncontrolled storage growth.

• Route disposition approvals through Smartsheet
• Archive records in InfoArchive based on retention rules
• Support defensible deletion when retention periods expire

These integration patterns help organizations keep Smartsheet focused on active collaboration and execution while using OpenText InfoArchive as the governed system of record for long-term retention, compliance, and legacy data preservation.