Smartsheet - OpenText Legal Hold Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Legal Hold

1. Legal Hold Intake from Matter or Investigation Tracking in Smartsheet

Data flow: Smartsheet ? OpenText Legal Hold

Legal and compliance teams often track investigations, litigation matters, or regulatory inquiries in Smartsheet before a hold is formally issued. When a matter reaches the threshold for preservation, a Smartsheet workflow can trigger creation of a legal hold in OpenText Legal Hold with key details such as matter name, case number, jurisdiction, responsible attorney, and affected business units.

Business value: Reduces manual rekeying, shortens time to issue holds, and ensures preservation actions begin quickly and consistently.

• Automatically create a hold record when a Smartsheet row changes to ?Hold Required?
• Pass matter metadata and deadlines to OpenText Legal Hold
• Maintain a single operational tracker in Smartsheet for legal team visibility

2. Custodian List Synchronization for Legal Hold Administration

Data flow: Smartsheet ? OpenText Legal Hold, with status updates OpenText Legal Hold ? Smartsheet

Smartsheet can serve as the working list for custodians identified by HR, IT, or business leaders during an investigation. That list can be synchronized into OpenText Legal Hold to issue notices, track acknowledgements, and manage follow-up reminders. Status updates such as acknowledged, escalated, or non-responsive can be written back to Smartsheet for operational tracking.

Business value: Improves coordination across legal, HR, and IT while giving matter owners a clear view of hold progress.

• Import custodian details from a Smartsheet intake sheet
• Update hold status in Smartsheet as acknowledgements are received
• Flag overdue custodians for legal follow-up

3. Automated Preservation of Project and Campaign Records Under Investigation

Data flow: OpenText Legal Hold ? Smartsheet

When a legal hold is issued in OpenText Legal Hold, Smartsheet project owners can be notified to freeze relevant project plans, campaign trackers, or event records. The integration can create tasks in Smartsheet for department leads to stop deletion, archive working files, and preserve supporting documentation tied to the matter.

Business value: Ensures operational teams act quickly on preservation requirements without waiting for manual email instructions.

• Create Smartsheet tasks for each impacted department
• Assign due dates for preservation actions
• Track completion of evidence preservation steps in a central dashboard

4. Legal Hold Compliance Dashboard for Enterprise Reporting

Data flow: OpenText Legal Hold ? Smartsheet

OpenText Legal Hold can provide hold status, custodian response rates, and active matter counts to Smartsheet for executive reporting. Smartsheet dashboards can then combine legal hold metrics with broader compliance or risk indicators, giving leadership a consolidated view of preservation activity across the organization.

Business value: Improves visibility for legal operations, compliance leadership, and audit preparation.

• Display open holds, overdue acknowledgements, and custodian coverage
• Trend hold volume by business unit or region
• Support audit and board reporting with live operational metrics

5. Escalation Workflow for Non-Responsive Custodians

Data flow: OpenText Legal Hold ? Smartsheet

If custodians do not acknowledge a hold notice within a defined period, OpenText Legal Hold can trigger an escalation task in Smartsheet for legal operations or HR business partners. The Smartsheet workflow can route the issue to the appropriate manager, track outreach attempts, and document resolution steps.

Business value: Reduces risk of missed preservation obligations and creates a documented escalation trail.

• Auto-create escalation tasks after SLA breach
• Assign follow-up to legal ops or department managers
• Track escalation outcomes in a structured workflow

6. Matter Closure and Release Coordination

Data flow: Bi-directional

When a matter is nearing closure, legal teams can manage release planning in Smartsheet, including review of affected custodians, approval checkpoints, and communication timing. Once the release is approved, OpenText Legal Hold can be updated to remove the hold and document the release date, while Smartsheet retains the operational checklist and closure evidence.

Business value: Creates a controlled, auditable process for ending holds and reduces the chance of premature release.

• Track release approvals in Smartsheet
• Update hold status in OpenText Legal Hold after approval
• Retain closure tasks and sign-off evidence for audit purposes

7. Legal Hold Readiness for Mergers, Acquisitions, and Internal Investigations

Data flow: Smartsheet ? OpenText Legal Hold, with status feedback OpenText Legal Hold ? Smartsheet

During M&A activity or sensitive internal investigations, Smartsheet can be used to coordinate the list of impacted systems, business units, and custodians. That information can feed OpenText Legal Hold to quickly establish preservation obligations across the relevant population. Status updates then flow back to Smartsheet so deal teams and legal counsel can monitor readiness and compliance.

Business value: Speeds response during high-risk events and improves coordination between legal, IT, and deal teams.

• Capture impacted entities and custodians in Smartsheet
• Launch holds in OpenText Legal Hold based on approved trigger criteria
• Monitor completion of preservation actions across workstreams