Smartsheet - OpenText Lens - Data Visibility Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Lens - Data Visibility

1. Sensitive Content Cleanup Projects Managed in Smartsheet

Data flow: OpenText Lens - Data Visibility ? Smartsheet

OpenText Lens identifies sensitive, redundant, or obsolete unstructured content across file shares, content repositories, and collaboration platforms. The findings are then pushed into Smartsheet to create and manage remediation workstreams, assign owners, set deadlines, and track completion status.

• Security and compliance teams get a prioritized cleanup backlog
• Business owners can review and approve disposition actions in Smartsheet
• Progress can be tracked by repository, department, or risk level

Business value: Reduces information risk while giving teams a structured way to execute cleanup at scale.

2. Data Migration Readiness Planning

Data flow: OpenText Lens - Data Visibility ? Smartsheet

Before migrating content to a new platform, OpenText Lens scans source repositories to identify content volume, age, sensitivity, and duplication. Smartsheet is used to build the migration plan, track remediation tasks, and coordinate business sign-off for what should be moved, archived, or deleted.

• Migration teams can segment content by risk and business value
• Project managers can monitor readiness by source system or business unit
• Stakeholders can approve disposition decisions in a controlled workflow

Business value: Lowers migration cost and reduces the risk of moving obsolete or sensitive content into the target environment.

3. Compliance Remediation Tracking for Unstructured Data

Data flow: OpenText Lens - Data Visibility ? Smartsheet

When OpenText Lens flags content that may violate retention, privacy, or records policies, those findings are sent to Smartsheet to manage remediation cases. Compliance teams can assign tasks to content owners, document decisions, and maintain an audit-ready record of actions taken.

• Supports policy enforcement across multiple repositories
• Creates a visible workflow for legal, compliance, and business teams
• Enables reporting on remediation status and overdue actions

Business value: Improves governance and creates accountability for compliance actions across the enterprise.

4. Department-Level Risk Review and Approval Workflow

Data flow: OpenText Lens - Data Visibility ? Smartsheet ? OpenText Lens - Data Visibility

OpenText Lens produces repository-level findings, which are routed into Smartsheet for departmental review. Business owners validate whether content should be retained, archived, or deleted. Approved decisions are then sent back to OpenText Lens or a downstream process to update disposition status and support enforcement.

• Enables human review of AI-driven findings before action is taken
• Supports shared accountability between IT, legal, and business units
• Reduces false positives and improves confidence in cleanup decisions

Business value: Balances automation with governance, making large-scale data cleanup more defensible and practical.

5. Portfolio Reporting for Information Governance Programs

Data flow: OpenText Lens - Data Visibility ? Smartsheet

OpenText Lens provides metrics on sensitive content, duplication, and obsolete data across repositories. Smartsheet consolidates these metrics into program dashboards and portfolio views for leadership, showing remediation progress, risk reduction trends, and team performance.

• Executives can see governance progress by business unit or repository
• Program managers can compare remediation throughput across teams
• Dashboards support steering committee reviews and funding decisions

Business value: Turns technical discovery data into actionable management reporting.

6. Event-Driven Cleanup for Shared Workspaces and Project Files

Data flow: Smartsheet ? OpenText Lens - Data Visibility

When a project in Smartsheet reaches closure, the integration can trigger OpenText Lens to scan associated shared workspaces or document repositories for stale project files, duplicates, and sensitive content. The results are returned to Smartsheet so the project owner can approve archival or deletion actions.

• Useful for marketing campaigns, product launches, and event planning teams
• Prevents project artifacts from lingering in active repositories
• Supports structured project closeout and records cleanup

Business value: Reduces clutter and risk after project completion while improving records hygiene.

7. Remediation Task Creation from Repository Risk Thresholds

Data flow: OpenText Lens - Data Visibility ? Smartsheet

When OpenText Lens detects a repository or folder that exceeds a defined risk threshold, such as too many sensitive files or excessive obsolete content, it automatically creates a Smartsheet task or project. The task includes the affected location, risk summary, and required remediation steps.

• Automates escalation for high-risk content areas
• Ensures issues are tracked with clear ownership and due dates
• Supports repeatable governance processes across many repositories

Business value: Speeds response to high-risk findings and reduces manual coordination effort.