Trello - OpenText Extended ECM - Content Server Integration and Automation

Common Integration Use Cases Between Trello and OpenText Extended ECM - Content Server

1. Project board tasks linked to governed project documents

Flow: Trello to OpenText Extended ECM - Content Server

Project teams can manage work in Trello while storing controlled project artifacts in OpenText Extended ECM - Content Server. When a card is created for a deliverable such as a requirements document, design spec, or project plan, the final approved file is automatically stored in the content repository with the correct metadata, version history, and retention rules. This gives teams the speed of Trello for execution and the governance of OpenText for official records.

Business value: Reduces document sprawl, improves version control, and ensures that only approved content becomes the official record.

2. Content approval workflow triggered from Trello cards

Flow: Trello to OpenText Extended ECM - Content Server

Teams can use Trello cards to manage review tasks for contracts, policies, marketing assets, or operational procedures. When a card reaches a specific list such as Ready for Review or Approved, the integration can trigger an OpenText workflow for formal review, legal approval, or records classification. The card can then be updated with the approval status and a link to the governed document.

Business value: Connects lightweight task tracking with enterprise approval controls, reducing delays and manual follow-up.

3. Publishing approved content from OpenText into Trello workstreams

Flow: OpenText Extended ECM - Content Server to Trello

When a document in OpenText is approved, such as a policy update, product launch brief, or customer communication template, the system can create or update a Trello card for downstream execution. Marketing, operations, or HR teams can then track launch tasks, distribution steps, and local adaptations in Trello while the approved source document remains in OpenText.

Business value: Ensures execution teams work from the latest approved content and avoids rework caused by outdated files.

4. Contract and policy task tracking with controlled document storage

Flow: Bi-directional

Legal, procurement, and compliance teams can manage task progress in Trello for activities such as contract redlines, policy reviews, or audit preparation. The related documents, comments, and final versions are stored in OpenText Extended ECM - Content Server. Trello cards can display document status, due dates, and assigned reviewers, while OpenText maintains the authoritative content record and audit trail.

Business value: Improves visibility across business and legal teams while preserving compliance and traceability.

5. Customer or case file coordination across teams

Flow: Bi-directional

Service, operations, and account teams can use Trello to coordinate actions for a customer issue, onboarding case, or internal request. Supporting documents such as signed forms, correspondence, and case evidence are stored in OpenText Extended ECM - Content Server. The integration can attach document links to the Trello card and update the card when new files are added or when a case file is closed in OpenText.

Business value: Gives teams a simple operational view in Trello while keeping sensitive case content secure and centrally managed.

6. Records retention and disposition for completed Trello work

Flow: Trello to OpenText Extended ECM - Content Server

Once a Trello board, list, or card is marked complete, the associated attachments and key task details can be transferred to OpenText for retention and disposition management. This is useful for projects that require evidence of completion, such as audits, facilities work, HR cases, or regulated process changes. OpenText can classify the content, apply retention schedules, and preserve the record according to policy.

Business value: Converts informal work history into compliant records without burdening users during active work.

7. Enterprise content request intake through Trello

Flow: OpenText Extended ECM - Content Server to Trello

Business users can request documents, approvals, or content updates through a Trello intake board, while OpenText handles the underlying repository and workflow. For example, a request to update a policy or retrieve a signed agreement can create a Trello card for coordination and route the actual document task in OpenText to the content owner or records team. Status changes in OpenText can then update the Trello card so requesters have visibility without accessing the repository directly.

Business value: Simplifies request handling for business users and reduces dependency on email-based follow-up.