Trello - OpenText Workflow Service Integration and Automation

Common Integration Use Cases Between Trello and OpenText Workflow Service

1. Trello Card Creation from OpenText Workflow Service Case Initiation

Data flow: OpenText Workflow Service to Trello

When a new business case, request, or exception is initiated in OpenText Workflow Service, a corresponding Trello card can be created automatically for the operational team responsible for execution. The card can include the case summary, priority, due date, assigned owner, and a link back to the OpenText record for full context.

• Improves visibility for teams that prefer a visual task board
• Reduces manual rekeying of case details into task tracking tools
• Helps teams manage work intake from structured workflow systems

2. Trello Card Status Updates Trigger Workflow Progression in OpenText Workflow Service

Data flow: Trello to OpenText Workflow Service

As work moves across Trello lists such as To Do, In Progress, Review, and Done, status changes can update the corresponding workflow instance in OpenText Workflow Service. This is useful when Trello is used by frontline teams to manage day-to-day execution while OpenText maintains the authoritative process record.

• Synchronizes operational progress with governed workflow tracking
• Supports auditability and accountability for process milestones
• Reduces delays caused by manual status reporting

3. Approval Tasks Managed in OpenText Workflow Service with Execution Tracking in Trello

Data flow: Bi-directional

OpenText Workflow Service can manage formal approvals such as policy exceptions, contract reviews, or change requests, while Trello is used by the execution team to track implementation tasks after approval. Once an approval is completed in OpenText, a Trello card can be created or moved to the next stage for operational follow-through.

• Separates governed approval steps from execution work
• Improves handoff between compliance, legal, operations, and delivery teams
• Provides a simple visual task view for implementation teams

4. Content Review and Publishing Workflow for Marketing or Communications Teams

Data flow: Trello to OpenText Workflow Service

Marketing teams can manage content planning in Trello, including campaign cards, deadlines, and creative tasks. When a piece of content is ready for formal review, the card can trigger an OpenText Workflow Service process for legal, brand, or regulatory approval. Once approved, the workflow can update the Trello card so the team knows it is cleared for publication.

• Supports controlled review of externally facing content
• Improves coordination between creative teams and approvers
• Reduces the risk of publishing unapproved materials

5. Exception Handling for Operational Issues and Service Requests

Data flow: OpenText Workflow Service to Trello

When OpenText Workflow Service detects an exception such as a missing document, failed validation, or unresolved case dependency, it can create a Trello card for the responsible team to resolve the issue. The card can include the exception type, required action, and escalation deadline, allowing teams to work the issue visually while the workflow remains the system of record.

• Speeds up resolution of exceptions and blockers
• Helps teams prioritize urgent operational issues
• Improves transparency across departments handling exceptions

6. Project Intake and Delivery Coordination Across Business and Operations Teams

Data flow: Bi-directional

Business teams can submit project requests or operational needs through OpenText Workflow Service for intake, review, and approval. Once approved, delivery tasks are tracked in Trello by project or functional teams. Progress updates in Trello can then be reflected back in OpenText to maintain a complete record of request fulfillment.

• Creates a controlled intake-to-delivery process
• Aligns governance with agile task execution
• Provides leadership with both process oversight and task-level visibility

7. Case Closure and Evidence Collection for Audit or Compliance Processes

Data flow: Trello to OpenText Workflow Service

Teams can use Trello to coordinate the collection of evidence, documents, and task completion needed to close a case. Once all checklist items are complete, the Trello card can trigger closure in OpenText Workflow Service and attach supporting artifacts or completion notes for audit purposes.

• Ensures closure criteria are met before case completion
• Supports audit-ready documentation and traceability
• Reduces the chance of prematurely closing incomplete cases

8. Cross-Team Escalation Management for Delayed or High-Risk Work

Data flow: Bi-directional

If a workflow in OpenText Workflow Service exceeds a service threshold or becomes high risk, it can automatically create or escalate a Trello card for the operational team. Conversely, if a Trello card is marked blocked or overdue, the issue can be escalated back into OpenText for formal intervention, reassignment, or management review.

• Improves responsiveness to stalled work
• Creates a clear escalation path between execution and governance teams
• Helps managers identify and resolve bottlenecks faster