WoodWing - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between WoodWing and OpenText Extended ECM - Records Management

WoodWing is well suited for managing rich media and creative assets such as product images, videos, campaign content, publishing files, and cultural heritage collections. OpenText Extended ECM - Records Management adds formal records declaration, retention, legal hold, and disposition controls for content that must be governed over time. Together, they support a controlled flow from active asset creation and distribution into compliant long term records management.

1. Declare approved marketing assets as official records

Flow: WoodWing to OpenText Extended ECM - Records Management

When a campaign reaches final approval, selected master assets such as images, videos, layouts, and final copy can be automatically declared as records in OpenText Extended ECM - Records Management. This ensures the organization retains the exact approved version, along with metadata such as campaign name, approval date, owner, and usage rights.

Business value: Reduces risk of losing approved content, supports auditability, and provides a compliant archive for future reference, legal review, or reuse.

2. Preserve product imagery and video used in regulated distribution channels

Flow: WoodWing to OpenText Extended ECM - Records Management

For organizations distributing product images and videos to retailers, partners, or digital commerce channels, the final published asset package can be transferred to OpenText Extended ECM - Records Management as a retained record. This is especially useful when product claims, labeling, or regulated imagery must be proven later.

Business value: Creates a defensible record of what was distributed, when it was released, and which version was used across channels.

3. Retain museum and heritage collection media with formal lifecycle controls

Flow: WoodWing to OpenText Extended ECM - Records Management

Museums and heritage organizations often use WoodWing to manage high resolution photos, videos, and associated descriptive content for collections. Once collection documentation is finalized, the digital asset and its metadata can be declared into OpenText Extended ECM - Records Management for long term retention, preservation, and controlled disposition.

Business value: Supports cultural preservation, improves governance over collection documentation, and ensures records are retained according to institutional policy.

4. Archive final publishing packages and source files for compliance

Flow: WoodWing to OpenText Extended ECM - Records Management

Publishing teams can send final book content, epub packages, InDesign layouts, cover art, and related proof files from WoodWing into OpenText Extended ECM - Records Management after publication. The archive can include the final approved version, contributor information, and publication date.

Business value: Provides a complete publication record for legal, editorial, and regulatory review while reducing dependency on local file storage or ad hoc archives.

5. Capture event media as corporate records

Flow: WoodWing to OpenText Extended ECM - Records Management

Photos and videos from company events, executive announcements, product launches, or public relations activities can be managed in WoodWing during production and then transferred to OpenText Extended ECM - Records Management once approved for retention. The record can include event details, speaker names, release approvals, and usage restrictions.

Business value: Ensures the organization can prove what was captured and published, while preserving important corporate history and supporting future reuse.

6. Apply legal hold to selected creative assets and published media

Flow: OpenText Extended ECM - Records Management to WoodWing

When a legal or regulatory matter requires preservation of specific assets, OpenText Extended ECM - Records Management can place a legal hold on the relevant records and notify WoodWing to prevent deletion, overwrite, or disposal of the linked source assets. This is useful for campaign materials, product claims, or event media under investigation.

Business value: Reduces legal exposure, prevents accidental disposition, and keeps creative teams aligned with compliance requirements.

7. Synchronize retention metadata back to active asset workflows

Flow: OpenText Extended ECM - Records Management to WoodWing

Retention class, disposition date, legal hold status, and record identifier can be synchronized from OpenText Extended ECM - Records Management back into WoodWing so creative, publishing, or marketing teams can see governance status while working on related assets. This helps teams avoid reusing expired or restricted content.

Business value: Improves operational control, reduces compliance errors, and gives business users visibility into record status without leaving their primary workflow.

8. Maintain a governed audit trail for asset approvals and releases

Flow: Bi-directional

WoodWing can manage the creation, review, and approval of assets, while OpenText Extended ECM - Records Management stores the final record of approvals, release dates, and disposition decisions. Metadata can flow both ways so that the approved asset in WoodWing is linked to the official record in OpenText, creating a complete chain of custody.

Business value: Strengthens audit readiness, improves accountability across creative and compliance teams, and provides a single trusted history of asset lifecycle events.