Wrike - OpenText Extended ECM - Records Management Integration and Automation

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

1. Automatic records declaration for completed projects

When a Wrike project, campaign, or client engagement reaches final approval, the integration can send the final deliverables, key project metadata, and approval history to OpenText Extended ECM - Records Management for formal declaration as a record. This supports retention, legal hold, and disposition requirements while keeping Wrike focused on active work.

• Direction: Wrike to OpenText Extended ECM - Records Management
• Business value: Ensures completed work is preserved in a compliant records repository without manual filing

2. Compliance-driven archiving of approved creative assets

Marketing and creative teams often use Wrike proofing and approval workflows for final assets such as advertisements, brochures, and campaign materials. Once approved, the final version and approval trail can be archived in OpenText Extended ECM - Records Management as the official record, along with retention rules based on content type or business unit.

• Direction: Wrike to OpenText Extended ECM - Records Management
• Business value: Creates a defensible audit trail for regulated content and reduces risk of using unapproved versions

3. Retention status visibility inside Wrike tasks and projects

Wrike can display record status, retention category, or disposition date pulled from OpenText Extended ECM - Records Management so project managers know which deliverables are subject to compliance controls. This is especially useful for healthcare, financial services, and government teams managing sensitive documentation.

• Direction: OpenText Extended ECM - Records Management to Wrike
• Business value: Gives teams compliance awareness during active work and prevents premature deletion or modification

4. Controlled handoff from project execution to formal records management

At the end of a professional services engagement or internal initiative, Wrike can trigger a structured handoff package to OpenText Extended ECM - Records Management containing project plans, status reports, approvals, time summaries, and final outputs. This creates a complete business record of the engagement for audit, legal, or operational review.

• Direction: Wrike to OpenText Extended ECM - Records Management
• Business value: Standardizes closeout procedures and reduces the chance of missing critical documentation

5. Exception handling for records under legal hold or extended retention

If OpenText Extended ECM - Records Management places a document or project artifact under legal hold or extended retention, the integration can update the related Wrike task or project to prevent deletion, notify owners, and flag the item as restricted. This helps teams avoid accidental changes to content that must be preserved.

• Direction: OpenText Extended ECM - Records Management to Wrike
• Business value: Reduces compliance risk and improves coordination between legal, records, and delivery teams

6. Automated capture of regulated correspondence and approvals

Wrike often contains task comments, approval decisions, and stakeholder sign-offs that may need to be retained for regulatory or contractual reasons. The integration can capture selected correspondence and approval logs from Wrike and store them in OpenText Extended ECM - Records Management as part of the official record set.

• Direction: Wrike to OpenText Extended ECM - Records Management
• Business value: Preserves evidence of business decisions and approvals in a compliant repository

7. Bi-directional status synchronization for audit-ready project closeout

Wrike can manage the operational workflow while OpenText Extended ECM - Records Management manages the compliance lifecycle. As records move through declaration, retention, and disposition stages in OpenText, the corresponding Wrike project can be updated with status markers such as archived, under review, or ready for disposition. This gives project teams and compliance teams a shared view of lifecycle progress.

• Direction: Bi-directional
• Business value: Aligns operational execution with records governance and improves cross-team transparency

8. Centralized retention for recurring business processes

Organizations that run recurring processes in Wrike, such as marketing campaign launches, policy reviews, or client onboarding, can use the integration to automatically classify and retain process artifacts in OpenText Extended ECM - Records Management based on project template, department, or content type. This creates consistent records handling across repeated workflows.

• Direction: Wrike to OpenText Extended ECM - Records Management
• Business value: Reduces manual classification effort and enforces consistent retention policies across the enterprise