Gmail - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between Gmail and OpenText InfoArchive

1. Email-Based Records Capture into Compliant Archive

Direction: Gmail → OpenText InfoArchive

Automatically archive business-critical emails from shared mailboxes such as legal, finance, HR, and customer service into OpenText InfoArchive for long-term retention and compliance. This ensures that contractual correspondence, approvals, notices, and regulated communications are preserved in a controlled repository with retention policies applied.

• Reduces risk of lost records in user inboxes
• Supports audit and legal discovery requirements
• Helps enforce retention and disposition rules consistently

2. Archiving Email Attachments and Supporting Documents

Direction: Gmail → OpenText InfoArchive

Capture attachments received through Gmail, such as invoices, signed forms, customer submissions, and policy documents, and store them in InfoArchive alongside the email metadata. This creates a complete record of the communication and the associated business document for future retrieval and compliance review.

• Preserves both message context and attached content
• Improves traceability for finance, procurement, and HR workflows
• Reduces dependence on local downloads and manual filing

3. Retrieval of Archived Records for Audit or Investigation

Direction: OpenText InfoArchive → Gmail

When users need archived correspondence for audits, disputes, or internal investigations, InfoArchive can provide the relevant record and notify stakeholders through Gmail with secure access details or case references. This supports faster response times for compliance, legal, and operations teams.

• Speeds up evidence collection and review
• Enables controlled access to archived content
• Improves collaboration between legal, compliance, and business users

4. Legacy System Decommissioning Notifications and Exception Handling

Direction: OpenText InfoArchive → Gmail

During legacy application retirement, InfoArchive can retain the historical data while Gmail is used to send notifications to business users about archived record availability, migration exceptions, or missing data requiring review. This helps IT and business teams manage decommissioning with minimal disruption.

• Supports structured communication during system retirement
• Flags exceptions that need business validation
• Reduces operational dependency on legacy platforms

5. Retention and Disposition Approval Workflows

Direction: OpenText InfoArchive → Gmail

InfoArchive can trigger Gmail notifications for retention review, legal hold approval, or disposition sign-off. Approvers receive email alerts with record details and can respond or route decisions back into the archive workflow. This creates a practical approval process for records governance.

• Improves accountability for retention decisions
• Shortens approval cycles for records management
• Supports policy-driven disposition with business oversight

6. Compliance Exception Alerts for Missing or Unarchived Content

Direction: OpenText InfoArchive → Gmail

If expected emails or attachments are not captured into InfoArchive, the platform can send alerts to records management or IT support through Gmail. This allows teams to investigate ingestion failures, mailbox configuration issues, or policy gaps before they become compliance problems.

• Enables proactive monitoring of archive completeness
• Reduces compliance exposure from missed records
• Supports operational support and issue resolution

7. Stakeholder Distribution of Archived Reports and Compliance Summaries

Direction: OpenText InfoArchive → Gmail

InfoArchive can generate retention reports, audit logs, disposition summaries, and archive usage reports, then distribute them through Gmail to compliance officers, auditors, and department leaders. This ensures stakeholders receive timely visibility into records governance activities without direct archive access.

• Improves reporting consistency and transparency
• Supports periodic compliance reviews
• Reduces manual report sharing effort