OpenText Extended ECM - Records Management - Kentico Integration and Automation

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

1. Publish approved, retention-controlled content from OpenText to Kentico

Data flow: OpenText Extended ECM - Records Management → Kentico

Marketing, legal, and compliance teams can store final approved documents in OpenText Extended ECM - Records Management, then publish selected versions to Kentico for website or portal use. This is useful for policy pages, disclosures, product documentation, and regulated customer communications where only approved content should be exposed publicly.

• Ensures only compliant, version-controlled content is published
• Reduces the risk of outdated or unapproved web content
• Supports auditability by linking published content to the official record

2. Declare Kentico campaign assets as official records in OpenText

Data flow: Kentico → OpenText Extended ECM - Records Management

When a campaign asset, landing page export, or customer-facing notice is finalized in Kentico, it can be transferred to OpenText Extended ECM - Records Management for formal record declaration. This helps organizations retain evidence of what was published, when it was published, and which version was approved.

• Supports regulatory and legal evidence requirements
• Creates a defensible archive of web and campaign content
• Improves governance for marketing and communications teams

3. Synchronize approved policy and compliance content for employee or customer portals

Data flow: Bi-directional

OpenText can serve as the system of record for policies, procedures, and compliance notices, while Kentico presents those documents in a branded portal or intranet experience. Updates made in OpenText can be pushed to Kentico, and usage metadata or publication status from Kentico can be returned to OpenText for tracking.

• Keeps portal content aligned with the latest approved records
• Improves employee and customer access to authoritative information
• Reduces manual re-entry and duplicate document management

4. Automate retention and disposition of web content and campaign records

Data flow: Kentico → OpenText Extended ECM - Records Management

Kentico can generate content lifecycle events, such as campaign end dates or page retirement triggers, which are passed to OpenText to apply retention rules and disposition schedules. This is especially valuable for regulated industries that must retain evidence of digital communications for a defined period.

• Automates retention policy enforcement for digital content
• Reduces compliance risk from premature deletion
• Improves consistency across web, marketing, and records teams

5. Manage approved document libraries for customer self-service portals

Data flow: OpenText Extended ECM - Records Management → Kentico

Organizations can use OpenText to manage controlled document libraries such as forms, manuals, certificates, or regulatory notices, then surface those assets in Kentico-based self-service portals. Customers, partners, or citizens access the latest approved versions without needing direct access to the records repository.

• Improves self-service access to authoritative documents
• Reduces support calls for document requests
• Maintains centralized control over records and retention

6. Preserve evidence of customer-facing disclosures and consent notices

Data flow: Kentico → OpenText Extended ECM - Records Management

Kentico can host privacy notices, terms and conditions, consent statements, and other customer-facing disclosures. After publication, the content and associated metadata can be archived in OpenText as a record to prove what users saw at a specific point in time.

• Supports legal defensibility for customer communications
• Provides historical proof of published disclosures
• Helps compliance teams respond to audits and disputes

7. Align content governance across marketing and compliance teams

Data flow: Bi-directional

Marketing teams can manage web content in Kentico while compliance teams govern final approval, retention, and disposition in OpenText. Integration can route approved content from OpenText to Kentico for publishing and send publication status, expiration dates, or content IDs back to OpenText for lifecycle control.

• Creates a controlled approval-to-publication workflow
• Improves accountability between business and compliance functions
• Supports faster publishing without sacrificing governance

8. Archive campaign performance pages and regulated promotions after expiry

Data flow: Kentico → OpenText Extended ECM - Records Management

Time-sensitive promotions, product announcements, and campaign landing pages in Kentico can be archived to OpenText when they expire. This preserves the final published version, supporting internal review, legal reference, and post-campaign analysis while removing expired content from active web channels.

• Keeps active websites current and uncluttered
• Maintains a compliant archive of promotional materials
• Supports legal review and historical reporting