OpenText Core Capture Services - OpenText Workflow Service Integration and Automation

Common Integration Use Cases Between OpenText Core Capture Services and OpenText Workflow Service

1. Accounts Payable Invoice Intake and Approval Routing

Data flow: OpenText Core Capture Services → OpenText Workflow Service

Invoices are captured from email, scan, or supplier portals, then classified and indexed by Core Capture Services. Key fields such as vendor name, invoice number, amount, and PO reference are extracted and passed to Workflow Service to trigger the appropriate approval path based on business rules.

• Automates invoice review, coding, and approval routing
• Reduces manual data entry and invoice processing delays
• Supports exception handling for missing PO numbers, duplicate invoices, or threshold-based approvals

Business value: Faster invoice cycle times, improved AP accuracy, and better control over spend approvals.

2. Digital Mailroom Triage and Case Creation

Data flow: OpenText Core Capture Services → OpenText Workflow Service

Incoming correspondence, forms, and requests are captured from physical and digital channels, then classified by document type and business topic. Workflow Service creates a case or task queue for the correct department, such as HR, finance, legal, or customer service.

• Automatically routes mail to the right team without manual sorting
• Creates auditable work items with service-level tracking
• Supports priority handling for urgent or regulated correspondence

Business value: Shorter response times, fewer misrouted documents, and improved service accountability.

3. Customer Onboarding Document Verification and Review

Data flow: OpenText Core Capture Services → OpenText Workflow Service

During customer onboarding, identity documents, application forms, tax forms, and supporting evidence are captured and extracted. Workflow Service then orchestrates review steps across compliance, operations, and relationship management teams.

• Validates completeness of onboarding packages before approval
• Routes exceptions such as missing signatures or expired documents
• Tracks onboarding status across multiple departments

Business value: Faster customer activation, reduced compliance risk, and a more consistent onboarding experience.

4. Claims Intake and Adjudication Workflow

Data flow: OpenText Core Capture Services → OpenText Workflow Service

Insurance claims, supporting forms, receipts, and incident reports are captured and classified. Extracted claim details are sent to Workflow Service to initiate adjudication, assign adjusters, and manage review steps based on claim type and value.

• Automates claim file creation and assignment
• Supports document-driven decision points and escalations
• Improves visibility into claim status and bottlenecks

Business value: Lower claims handling costs, improved turnaround times, and stronger process consistency.

5. Contract Intake and Legal Review Routing

Data flow: OpenText Core Capture Services → OpenText Workflow Service

Contracts, amendments, and related correspondence are ingested and classified by Core Capture Services. Key metadata such as counterparty, contract type, effective date, and renewal terms are extracted and used by Workflow Service to route the document to legal, procurement, or business owners for review and approval.

• Standardizes intake of contract-related documents
• Triggers review based on contract value, risk, or jurisdiction
• Supports renewal and obligation tracking through workflow tasks

Business value: Faster contract turnaround, better governance, and reduced risk of missed obligations.

6. Employee Onboarding and HR Document Processing

Data flow: OpenText Core Capture Services → OpenText Workflow Service

New hire forms, tax documents, policy acknowledgements, and identification records are captured and extracted. Workflow Service coordinates tasks across HR, IT, payroll, and facilities to complete onboarding in a controlled sequence.

• Ensures all required documents are collected before start date
• Assigns tasks to multiple teams in parallel or sequence
• Flags incomplete or noncompliant onboarding packages

Business value: Better employee experience, reduced administrative effort, and improved onboarding compliance.

7. Exception Handling for Document-Driven Processes

Data flow: OpenText Workflow Service → OpenText Core Capture Services → OpenText Workflow Service

When a workflow encounters a missing, unreadable, or disputed document, Workflow Service can send a task back to Core Capture Services for reclassification, reprocessing, or additional extraction. Once corrected, the updated data is returned to the workflow for continuation.

• Supports closed-loop handling of document exceptions
• Reduces manual rework by reusing capture intelligence
• Improves process continuity when documents are incomplete or low quality

Business value: Fewer process interruptions, better data quality, and lower operational rework.

8. Case Management for Regulated Correspondence and Requests

Data flow: Bi-directional

Regulatory letters, complaints, requests for information, and supporting evidence are captured and classified in Core Capture Services, then managed as cases in Workflow Service. As the case progresses, additional documents or responses can be fed back into capture for indexing and association with the case record.

• Maintains a complete document trail for each case
• Supports multi-step review, response drafting, and approval
• Improves auditability for regulated business processes

Business value: Stronger compliance, better case visibility, and more reliable handling of sensitive correspondence.