OpenText Workflow Service - Microsoft Planner Integration and Automation

Common Integration Use Cases Between OpenText Workflow Service and Microsoft Planner

1. Workflow-Driven Task Creation for Cross-Functional Work

Direction: OpenText Workflow Service → Microsoft Planner

When a business process reaches a human task step in OpenText Workflow Service, the system can automatically create a corresponding Planner task for the responsible team. This is useful for approvals, reviews, follow-up actions, or exception handling that need visibility in a team-based workboard.

• OpenText triggers a Planner task with due date, assignee, and checklist items
• Planner provides a simple visual queue for team execution
• Workflow status is updated when the task is completed in Planner

Business value: Improves task visibility, reduces manual handoffs, and keeps operational work moving across departments.

2. Case Escalation and Exception Management

Direction: OpenText Workflow Service → Microsoft Planner

For cases that require intervention, OpenText Workflow Service can create Planner tasks for escalation teams such as compliance, finance, HR, or customer service. Each task can include case context, priority, and required action so teams can resolve exceptions quickly.

• Escalation tasks are created automatically when SLA thresholds are missed
• Planner boards help teams prioritize and manage exception queues
• Completion in Planner can trigger workflow continuation or closure

Business value: Speeds up exception resolution and strengthens accountability for time-sensitive issues.

3. Approval Follow-Up and Reminders

Direction: OpenText Workflow Service → Microsoft Planner

When an approval is pending in OpenText Workflow Service, a Planner task can be created for the approver or their support team to ensure the request is visible and acted on. This is especially useful for purchase approvals, contract reviews, policy exceptions, and document sign-offs.

• Workflow generates a Planner task when approval is assigned
• Task includes links to supporting documents and approval criteria
• Planner task completion can be used as a signal to advance the workflow

Business value: Reduces approval delays and improves process transparency.

4. Operational Work Queue for Document and Content Processing

Direction: OpenText Workflow Service → Microsoft Planner

OpenText Workflow Service often manages content-centric processes such as document review, indexing, validation, and records handling. Integration with Microsoft Planner allows these work items to appear as actionable tasks for operational teams, making it easier to manage daily workload without losing the process context stored in OpenText.

• New content processing tasks are pushed to Planner
• Teams can track progress using Planner buckets and labels
• Workflow receives completion updates and moves content to the next stage

Business value: Supports efficient content operations and reduces reliance on email or manual coordination.

5. Projectized Execution of Workflow Outcomes

Direction: OpenText Workflow Service → Microsoft Planner

When a workflow produces a set of follow-on actions, OpenText can create multiple Planner tasks to support execution across a team. Examples include onboarding activities, audit remediation steps, policy rollout tasks, or customer onboarding checklists.

• One workflow instance can generate a structured set of Planner tasks
• Tasks can be assigned to different owners with deadlines and dependencies
• Workflow can monitor task completion before closing the case

Business value: Turns workflow outcomes into coordinated team execution with clear ownership.

6. Team Visibility into Workflow Milestones

Direction: OpenText Workflow Service → Microsoft Planner

OpenText Workflow Service can publish key workflow milestones into Planner so business teams have a lightweight view of progress without needing direct access to the workflow system. This is useful for managers and operational leads who need status visibility on active cases.

• Milestone updates are posted as Planner task updates or comments
• Teams can monitor progress in a shared board
• Workflow events such as submission, review, approval, and closure are reflected in Planner

Business value: Improves transparency and reduces status-chasing across teams.

7. Manual Task Intake from Planner into Structured Workflow

Direction: Microsoft Planner → OpenText Workflow Service

In some organizations, work may begin in Planner as an informal team request and then need to be formalized into a governed workflow. A Planner task can trigger the creation of a workflow case in OpenText Workflow Service when the request requires approvals, audit trail, or document control.

• Planner task submission creates a workflow case with metadata
• Supporting files or notes from Planner are attached to the case
• OpenText manages the controlled process from that point forward

Business value: Bridges informal team collaboration with governed enterprise process execution.

8. Bi-Directional Status Synchronization for Shared Work

Direction: Bi-directional

For processes where teams collaborate in Planner while OpenText Workflow Service remains the system of record, status updates can flow both ways. This keeps operational teams aligned without duplicating effort or creating conflicting task states.

• Workflow creates tasks in Planner
• Planner updates such as completion, comments, or due date changes are sent back to OpenText
• OpenText maintains the authoritative process history and audit trail

Business value: Reduces duplicate tracking, improves coordination, and preserves governance.