Smartsheet - OpenText Extended ECM Platform Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Extended ECM Platform

1. Project Plan to Controlled Document Repository

Data flow: Smartsheet → OpenText Extended ECM Platform

Project teams manage schedules, milestones, and task ownership in Smartsheet while final project artifacts such as requirements, approvals, contracts, and deliverables are automatically stored in OpenText Extended ECM Platform. Each document can be linked back to the relevant Smartsheet row or project record for easy traceability.

• Reduces manual filing of project documents
• Improves version control and auditability
• Gives project managers a single view of work status and supporting records

2. Document Approval Workflow Linked to Task Tracking

Data flow: Bi-directional

When a document in OpenText Extended ECM Platform enters review or approval, a corresponding task is created in Smartsheet for the responsible team members. Once the task is completed in Smartsheet, the approval status is updated in OpenText Extended ECM Platform and the document can move to the next governance stage.

• Aligns document governance with operational task management
• Improves visibility for legal, compliance, and business teams
• Prevents approvals from being lost in email chains

3. Project Portfolio Reporting with Managed Content References

Data flow: OpenText Extended ECM Platform → Smartsheet

Metadata from controlled documents, such as contract status, policy version, or record classification, is synchronized into Smartsheet to support portfolio dashboards and executive reporting. Leaders can track project health alongside the status of key governed documents without opening the content repository.

• Supports portfolio-level decision making
• Combines work progress with content governance data
• Improves reporting for PMO and leadership teams

4. Change Request Management for Regulated Processes

Data flow: OpenText Extended ECM Platform → Smartsheet

When a controlled document, such as a policy, SOP, or regulated procedure, is revised in OpenText Extended ECM Platform, a change request is created in Smartsheet to coordinate review tasks across operations, quality, and compliance teams. Smartsheet tracks assignments, due dates, and completion status while OpenText maintains the official record.

• Supports controlled change management
• Improves accountability across departments
• Helps organizations meet audit and compliance requirements

5. Marketing Campaign Asset Governance

Data flow: Smartsheet → OpenText Extended ECM Platform

Marketing teams plan campaigns in Smartsheet, including launch dates, owners, and deliverables, while approved creative assets, brand guidelines, and campaign approvals are stored in OpenText Extended ECM Platform. Smartsheet rows can reference the approved asset location so teams always use the correct version.

• Prevents use of outdated or unapproved content
• Improves coordination between marketing and compliance teams
• Speeds up campaign execution with clear asset access

6. Contract and Vendor Onboarding Coordination

Data flow: Bi-directional

Procurement or legal teams store vendor contracts, onboarding forms, and supporting documents in OpenText Extended ECM Platform, while Smartsheet manages onboarding tasks such as review, signature collection, system setup, and stakeholder approvals. Status updates in either system keep both the document record and the onboarding plan aligned.

• Shortens vendor onboarding cycle times
• Improves visibility into contract and task status
• Reduces risk of missing required documents or approvals

7. Event Planning with Centralized Content Control

Data flow: Smartsheet → OpenText Extended ECM Platform

Event teams use Smartsheet to manage timelines, budgets, and task assignments, while event contracts, venue agreements, speaker releases, and final collateral are stored in OpenText Extended ECM Platform. The integration ensures that all supporting documents are retained in a governed repository tied to the event plan.

• Creates a complete operational and document record for each event
• Improves collaboration across marketing, legal, and operations
• Supports retention and compliance requirements

8. Audit-Ready Project Records for Enterprise Governance

Data flow: Bi-directional

For enterprise programs that require strong governance, Smartsheet tracks work execution while OpenText Extended ECM Platform stores the authoritative record of approvals, evidence, and final outputs. Integration can automatically associate completed tasks, sign-offs, and supporting files with the relevant governed record, creating an audit-ready project history.

• Strengthens governance across complex programs
• Makes audits and internal reviews easier to support
• Provides a clear link between work performed and evidence retained