Trello - OpenText Exstream Integration and Automation

Common Integration Use Cases Between Trello and OpenText Exstream

1. Customer correspondence request intake and production tracking

Flow: Trello – OpenText Exstream

Business teams can use Trello cards to capture requests for customer letters, policy notices, billing inserts, or regulatory correspondence. Once a card is approved and moved to a defined list such as ?Ready for Production,? the relevant customer data, template selection, and delivery requirements can be sent to OpenText Exstream for document generation and distribution.

• Reduces manual handoffs between operations and communications teams
• Provides a visible approval trail before customer-facing output is produced
• Helps ensure the right template, channel, and version are used for each request

2. Compliance review and approval workflow for regulated communications

Flow: Bi-directional

In financial services, insurance, and utilities, teams can manage review cycles in Trello for statements, policy updates, and regulatory notices. OpenText Exstream generates the draft communication, and Trello tracks legal, compliance, and business approvals before final release. Status updates from Exstream can be pushed back to Trello so stakeholders know when a communication is generated, approved, or sent.

• Improves auditability and accountability across review steps
• Supports controlled release of regulated content
• Gives business, legal, and compliance teams a shared view of progress

3. Exception handling for failed or delayed customer communications

Flow: OpenText Exstream – Trello

When OpenText Exstream encounters a failed print job, invalid address, missing data field, or channel delivery issue, it can create a Trello card for operations to investigate and resolve. The card can include the customer segment, document type, error code, and required remediation steps, allowing support teams to prioritize and track exceptions in a simple workflow.

• Speeds resolution of production issues
• Creates a clear queue for operational follow-up
• Improves service continuity for high-volume communications

4. Campaign and content calendar coordination for customer communications

Flow: Trello – OpenText Exstream

Marketing, customer experience, and operations teams can plan communication campaigns in Trello, such as annual statement cycles, renewal notices, or service announcements. Once content is finalized, Trello can trigger OpenText Exstream to assemble personalized versions across print, email, web, and mobile channels based on the approved schedule.

• Aligns content planning with production timelines
• Improves coordination across multiple teams and channels
• Reduces missed deadlines for recurring communications

5. Personalized document production based on customer segment or case type

Flow: Trello – OpenText Exstream

Service teams can use Trello cards to manage customer cases that require tailored correspondence, such as claims updates, account changes, or service restoration notices. Trello can pass case attributes, segment tags, and required message types to OpenText Exstream, which then generates the correct personalized communication for each customer.

• Supports more relevant and consistent customer messaging
• Reduces manual document creation by service teams
• Improves turnaround time for case-related communications

6. Production status visibility for business stakeholders

Flow: OpenText Exstream – Trello

OpenText Exstream can update Trello cards with production milestones such as template approved, batch generated, print queued, email sent, or delivery completed. This gives non-technical stakeholders a simple visual status board for high-volume communication runs without needing to access the document production system directly.

• Improves transparency across business and operations teams
• Reduces status-chasing emails and manual reporting
• Helps teams monitor large communication batches in real time

7. New template and process change management

Flow: Bi-directional

When a new communication template, policy change, or regulatory update is needed, Trello can manage the change request, review tasks, and implementation checklist. After approval, the updated template can be deployed in OpenText Exstream, and completion status can be returned to Trello for sign-off and release tracking.

• Creates a controlled process for template updates
• Supports cross-functional coordination between business, compliance, and production teams
• Reduces the risk of outdated or inconsistent customer communications

8. Operational backlog management for recurring communication programs

Flow: Trello – OpenText Exstream

Teams managing recurring programs such as monthly bills, quarterly statements, or annual policy mailings can use Trello to organize the production backlog by cycle, priority, and exception type. Approved items can be sent to OpenText Exstream in batches for high-volume output, helping teams manage workload and deadlines more predictably.

• Improves planning for recurring high-volume communication runs
• Helps teams prioritize work by cycle and business impact
• Supports smoother execution during peak production periods