If your company has been around for a while, chances are you’ve collected a ton of data: communications, documents, records, and more. Over time, it gets harder (and more expensive) to store, manage, and keep track of all that information in a secure & compliant way. And let’s be honest, most of it isn’t being modified, leveraged for collaboration, approved, or simply used as part of a workflow.
So what can you do about it? That’s where active archiving comes in. It’s a smart, simple way to clean up & optimize your digital content without losing anything important. With OpenText™ Documentum™ Content Management and OpenText™ Information Archive, you can move “business complete” data & content into a secure, organized archive that frees up space, reduces risk, and helps your team work faster.
Here are the top 5 reasons active archiving should be your next move:
1. Clean up without losing anything Think of active archiving like spring cleaning for your digital world. You move files that have been approved and all workflows related to it finalized to a safe & still accessible space, without added risk. With tools like OpenText Documentum CM and OpenText Information Archive, your files are still accessible but don’t clog up your daily systems & processes.
2. Reduce storage footprints fast Less active data in your main systems means fewer storage and backup costs. Archiving lets you shut down legacy systems & control increasing environments to avoid expensive upgrades. OpenText Information Archive is built to store “business complete” data & content securely and cost-effectively.
3. Speed up backups and upgrades Big piles of data that are not getting modified slow everything down—from backups to restores to system upgrades. With OpenText Documentum CM and OpenText Information Archive, you keep only active content in your core system, making things run faster and smoother while keeping all data readily accessible.
4. Stay compliant without the stress Data regulations require you to keep final versions of content for years, but that doesn’t mean they have to clog up your systems. OpenText’s archiving tools keep these records safe, unchangeable, and audit-ready for optimum governance.
5. Make your teams more efficient By clearing out the clutter, your teams can find what they need faster & make the core system more performant. With archived content still searchable through OpenText Documentum CM Smart View, there’s no need to learn a new system.
Image 1: Active data archiving is an important part of a complete information solution.
What kind of content should you archive?
Only archive “business complete” content—final versions that don’t change but must stay secure. Leave “business active” content in your main system, like documents still in workflows or being edited.
Image 2: Two fundamental types of content stored in an enterprise.
How does it work?
Define what’s ready for archiving
Schedule archive jobs (automated or manual)
Send files to OpenText Information Archive
Validate for compliance, if needed
Clean up your OpenText Documentum CM system
Keep working faster with a leaner system
Image 3: Native active archiving process flow.
Need help getting started?
You’re not alone. OpenText offers support through their Archive Specialists, who can:
Help you decide what to archive
Set up your first archive job
Automate future archiving
Keep you compliant with data policies
Guide you through system clean-up
The bottom line
Digital clutter doesn’t have to be your reality. Active archiving with OpenText Documentum CM and OpenText Information Archive helps you organize your content, protect what matters, and keep your business running smoothly, all without losing anything important.
Ready to clean up your content the smart way?
OpenText Documentum CM and OpenText Information Archive have your back.
Your backlog is bloated, your scanners disagree, and every sprint feels like a hostage negotiation. Security incidents rarely trace back to a single tool failure—they trace back to indecision: what to fix first, where to place gates, and how to cut through the noise when everything feels “critical.”
In a world where code moves fast, application security (AppSec) has become an executive-level concern. Why? Because breaches, bots, APIs, and new regulations are colliding with software supply chains and AI. The result? Risk is rising fast—and the AppSec playbook is being rewritten.
1) GenAI is expanding the attack surface—and the defense toolkit
Generative artificial intelligence (GenAI) isn’t just a development productivity tool—it’s a security wildcard. Apps are embedding large language models (LLMs) at scale, introducing risks like:
Prompt injection
Model misuse
Data leakage via AI APIs
At the same time, defenders are using AI to:
Speed up triage and remediation
Detect anomalies in runtime behavior
Reduce false positives through machine learning-based analysis
Why it matters: Security policies must now address both AI as a vulnerability vector and AI as a detection tool. Treat AI models like any other critical dependency—with guardrails, logging, and kill switches.
2) Software supply chain visibility is non-negotiable
97% of modern apps include open-source components, and 91% use outdated ones. Vulnerabilities like Log4j proved just how fast a single component can ripple across thousands of systems.
New regulations such as the Cyber Resilience Act in the European Union and software bill of materials (SBOM) mandates in the United States make software supply chain transparency a requirement.
Must-haves for compliance and security:
SBOM automation for every build
Software composition analysis (SCA) across the software development lifecycle (SDLC)
Point tools are piling up, but signals are getting lost. Multiple scanners produce duplicate findings, slow remediation, and wear down your developers.
More tools, more problems. Top teams are consolidating to simplify risk.
43% of enterprises plan to reduce tool count in 2025
Unified platforms streamline scan orchestration and policy control
Chronologies are tools frequently created and used as an aid in disseminating facts easily. They help track information gathered during the discovery process of a litigation matter, support witness interviews and deposition preparation, and demonstrate how evidence weaves into a story in the courtroom. The applications are many.
Because much of the evidence collected during discovery is hosted in an eDiscovery platform, it makes sense to build chronologies within that same environment. Doing so enables a collaborative approach to tracking key facts across produced documents.
Supporting this need, OpenText™ eDiscovery’s latest release of 25.2 CE includes a fully functional Chronology feature. This version of OpenText eDiscovery is now available to Cloud customers, and I’m here to give you a peek at what is included.
Chronology events
Adding chronology events is simple within the Analysis page of OT eDiscovery. Switch the Tagging panel to Chronology, then click Add a new entry for any selected document. Multiple events can be linked to each key document as needed.
Each chronological event can be grouped by topic and topic groups, making it easy to maintain different chronology lists (for example, witness names organized under a “Witnesses” group). Dates and key players can also be quickly pulled from document metadata.
Chronology page
Once events are added to key documents, they can then be viewed on the new Chronology page. Within this page, new chronology events that are not associated with a document can be added by clicking on the plus (+) icon. Details to an existing event can be quickly edited by selecting the event and clicking on the pencil icon within the Details panel.
What’s next?
OpenText’s planned continued expansion of this new feature will include:
Spotlights: Color-coded document highlights tied to one or more chronological events
Comments can then be associated with each color-coded highlight:
Bulk tagging: Add multiple documents to one chronological event
Topics: Add color coding to topics for easier identification
Time: Add time to chronology dates
Exports/reports: Generate detailed reports and exports
Aviator: Integration with Aviator to provide additional context with AI and build chronologies automatically
Learn more about the Chronology feature and other capabilities in OpenText eDiscovery.
Let’s face it. Cybersecurity threats today are evolving at a faster rate than ever. From sneaky ransomware, malware, and insider attacks to long-running, stealthy breaches, businesses of all kinds are under constant pressure to stay safe. This is especially true for industries like financial services, where regulations are strict and every second counts when responding to an incident.
That’s where OpenText™ Endpoint Forensics & Response comes in. It’s designed to give your security team deep forensic insight, accelerate threat investigation, and deliver rapid cyber incident response, all in a platform that scales to your enterprise needs. Plus, it aligns with Zero-Trust initiatives, which means no one and nothing gets a free pass.
Why cyber threats keep SOC teams up at night – and how DFIR fights back
If you talk to a Security Operations Center (SOC) analyst, you’ll hear about some familiar headaches:
Tons of alerts every day, many of which are false alarms. It’s exhausting and easy to miss the real threats. Digital forensics and incident response (DFIR) cuts through alert overload by quickly validating threats, filtering false positives, and surfacing the real incidents that demand action.
Not enough skilled digital forensics and incident response (DFIR) pros to handle the load. DFIR automates evidence collection and investigation workflows, enabling lean teams to manage more incidents effectively despite a shortage of skilled experts.
Investigations that take forever because so much of the work is manual and repetitive. DFIR accelerates investigations by automating repetitive tasks and streamlining evidence analysis, reducing time from detection to resolution.
Juggling multiple tools that don’t really talk to each other. Analysts spend too much time switching gears. DFIR unifies investigation and response in a single platform, eliminating tool-hopping and enabling analysts to work faster and more efficiently.
Gaps in data make it hard to piece together the complete picture of an attack. DFIR provides comprehensive data collection and correlation, giving analysts the complete visibility needed to accurately reconstruct an attack.
Pressure to keep everything documented with tamper-proof evidence to satisfy regulators. DFIR ensures tamper-proof evidence collection and automated documentation, helping organizations meet regulatory and legal compliance requirements with confidence.
“Low and slow” attacks are more complex to spot, requiring deeper forensic analysis work. DFIR detects stealthy “low and slow” attacks by uncovering subtle indicators and enabling deep forensic analysis to expose hidden threats.
Having forensic capabilities that work beyond the office network is a must in remote work environments. DFIR extends forensic and response capabilities to remote endpoints, ensuring investigations and evidence collection remain effective beyond the office network.
Internal investigations for insider threats are on the rise. Companies don’t have the luxury of guessing anymore. DFIR enables precise, evidence-based internal investigations, helping organizations quickly uncover and contain insider threats without relying on guesswork.
These challenges don’t just make life harder for SOC teams. They put your entire business at risk. The clock ticks faster, and the stakes get higher. DFIR turns rising risk into rapid response, so your team stays in command no matter how fast the clock is ticking.
Why EDR, SIEM, and SOAR alone can’t match the power of digital forensics and incident response
Many organizations lean heavily on tools like Endpoint Detection and Response (EDR), Security Information and Event Management (SIEM), and Security Orchestration, Automation, and Response (SOAR). They’re essential players, sure, but here’s the catch:
EDR is excellent at spotting threats and stopping them early, but it doesn’t dive deep enough for thorough forensic investigations. It can’t always reconstruct what really happened or preserve all that crucial evidence.
SIEM and SOAR are wonderful at gathering alerts and automating responses, but they depend on the data fed to them. They don’t collect forensic artifacts or jump into live threat removal directly.
These tools help you detect and respond faster, but they leave a gap when it comes to understanding the whole story and investigating complex cyberattacks.
That’s precisely why DFIR matters. OpenText Endpoint Forensics & Response fills that gap by enabling deep investigation right at the endpoint, while also allowing your team to respond in near real-time without ever leaving the platform. Imagine having all the evidence you need (deleted files, registry changes, encrypted data, attacker movements) right at your fingertips and ready to analyze.
You can quickly switch from figuring out what happened to stopping the threat right then and there. Additionally, everything you do is logged and tamper-proof, ensuring you’re prepared for audits and legal reviews.
Put simply: EDR, SIEM, and SOAR are necessary tools, but on their own, they’re not enough to build resilience and prepare for regulatory demands. Think of DFIR like the black box on an airplane. It records the critical details you need to understand precisely what went wrong.
How DFIR fits into a Zero-Trust world
Zero Trust means no one gets a free pass. Every user, device, and connection must be continuously verified. Digital forensics and incident response software is a key player here:
It secures endpoint data collection with strong encryption and policies that line up perfectly with Zero-Trust principles.
When something suspicious pops up, it can rapidly isolate that endpoint to stop attackers from moving around your network.
It keeps an eye on endpoint health all the time through real-time forensics, helping your team make smart, adaptive trust decisions.
By providing detailed forensic insights, it helps enforce least privilege access policies so users only get access if their device is safe.
It also helps with compliance and auditing by ensuring all evidence is safely collected and accessible when regulators come knocking.
And it works smoothly with your other tools like SIEM and SOAR, automating secure, policy-driven response actions.
Bottom line: OpenText™ Endpoint Forensics & Response makes Zero Trust not just a theory but something practical and enforceable across your enterprise.
What OpenText™ Endpoint Forensics & Response brings to the table
Simply put, OpenText Endpoint Forensics & Response is an all-in-one platform designed for enterprise security teams, ranging from incident responders to forensic analysts. It combines fast, scalable, tamper-proof endpoint evidence collection with live threat containment and remediation. It’s designed especially for regulated industries, enabling you to reduce analyst burnout and protect your core operations.
What makes it unique? With OpenText, your SOC teams can investigate and remediate threats right from the same console with no jumping between tools.
Here’s a quick look at the key features and how they support Zero-Trust security:
Feature
Why it matters for business & Zero Trust
Massive scalability (>1M endpoints)
Handles huge, global networks with no drop in performance
Artifact-driven workflows
Cuts through noise, speeding up investigations and easing fatigue
Deep forensic investigation
Gives clear background for confident decisions
Endpoint isolation
Stop fast to prevent lateral movement
File remediation & process termination
Neutralizes threats live, without interrupting business
IoC & YARA scanning
Spots threats proactively in line with continuous verification
Enables teamwork with audit trails and accountability
Investigation-to-response pivot
Switches from analyzing to acting instantly
Zero-Trust aligned architecture
Keeps data secure, policy-driven, and compliant
Integrations with SIEM, SOAR
Automates secure response workflows
Automated agent check-in
Offers near real-time endpoint insight
How SOCs win the cyber battle with OpenText threat investigation and rapid incident response
Faster threat containment: Quickly identify and isolate affected endpoints to keep attackers from hopping around.
Continuous endpoint health checks: Verify device security before granting access, supporting Zero-Trust models.
Compliance made simpler: Keep your evidence organized and audit ready to tackle regulatory demands.
Eased analyst Load: Focus on real threats with automation that weeds out false positives.
Smooth Zero Trust enforcement: Use integrations for policy-driven controls that operate at machine speed.
Insider threat hunting in action
Here’s a real-world example: A Fortune 100 financial firm has unexplained data leaks impacting their prized trading algorithms and confidential merger plans. Their EDR tool triggers vague warnings but can’t dig into the whole story or stop threats in real time. Analysts suspect an insider but need solid proof.
By bringing in OpenText™ Endpoint Forensics & Response, they gain:
Live endpoint visibility both inside and outside the network, catching suspicious user activity stealthily.
Analysis of unauthorized registry edits and use of off-limits data transfer tools,
Automated endpoint isolation to stop ongoing exfiltration, all from one interface,
Quarantine of malicious files and processes with full audit logs,
Proactive scans that uncovered other compromised machines quickly.
The result? They identify the insider, revoke access, and start legal action, all backed by irrefutable, tamper-proof evidence. Investigation time is reduced from weeks to hours, and their security posture is enhanced thanks to new policies informed by digital forensics.
That’s the power of having integrated DFIR capabilities with OpenText Endpoint Forensics & Response in your Zero-Trust toolkit.
Wrapping up: Making enterprise security real in a Zero-Trust world
Cyber threats are growing in sophistication, and regulations keep tightening. To stay ahead, enterprises must shift from just reacting to threats to actively building resilience.
EDR, SIEM, and SOAR are essential players, but on their own, they don’t provide the forensic depth or live remediation you need to enforce Zero Trust truly.
OpenText™ Endpoint Forensics & Response fills that crucial gap with a unified, scalable, and secure platform for investigation and response. With this tool in your corner, you can strengthen your security posture, meet compliance obligations with confidence, and protect your business no matter what comes next.
Think of OpenText™ Endpoint Forensics & Response as the backbone of your Zero-Trust strategy, turning endpoint security from guesswork into a powerful, adaptive business asset.
See how OpenText™ Forensics & Response can help your SOC reduce response times, lower costs, and boost Zero Trust. Reach out to schedule a demo today! OpenText Endpoint Forensics and Response
Enterprises today are sitting on mountains of information, but much of it remains underused, fragmented, or locked away in siloes. According to new research from the Enterprise Strategy Group (ESG)1, commissioned by OpenText, the way organizations handle information has reached a tipping point. CIOs who fail to act risk falling behind competitors as AI-driven innovation accelerates.
Analyst report
The imperative to reimagine information management
Read this recent report from the Enterprise Strategy Group based on a survey of 500 IT leaders to learn how your peers are using information management to speed AI adoption.
Today, technology leaders are moving beyond managing infrastructure and firefighting IT issues to driving real business transformation. According to the ESG report, leaders are prioritizing enhancing cybersecurity and risk mitigation, advancing cloud adoption, and improving digital customer experience.
AI stands out as a powerful tool that can drive these projects and deliver business benefits. But, according to the survey results, the success of these initiatives can depend on one critical factor—effective information management.
The hidden cost of poor information management
The study reveals a striking gap between perception and reality. While roughly three-quarters of executives believe they manage information “very well,” the reality is that more than 60 percent of information is only partially managed or not used at all at the typical enterprise.
Siloed and poorly governed information doesn’t just waste resources—it actively holds back progress. AI systems built on fragmented, low-quality data can’t always generate reliable insights. Organizations that don’t address these issues will miss out on the next wave of “game-changing” AI applications, from predictive analytics and self-optimizing systems to real-time decision-making and adaptive cybersecurity.
To address these issues, the survey revealed a growing preference for platform-based information management solutions over a patchwork of point tools. More than half of respondents favor working with fewer vendors when implementing information management strategies and 92% said it would be valuable/extremely valuable to partner with a vendor whose solutions span information management, AI, security, and cloud. This simplifies vendor management while helping to reduce data fragmentation—two of the biggest barriers organizations face today.
Within the next 12 months, many organizations expect to deploy AI in ways that could fundamentally transform industries. Those with the right foundation of trusted, well-managed information will seize the opportunity. Those without it may struggle to keep up.
HR compliance and employee document management: what you need to know
Employment lawsuits have increased dramatically in the last 20 years, yet most organizations still manage employee documents across scattered systems, shared drives, and filing cabinets. With more than 120 countries now enforcing international data privacy laws in 2024 and compliance failures resulting in penalties reaching hundreds of millions, HR compliance has evolved from administrative task to strategic imperative.
The challenge isn’t just following rules; it’s building governance systems that protect your organization when regulations change, auditors arrive, or legal disputes emerge. Effective HR compliance transforms document chaos into controlled processes that reduce risk, build employee trust, and turn potential legal liabilities into competitive advantages.
Understanding HR compliance
HR compliance means ensuring your policies, procedures, and practices meet all applicable employment laws, data protection standards, and regulatory requirements. Compliance is ongoing. It evolves as laws change and your organization grows. For employee document management, compliance comes with specific obligations:
Maintain complete files for every employee.
Restrict access to authorized users only.
Properly classify and protect sensitive files.
Review documents with expiration dates regularly.
Preserve records under legal hold during litigation.
Enable employee access to their own documents.
Follow retention schedules and dispose of records securely.
Failing to meet these standards can result in fines, legal liability, and reputational damage.
The compliance challenges HR teams face
Fragmented files across systems: Many HR departments juggle multiple systems, shared drives, and paper files. This fragmentation makes access control, retention tracking, and audit readiness nearly impossible.
No centralized strategy: Without a clear definition of what qualifies as a record (or what doesn’t), companies risk over-retaining files or under-protecting sensitive data, both of which increase liability.
Remote work complications: Hybrid work environments make file access and consistency more difficult. Teams working from multiple locations risk duplicates, unauthorized sharing, or lost records.
Rising global regulations: Privacy laws are expanding rapidly. By 2025, roughly 82% of the global population falls under national data privacy laws.[1] Each region has unique rules on collecting, storing, and sharing employee information, increasing complexity for global organizations.
Why compliance failures are costly
Financial and legal risk: Inability to produce documents during audits or litigation can lead to fines and prolonged legal battles. A missing file or mishandled record can result in six-figure penalties and months of disruption.
Employee trust and brand damage: Employees expect their personal data to be protected. Breaches or mismanaged files erode trust, reduce engagement, and damage your employer brand. Strong compliance also signals to employees that their information is valued, reinforcing confidence in HR and the organization as a whole.
Role-Based Permissions: Control access based on roles and responsibilities.
Automated Organization: Standardize folder structures for consistency and completeness.
File Tracking: Ensure HR never scrambles for missing paperwork during audits or performance reviews.
Audit Trails: Maintain full version history for regulatory proof.
Smart Classification: Use metadata from SAP SuccessFactors for automated routing and categorization.
Retention Management: Automatically enforce retention schedules and secure disposition.
Legal Hold Protection: Lock files during investigations without disrupting normal operations.
Employee Self-Service: Give employees secure, instant access to their records, reducing HR workload and building trust.
Best practices for sustainable compliance
Map your document lifecycle Identify where documents are created, stored, and used. Audit existing files to know what’s required, missing, or redundant.
Define clear policies Retention schedules, access rights, and security classifications remove guesswork and ensure consistent compliance.
Automate wherever possible Automate folder creation, retention tagging, and legal holds to minimize human error – the leading cause of compliance failures.
Review regularly Conduct annual audits of policies and files to ensure ongoing adherence to changing regulations and organizational structures.
Making compliance manageable
Compliance doesn’t have to drain resources or create bottlenecks. With the right HR document management foundation, HR can simplify audits, boost productivity, and give employees confidence that their personal data is safe. OpenText™ Core Content Management for SAP® SuccessFactors® helps organizations centralize, secure, and automate employee documents – reducing risk while making HR faster, smarter, and more employee-friendly.
Hong Kong Maxim’s Group stands as a culinary powerhouse across Asia. Since its inception in 1956, Maxim’s has expanded to over 2,000 outlets across Hong Kong, Mainland China, and Southeast Asia, serving millions monthly through a diverse portfolio of restaurants, bakeries, and licensed brands like Starbucks Coffee and Genki Sushi.
However, even industry leaders face immense pressure. The Asian food and beverage sector is characterized by intense competition, escalating operational costs, and rapid digital disruption. Post-pandemic shifts in consumer behavior, coupled with global supply chain volatility and increased competition, particularly from new entrants in mainland China, presented significant challenges for Maxim’s.
Natalie Yeung, Head of ERP, BI, and Integration Solution at Maxim’s, emphasized the strategic imperative:
“The shift in customer preferences after the pandemic has impacted Maxim’s operations. With changing spending habits, it is important to reassess strategies and implement four key strategic values (Customer-focused, Quality Excellence, Sustainability, and Operational Automation) to support the ongoing sustainability of Maxim’s business and assist adaptation to current business conditions.”
A primary hurdle was Maxim’s reliance on manual procure-to-invoice (P2I) processes. This traditional approach led to inefficiencies, heightened the risk of human error, and severely limited real-time data visibility—a critical deficit in such a fast-moving market. Maxim’s recognized the urgent need for digital transformation to streamline operations, minimize manual intervention, and bolster data integrity across its expansive supply chain.
OpenText Business Network: The recipe for streamlined operations
Maxim’s embarked on a strategic initiative to transform its P2I process, aiming for maximum automation and superior data transparency. Their objectives were clear: optimize workflows to drastically reduce manual tasks, enhance operational efficiency, mitigate errors, and accelerate transaction cycles. They also sought to elevate data transparency across integrated systems, ensuring comprehensive, real-time visibility and precision for accurate decision-making and compliance.
Maxim’s chose OpenText for its established reputation in B2B collaboration, strong local success stories, and the proven ability to rapidly integrate with existing trading partners. The decision to adopt an OpenText Managed Services approach was driven by the desire to improve operational efficiency, reduce IT costs, consolidate disparate B2B initiatives, support international growth, and modernize aging B2B platforms.
“We prioritize providers with a solid performance history, broad international and regional reach, and deep local market knowledge,” shared Natalie Yeung. “OpenText’s reliable delivery and presence in both global and regional markets, coupled with their local market expertise, ensured a dependable partnership.”
Today, OpenText serves as Maxim’s comprehensive digital backbone, powered by OpenText Business Network. They leverage Electronic Data Interchange (EDI) for seamless data input, including through ezTRADE, a GS1HK B2B platform powered by OpenText. Communication with suppliers flows robustly via EDI, a dedicated ezTRADE web portal, and a secure digital fax solution (RightFax).
All these OpenText solutions are deeply integrated with Maxim’s core systems, including Oracle E-Business Suite (EBS) ERP and Microsoft Dynamics 365 ERP, ensuring automated data flow for collecting orders across their procure-to-pay and order-to-collect processes.
Tangible results: Delivering efficiency and strategic advantage
The implementation of OpenText Business Network solutions has yielded significant, measurable benefits for Maxim’s:
Boosted Operational Efficiency and Cost Savings: The transition from manual processes to automated digital exchange has significantly enhanced B2B operations at Maxim’s. By leveraging EDI to handle high volumes of purchase orders, invoices, and advance shipment notices each month, the company has achieved meaningful cost savings. This streamlined approach has not only reduced operational overhead but also enabled Maxim’s to reinvest more effectively in its core mission—delivering exceptional dining experiences.
Enhanced Data Precision and Real-time Visibility: Seamless integration of EDI and RightFax ensures clean, accurate invoice data and real-time visibility into procurement and payment activities. This minimizes discrepancies and supports precise decision-making. The digital fax system, specifically tailored for fresh food suppliers, ensures faxes arrive before sunrise—a critical detail for timely deliveries.
Agile Partner Onboarding: OpenText’s expertise has empowered Maxim’s to quickly adapt to new business partner requirements and rapidly onboard new partners across their vast supply chain, which includes over 400 trading partners in more than 10 countries.
ERP Integration on Track: The project ensured that ERP integration initiatives remained on schedule and within budget, thanks to OpenText’s seamless integration capabilities.
As Natalie Yeung put it, “The solution allowed us to concentrate on our core strengths, reduce operating expenses, utilize OpenText’s B2B knowledge, quickly adapt to changing partner needs, efficiently onboard global partners, and keep ERP integration projects on track and within budget.”
Looking ahead: A sustainable and digital future
Maxim’s isn’t stopping here. Their journey continues towards even greater transparency and streamlined B2B operations. The next phase will focus on integrating ESG (Environmental, Social, and Governance) considerations by standardizing data and facilitating reliable data sharing within the supply chain ecosystem.
This initiative aims to optimize resource allocation and further advance supply chain digitalization, aligning with Maxim’s strategic values of sustainability and operational automation.
A partnership built on value
Maxim’s Caterers Limited deeply values its collaboration with OpenText. “We’re thrilled with our experience partnering with OpenText,” said Natalie Yeung. “From our first interaction through implementation and ongoing support, OpenText has shown a deep commitment to understanding our business needs and delivering exceptional value.”
The OpenText Services and Support teams have been pivotal partners in Maxim’s digital transformation, providing not just technical assistance but true collaboration every step of the way.
Ready to strengthen your supply chain with the same trusted platform powering leaders like Maxim’s? Discover how OpenText Business Network helps you digitize, automate, and collaborate across your ecosystem.
OpenText™ Content Management (Extended ECM) integrates business content with leading ERP, CRM, HCM applications, seamlessly connecting people with information and accelerating end-to-end business. Check out the latest updates and innovations from the most recent releases.
310% ROI achieved in just three years!
Download the Forrester Total Economic Impact™ of OpenText Content Services Private Cloud Platforms study and discover cost savings and business benefits for your modernization strategy.
August 2025: What’s new in OpenText Content Management CE 25.3
The CE 25.3 release of OpenText™ Content Management focuses on making every day work faster, more intuitive, and better governed for both users and administrators. From AI-assisted insights to smoother document handling, these updates help organizations save time, stay compliant, and simplify collaboration.
OpenText Content Aviator continues to evolve as the embedded AI content assistant inside OpenText Content Management:
See your data differently. Aviator can now generate charts such as bar, line, and pie directly in the chat panel, turning complex information into quick, clear visuals without leaving the platform.
Better results with tables. Improved table handling provides more context, producing more accurate answers when your content is structured in rows and columns.
Choose your AI engine. In addition to GCP and AWS, customers can now deploy Aviator on Azure OpenAI, expanding compliance and regional hosting options.
Together, these advances reduce the friction of finding, interpreting, and presenting information, helping knowledge workers make better decisions in less time.
Quick View in Intelligent Viewing: faster file access
With the new Quick View mode, users can open PDFs, images, and other common file types instantly through client-side rendering. When deeper tools are needed like annotations or comparisons, they can switch seamlessly to the full Intelligent Viewing experience. This two-step model keeps everyday work moving without giving up advanced functionality.
Co-authoring in Microsoft 365: collaborate without compromise
CE 25.3 introduces experimental support for desktop and online co-authoring using the Online Editing Service. Administrators must work with OpenText Support to enable the feature. Once active, teams can edit the same document together inside familiar Microsoft 365 apps while OpenText Content Management maintains full governance, audit trails, and version control.
Mobile uploads with Smart Document Types: compliance from anywhere
For field teams and remote users, the OpenText Content Management mobile app now supports uploading documents with Smart Document Types. This ensures that files added on-the-go inherit the same metadata, classification, and rules as those uploaded in the office, keeping compliance consistent without extra steps.
For organizations using OpenText Knowledge Discovery, administrators can now mark collections for automated ingestion. This enables enrichment such as generating summaries, transcribing audio and video, redacting sensitive data, and auto-tagging metadata—all without manual setup. The result: faster content preparation, stronger compliance, and better findability.
CE 25.3 delivers practical enhancements that keep information flowing, whether that means faster views, real-time collaboration, mobile uploads that follow the rules, or AI that works harder behind the scenes. These updates help organizations work smarter, reduce friction, and maintain governance without slowing down.
To see everything that’s new in CE 25.3, check out the full release notes.
April 2025: What’s new in OpenText Content Management CE 25.2
The OpenText™ Content Management CE 25.2 release introduces practical enhancements across user experience, intelligent automation, document control, and integration with enterprise applications. These updates are designed to give administrators more control, improve system performance, and reduce effort in managing content-intensive operations.
Introducing OpenText Content Management for Guidewire
OpenText Content Management for Guidewire delivers seamless content integration for cloud deployments of Guidewire PolicyCenter and ClaimCenter and the documentation that drives insurance operations. By embedding content directly into the Guidewire interface, users can intuitively access and manage documents, correspondence, and case-related information without leaving the system they use every day.
With this solution, insurers gain a single source of truth across business-critical processes—from first notice of loss to final resolution. Claims handlers and underwriters can upload, retrieve, and view documents directly from Guidewire, ensuring every interaction is supported by accurate, current information.
Adjusters and underwriters manage claim and policy documents directly in Guidewire for a complete view.
The CE 25.2 release debuts with:
Real-time data sync between Guidewire and OpenText Content Management, keeping policy and claim information aligned across systems
Granular roles and permissions to meet regulatory needs, distinguishing access rules between ClaimCenter and PolicyCenter users
AI-driven insights from OpenText Content Aviator, enabling intelligent summarization of claims, comparison of policies, and automated correspondence generation
End-to-end lifecycle support, from content capture and case creation to resolution and archiving, ensuring consistent governance and audit readiness
For insurance organizations navigating complex digital transformation and compliance demands, OpenText Content Management for Guidewire simplifies content access, improves collaboration, and enhances the speed and accuracy of every decision.
Document management and user experience
Optimized browse view performance
With the adoption of the V3 REST API, Smart View’s folder navigation is faster and more responsive, eliminating delays when browsing large folder structures.
Boost user engagement with Pendo integration
New in CE 25.2, Pendo integration for private cloud customers allows OpenText to track feature usage, gather in-app feedback, and deliver targeted user guides for both new and foundational capabilities. Administrators or business administrations can opt-in when logging into Smart View or can opt-out via a separate settings page.
Control the experience with smart view admin options
Administrators can now hide unused system actions, import/export customized home pages, and assign a department to a specific home page—helping teams focus on relevant tasks by streamlining their smart view experience.
Mobile and notification enhancements
New mobile app features include inbox view refinements, activity feeds in business workspaces, and user profiles. Notification center settings have also been redesigned for easier configuration.
Streamlined reservations
Clicking a reserved document now prompts users to request reservation access directly, making high-demand document workflows more efficient.
Navigate workflow attachments with less friction
Users can now traverse multi-level workflow attachments using a new sidebar panel—without leaving the workflow context. This enhancement simplifies the review of complex document packages by keeping related content accessible in a single view. By reducing the need to open multiple windows or lose context, this feature helps teams process workflows more efficiently and with greater accuracy.
Business workspaces and smart document types
Enhanced Smart Document Types
New capabilities allow admins to:
Restrict folders to only store generated documents
Use smart document types as a data source for custom columns and facets
Disable document previews during upload to better support privacy preferences
These refinements provide more precision in content classification and access control.
Viewing and transformation
Smarter document conversion and viewing
Intelligent Viewing now allows:
Viewing renditions directly from the Renditions page
Viewing multi-document workspaces with a visual progress alert
Exporting files with annotations by default
Selecting user groups for viewing rights to simplify gradual rollouts
Folder-level settings can now cascade to child folders, enabling more precise control of watermarking and conversion policies.
Document generation
Self-service font uploads
Admins can now upload fonts directly in Content Manager—no support tickets required.
Increased scalability
Multiple PowerDocs (OTPD) pods now run by default, paving the way for zero-downtime patching and improved performance.
Information governance and protection
Expanded physical records tracking
Users can now view circulation history and bulk process borrow requests from the Circulation tile—making physical record tracking as efficient as digital.
OpenText Content Management for Microsoft 365
Archive connected Microsoft Teams without additional components
With CE 25.2, administrators can now archive Microsoft Teams connected to business workspaces directly from within OpenText Content Management without requiring the integration service add-on. This simplifies deployment and reduces operational overhead by making archiving a native capability. Organizations benefit from more efficient lifecycle management of collaborative spaces, ensuring content remains governed even after team activity ends.
OpenText Content Management with Content Aviator
Now available on AWS
Customers can now choose AWS or GCP for Content Aviator deployment, opening new opportunities for compliance (e.g., FedRAMP) and hybrid environments.
Topic-aware chunking strategy
Content Aviator now uses topic-based document segmentation to improve the accuracy of summaries and answers, delivering better AI-driven insights.
OpenText Content Management with media management
Edit existing annotations
Users can now adjust existing annotations by changing shapes, repositioning markers, or updating comments—making it easier to maintain accurate feedback throughout the content lifecycle.
Add text box annotations directly to video
A new text box tool enables users to overlay comments directly on video frames. This helps reviewers highlight important moments with clear, on-screen labels, improving communication across teams.
OpenText Content Management with document control
Improved document training
Compliance tracking for controlled documents has expanded. Admins can assign trainees and certifiers, enable users to mark documents as read and understood, and generate compliance reports to support audits.
System Administration
Support for zero downtime patching
OpenText Content Management CE 25.2 introduces support for zero-downtime patching, reducing disruption during system maintenance. This advancement addresses a key operational challenge: applying critical security and application updates without requiring extended outages.
Traditionally, patching operations could require maintenance windows of up to eight hours—interrupting user access and business processes. With zero-downtime patching, updates can now be applied while systems remain available, minimizing impact on users and preserving service continuity.
This feature is especially beneficial for cloud operations teams and administrators managing large-scale or always-on environments. By streamlining the patching process, organizations can stay current with updates, improve security posture, and maintain business agility without compromising availability.
Capture and ingestion improvements
The Object Importer now supports:
S3 storage buckets for data ingestion
The distributed agent framework
A dedicated scheduled bot
These enhancements, including improved administration settings and more, improve ingestion performance and flexibility during migrations.
OpenText™ Content Management CE 25.2 delivers practical, high-impact enhancements that help administrators improve system performance, streamline governance, and enable smarter collaboration across the enterprise. From faster navigation and AI-driven insights to zero-downtime operations and deeper application integrations, this release supports a more agile, secure, and connected content environment. As organizations continue to scale and modernize, CE 25.2 provides the tools needed to simplify complexity, enhance the user experience, and ensure content remains a strategic asset.
February 2025: What’s New in OpenText Content Management CE 25.1
The latest release of OpenText™ Content Management CE 25.1 introduces significant enhancements across document management, user experience, enterprise application integration, workflow automation, and security. These updates improve performance, usability, and integration capabilities, helping organizations streamline content processes and drive efficiency.
Document management & user experience
Smart View home pages
Administrators can create and manage multiple customized home pages within Smart View, assigning them to different departments and configuring advanced rules. Home pages are created and edited using a drag-and-drop style editor within Smart View. End users can then easily switch between multiple home pages via the hamburger menu as well as set a default for a personalized experience.
Optimized multi-selection on search pages
Users can now efficiently select multiple items on search pages, eliminating delays and enhancing productivity when managing large sets of search results.
Simplified access and bulk workflow processing
Users can now act on workflows directly from widgets, processing multiple workflows in a single click. This reduces time spent on manual approvals and increases efficiency.
Business Workspaces & Smart Document Types
Improved performance for opening Business Workspaces
Time to open a Business Workspace has been dramatically reduced for customers running CE 22.1 and later, ensuring faster access to content.
Lock and unlock Business Workspaces
A new event bot automatically locks and unlocks Business Workspaces based on predefined metadata conditions, ensuring data integrity during approval processes. A red lock icon visually indicates when a workspace is locked.
New Smart Document Type bots
Restrict file formats: Administrators can now enforce MIME type restrictions to ensure only specified document types are uploaded.
Request document deletion: A new deletion request workflow ensures controlled document removal, requiring approval when configured. See this i
Resolve missing or outdated documents: Users can now address missing or outdated documents directly from the header widget for faster content updates.
Viewing & transformation
Content Aviator integration with Intelligent Viewing
Users can now interact with Content Aviator directly from the viewer, enabling AI-driven insights while viewing a document.
Bulk document conversion from search results
A new multi-file “Convert” operation allows bulk document transformation directly from search results, improving efficiency and allowing for useful search and export scenarios.
Publication status indicators
Documents in the browse view now display status icons indicating their publication state (e.g., cached, pending, or failed), improving visibility into document readiness.
Banners and watermarks for Business Workspaces
Organizations can now apply screen banners and watermarks from Business Workspace objects, reinforcing security and compliance requirements. Watermarks and banners can now be applied to child objects within the workspace, similar to folders.
Intelligent Viewing installation improvements
A new interactive configuration tool streamlines the Intelligent Viewing installation process, reducing setup complexity. Users that prefer the classic properties file can continue to that text-based method as well.
OpenText™ Content Aviator
Synonyms support
Users can define company-specific synonyms to improve AI understanding of industry-specific terminology, ensuring more accurate responses from OpenText Content Aviator.
Coming soon: AI agentic workflows
OpenText is developing agentic workflows that will break down complex tasks into automated steps, integrating external tools and self-optimizing workflows for greater efficiency.
Document Generation
Document Generation tenant permissions
Permissions for PowerDocs tenants can now be managed using OpenText Directory Services (OTDS) groups, providing enhanced security and separation between business units.
Multiple enclosures support
Users can now upload multiple enclosures at once, reducing manual effort when managing document packages.
Business integrations
Announcing Salesforce Agentforce integration
OpenText Content Aviator for Salesforce Agentforce, integrated with OpenText Content Management in CE 25.1, empowers Sales and Service teams with enhanced actionable insights to boost productivity and accelerate efficiency.
Discover, summarize and translate content from Business Workspace directly within Agentforce, eliminating the need to switch applications.
Deliver actionable insights within Agentforce, allowing users to create Salesforce records directly from Aviator content while staying in Salesforce.
Gain seamless access to relevant content, all within Agentforce.
Outlook add-in improvements
Users can now create new folders within OpenText Content Management directly from the Outlook web add-in.
Attachments from OpenText Content Management can be added to emails in compose mode without switching interfaces.
Teams synchronization enhancements
Workspace Team Leads can now manually synchronize workspace members with connected Microsoft Teams environments, ensuring better collaboration management.
SuccessFactors integration improvements
Onboardee workspaces report: System reports now display the number of onboardee workspaces, providing better visibility into usage.
Enterprise Scan upload approvals: Documents scanned via Enterprise Scan now adhere to Smart Document Type approval workflows, maintaining content governance.
Default perspective loading: SuccessFactors permissions are now used by default to calculate perspective loading, reducing system load times.
SAP solutions: authentication enhancements
Administrators can now configure OAuth authentication with additional parameters, increasing security and compatibility with various system landscapes.
Information governance & protection
Physical records circulation management
A new Circulation tile provides tools for borrowing, tracking, and returning physical records, improving governance for organizations managing physical assets. Notification Center now displays messages related to borrowed items.
Dispositioning enhancements
Users can now stop disposition searches and bulk actions mid-process. Additionally, high-volume dispositioning is now a standard feature, improving large-scale record retention management.
Workflow & automation
New internal event triggers
New bots can now react to internal document events, such as new versions or document generation, expanding automation possibilities.
Scheduled bot usability improvements
Enhancements include a refreshed interface, expanded error reporting, and improved tracking of scheduled automation jobs.
Enable/disable JavaObjects in Webreports
JavaObjects can be enabled or disabled along with Oscript on the Manage Global Scripting page, providing an extra layer of security.
Advanced Media Add-On
Private annotations
Users can now mark annotations as private, allowing them to add notes without sharing them with all viewers.
Clipping with annotation data
When creating clips from existing videos, annotation data can now be included, ensuring critical insights remain with the content.
OpenText Content Management CE 25.1 introduces powerful enhancements that improve usability, performance, and automation. From Smart View optimizations and AI-driven workflows to advanced governance and security features, this release supports organizations in managing their content more effectively. These updates ensure businesses can navigate the evolving demands of enterprise content management with greater efficiency and flexibility.
October 2024: What’s New in OpenText Content Management CE 24.4
Announcing Protected B Certification
The Canadian government’s Protected B certification provides stringent security assurance for cloud services used by federal agencies, ensuring sensitive data is protected against cyber threats. This certification level, applicable when compromised information could cause serious harm, is crucial for agencies managing sensitive data and records. OpenText now offers Protected B-certified cloud solutions, meeting high standards for security and compliance in government information management. OpenText’s solutions empower agencies to securely manage public sector records, streamline processes, and facilitate inter-agency collaboration while adhering to government standards for electronic records and document management.
Protected B certification is valuable for government agencies seeking enhanced security, streamlined procurement, and compliance assurance. By standardizing security requirements, this certification simplifies the process for agencies procuring cloud services, reducing both cost and redundancy. With certified solutions like OpenText Content Management for Government, agencies can digitize records, improve operational efficiency, and enhance citizen service, all while maintaining compliance with federal regulations. OpenText’s commitment to secure information management helps agencies meet their goals responsibly and efficiently, optimizing resources while safeguarding sensitive data.
In addition to Protected B certification, the release of OpenText Content Management CE 24.4 brings streamlined navigation, powerful integrations, and advanced automation capabilities. These updates improve information accessibility, operational efficiency, and compliance with industry regulations. Here’s just some of the highlights from this release.
Enhanced navigation with Smart View hamburger menu
The introduction of a “hamburger menu” in Smart View offers users a streamlined navigation experience. This menu, embedded in the application header, provides quick access to frequently used areas like “My ToDo” and “Recently Accessed,” optimizing workflows and improving ease of use. It can be enabled or disabled via an admin setting.
Intelligent viewing – eye icon updates
The viewing and transformation options in Smart View have been refined, with the “eye” icon updated to include Intelligent Viewing as a submenu item. The eye icon is also now used for other open commands such as the Office integration. This change frees up screen and menu space, making navigation more intuitive for administrators.
Simplified business workspace members management
Business Workspaces in Smart View have been enhanced with streamlined participant management. Users can now manage roles and folder access directly from the side panel, making collaboration setup faster and reducing time spent on administrative tasks.
New business scenario: Customer service
A new Customer Service business scenario has been added to the Business Process Library. Integrated with Salesforce, this scenario supports knowledge base article creation and updates with pre-configured event bots, workflows and WebReports.
Multiple signature types for DocuSign
CE 24.4 introduces multiple signing methods within DocuSign, including support for qualified electronic signatures. Additional metadata can also now be passed to DocuSign. This added flexibility is ideal for organizations needing to meet specific regulatory requirements for contracts and other critical documents.
Search multiple workspaces and documents with Content Aviator
Users can now select multiple workspaces as well as multiple documents when triggering Content Aviator. Workspaces and documents can be selected from anywhere including the browsing view, search results, within a collection and more, as long as they are Content Aviator enabled.
Automatically create a connected Microsoft Team
When creating a new Business Workspace in OpenText Content Management, users can now automatically generate a connected Team. This automated creation simplifies content sharing, enhancing collaboration for users who rely heavily on Microsoft Teams.
Support for inactive employee workspaces in SuccessFactors
The latest update allows automatic removal of SuccessFactors role members from a workspace when employee status changes from active to inactive. Additionally, re-hire scenarios are supported (inactive to active), optimizing synchronization jobs and improving performance for organizations with high employee turnover, such as seasonal operations.
Enhanced high-volume records management metadata performance
Administrators managing large data volumes can now utilize Records Management Metadata Bulk Update Rules, a feature that simplifies high-volume metadata adjustments. This update is particularly useful for organizations needing frequent reclassification or retention changes.
Advanced media add-on enhanced video player and audio support
Advanced Media Add-On now includes an enhanced video player with additional playback controls including zoom, playback speed adjustments, and options to skip forward or back 30 seconds. In addition, audio support has been added allowing users to convert, stream, annotate and clip audio files just like video files.
With these updates, OpenText Content Management CE 24.4 reinforces its commitment to delivering robust, flexible, and user-friendly solutions. By focusing on integration, automation, and improved user experiences, this release equips organizations to navigate the evolving demands of enterprise document management.
July 2024: What’s New in OpenText Extended ECM CE 24.3
The latest release of OpenText Extended ECM CE 24.3 introduces a suite of new features aimed at enhancing the user experience, improving productivity, and ensuring seamless integration with other tools and platforms. Here’s a look at what’s new:
Advanced Media Add-On
Users can quickly and easily convert, stream, annotate and clip video content.
New in CE 24.3, Advanced Media Add-On provides a first-class experience for users interacting with video content as part of business processes. This add-on allows users to:
Streamline video conversion and streaming.
Deliver high-quality video streaming at scale.
Enhance collaboration with annotation tools.
Simplify sharing with quick and easy clip creation.
The latest update to Content Aviator enhances document and workspace summaries. By upgrading from Google PaLM 2 to Gemini, users receive more accurate and useful answers. The summaries now include a short paragraph followed by a bulleted list of key points, making it easier to sift through large volumes of content.
New sales business scenario
Manage the entire sales process from campaign to lead to opportunity to sales order with the new sales business scenario in conjunction with Salesforce. This feature includes records management, Smart Document Types, and more as part of the business process library.
Microsoft Teams – Folder tab in each channel
Extended ECM now keeps users focused on relevant content within specific Teams channels. Each channel connected to a business workspace will have a folder tab pointing to the mapped folder in the business workspace, ensuring easy access to the right content.
Outlook Web Add-In – Bulk email filing
Increase productivity and improve the user experience by eliminating the need to file multiple emails individually. The new bulk email selection and filing feature in the Outlook Web Add-In streamlines the process, allowing users to file multiple emails into Extended ECM more efficiently.
“My ToDo” widget
The new “My ToDo” widget provides users with a singular view of all their assignments, enabling them to quickly take action and push business processes forward. Default sections include:
My Workflows
My Reminders
My Stateflows
Users can also provision custom tabs to track specific workflows of interest. Admins can switch the end user task widget between the legacy “My Assignments” and the new “My ToDo”.
“My Shares” widget – New folders added
For users who regularly share content outside their organization, the “My Shares” widget now provides a holistic view of shares and their status. New sections include:
Shares Expiring Soon: Shows shares nearing expiration, with admin control over the notification period.
Smart Document Types – “Upload with Approval” bot
Ensure the quality of content added to a workspace by requiring approval before uploading certain document types. Users can choose a document type, which then gets sent via workflow to an approver for review before being added to the workspace. Default workflows are provided, or users can build custom approval processes.
Electronic Signatures – Multiple “Meaning of Signing”
When signing a workflow, users can now select from a list for “Meaning of Signing,” allowing for better definition and understanding of the approval process. Business process designers can assign different meanings to each signing step, centralizing configuration for all signatory steps.
Viewing & Transformation – View Only mode for deep links
Enhance security and governance with the new View Only mode for deep links, available at the content or folder level. Users that open deep links in view-only mode will not have the ability to add annotations, print, or save.
Switch between vertically & horizontally aligned metadata fields
The new “Label Alignment” setting under Configure Smart View allows admins to choose between vertically or horizontally aligned metadata fields. This provides better accessibility and responsiveness, adapting to various screen layouts and user preferences.
Records Management – Classification rules for perspectives
Reduce administrative work by configuring a single Perspective for all objects of a given classification. Use a rule to display a Perspective for multiple containers based on a standard classification, streamlining management and updates across Extended ECM.
Records Management – Make confidential
Restrict access to sensitive content with the new “Make Confidential” feature, temporarily removing permissions for all users except the owner and the user performing the action. Admins can control and restrict usage of this feature.
WebReports – Generate Microsoft XML documents
Easily convert documents to .docx format for security requirements. Users can generate MS Word XML .docx files from various sources, including LiveReports, search queries, Content Server files, and external applications. This feature can be scheduled or triggered by specific events.
WebReports – “Run as”
Enhance flexibility and security control by allowing business admins to run reports on backend operations without modifying permissions. The new “Run as” option under Properties lets users select from a dropdown or run as a WebReports System User, with audit trails showing the “Run As” user.
Additional enhancements
Tenant Administrator user type: A new user type for cloud customers that allows access only to administration pages and specific volumes, ensuring segregation of duties without content access.
SAP SuccessFactors integration: Business admins can link to candidate workspaces or start document generation from external applications, extending functionality into SuccessFactors Recruiting or Workzone.
April 2024: What’s new in OpenText Extended ECM CE 24.2
The Extended ECM CE 24.2 release includes new capabilities designed to help organizations master modern work.
Streamline communication with precise linking
Create deep link URLs to point to bookmarks, page numbers, or search terms.
Extended ECM now empowers users with the ability to create a URL that will open a document and navigate to a designated section of that document. The capability facilitates collaboration with the ability to precisely point to a specific bookmark, page number, or search term. As an additional security measure, “deep link” URLs can be sent with a “view only” designation.
Clearly communicate about new document versions
Users adding a new version of a document are now able to easily communicate information about that version. Once the new version is uploaded, a dialogue box pops up to prompt the user to describe why a new version was needed or what changed. Users can also quickly see all added descriptions in a single view of the versions table.
Improve efficiency with new features for working with Extended ECM teams
Reduce manual work by importing teams from a previous Business Workspace of the same type.
A couple of new features improve the way team leads work with their teams:
View team members at a glance – Quickly display team participants, grouped by their roles, by with a single click that opens a searchable side panel.
Easily import existing teams into new Business Workspaces – When creating new Business Workspaces, streamline the process and cut back on manual work with the ability to automatically import a team from a previous business workspace of the same workspace type.
Enhance productivity and compliance with Smart Document Types In addition to using the File Upload widget, users can now easily drag and drop or click to add a document for Smart Document Types. Using Smart Document Types empowers users to streamline work by automating content storage, metadata usage, and follow-up processes.
Tighter integration and usability between Microsoft Office 365 and Extended ECM
Users will be auto notified, via push notifications to Microsoft Teams, of important items relevant to their role.
Users can strengthen the archiving process with the option to delete a Team upon retirement to ensure there are no other copies except the archived copy.
An enhanced Outlook web add-in for Extended ECM will support email filling to any permissible folder
Users have the option to create Teams channels as private or shared for sync mapping
Additional innovations to help you master modern work
Business administrators at organizations that have implemented OpenText™ Content Aviator can now enable Aviator by workspace type, reducing manual efforts when enabling a large number of workspaces.
Extended ECM mobile app users now have the added convenience of being able to create Business Workspaces from within the app.
A new feature for end users who want to work with metadata for reporting enables them to export search results directly from Smart View into CSV or JSON formats, maintaining their selected columns. Permissions and security clearance levels are also maintained within the export results.
January 2024: What’s new in OpenText Extended ECM CE 24.1
The Extended ECM CE 24.1 release includes new capabilities designed to help organizations master modern work.
Content Aviator surfaces your most important information in Extended ECM
With the introduction of OpenText™ Content Aviator, users can leverage the power of generative AI and large language models (LLM) for conversational searches that help them find what they need – faster.
Content Aviator provides generative AI content management and acts as an intelligent assistant that users can ask conversational questions, receiving answers that distill large volumes of Extended ECM content into comprehensible summaries, based on a user’s permissions. Once a question is answered, users can choose to ask follow-up questions or start new searches from scratch. Users can even ask Content Aviator to summarize a Business Workspace with the click of a button.
Streamline processes with easy-to-use document-centric automation
Use Smart Document Types to automate content storage, metadata usage, and follow-up processes.
Administrators can easily configure what happens with uploaded documents using bots to configure Smart Document Types—without the need for complex coding. Smart Document Types help store content correctly, ensure the appropriate metadata is included and can trigger follow-up processes.
With the new flexible, scalable functionality, administrators use simple bots to quickly configure conditions based on categories, attributes, operators and values. Multiple parameter blocks can be applied for more complex scenarios.
Personalize your user experience with options to show, hide and reorder columns
New options for working with columns empower users to personalize their experiences.
Extended ECM empowers end users with the ability to personalize and improve their experience by choosing how to display columns for their individual work preferences.
By simply opening the Column Settings panel, users can choose to select or deselect checkboxes for each column. They can also drag and drop to reorder columns. This view is available throughout the product and for every user—and the customized settings are “remembered” for both browse views and search results views—so the same column order is shown each time a user logs in.
Maximize database storage with improved viewing cache management
Admins can perform new cache operations to optimize available database storage and improve re-processing and troubleshooting of content—choosing to either clear the viewing cache on demand or setting a timeline to automatically clear the cache of anything that has been viewed.
Easily navigate to Business Workspaces from SAP
Two new features empower users with the ability to easily work with Business Workspaces in SAP S/4HANA:
By selecting a line item (such as purchase contract, sales contract, task list, etc.), users can click through to an associated Business Workspace.
Admins can now easily configure a Business Workspace in an SAP Fiori app with key user adaptation—without the need for complex coding.
Improve efficiencies between Microsoft Teams and Extended ECM
There are two new ways to boost productivity between Extended ECM and Microsoft Teams:
Administrators can choose a configured Microsoft Teams Template whenusing the Extended ECM Microsoft Teams job scheduler to automatically create Teams for Business Workspaces. This provides more flexibility and the ability to create and use Teams templates that meet the demands of their organizations.
Using the Teams app, end users have an option to choose a Microsoft Teams Template when simultaneously creating a Team and a Business Workspace.
Stay apprised on system health
A new System Health test framework allows Administrators to quickly test various aspects of Extended ECM, including: Document Management, OpenText Directory Service, Search, and System. The new testing capabilities will help provide Administrators with a more complete picture of system health over time.
November 2023: What’s new in OpenText Extended ECM CE 23.4
The Extended ECM CE 23.4 release includes new capabilities designed to help organizations master modern work.
Simplify complex procurement operations with the Procurement Business Scenario
Business Scenarios are turnkey, pre-deployed line-of-business solutions that can be “turned on” at no additional cost.
Manage all procurement information from purchase requisition to purchase order with the new Procurement Business Scenario
Manage content related to your procurement processes in Business Workspaces, with the ability to work as a standalone solution (supported by workflows) or driven by processes in SAP S/4HANA. The Procurement Business Scenario makes it easier to:
Create a purchase requisition from any user’s landing page
Manage all procurement information from purchase requisition to purchase order
Keep track of procurement updates on an at-a-glance dashboard
View contract consumption on the workspace
This Business Scenario is designed to work independently supported by workflows or with SAP S/4HANA for more complex processes, including approval workflows. (A new Extended ECM Business Scenarios User Guide is also available for customers (login required) for information about the general structure of Business Scenarios, which Scenarios are available and how to deploy them.)
To keep projects moving, delegate a proxy to cover for a specific user
Extended ECM users can assign a proxy who can act as though they are that user—for coverage during vacations and other situations that arise. Delegate a proxy indefinitely or for a specific start and end time window, allowing for advanced scheduling if an absence is planned. For additional clarity, the assigning user is alerted in the Notification Center every time the proxy user is working as them and a visual banner is displayed for the proxy user noting that they are “working as” the other person. Administrators also have the ability to set and change proxies on behalf of other users.
Delegate a user proxy to work as a specific user and keep projects moving
Quickly address Intelligent Viewing needs
Release CE 23.4 featured several new Intelligent Viewing features:
Support the secure viewing of content with Azure Information Protection (AIP) – “View Only” functionality allows AIP content to be viewed but not published, printed or annotated and restricts further processing with manual or automatic conversion features.
Support for work with Apache OpenOffice Formats – Viewing, annotation, redaction, publishing, and transformation are now supported when working with OpenOffice formats including ODT (text documents), ODS (spreadsheet), and ODP (presentation programs) file formats.
A better, more personalized way to work with columns
Release CE 23.4 provides more ways to personalize a user’s view that is maintained whenever the user logs in from the same laptop and browser:
Browse view – Users can now manually resize columns and scroll horizontally when more columns are available. The manual settings persist for the user’s future work for a personalized browse view experience.
Search view – A new gear icon allows users to switch between views that include tabular search, standard search, and a brand new pinned columns search. With pinned columns, users can set or “pin” a column in place with horizontal scrolling enabled for the remaining columns.
New notifications to keep users informed
Release CE 23.4 featured several new notifications for content sharing:
Share approval – Share coordinators or share administrators who want more control over the content that gets shared with Core Share or Microsoft Teams can now opt-in to receive notifications for shares that require their approval. When an employee tries to add a document to a shared folder, the Notification Center will provide an alert that approval is needed for a document that has been added to a shared folder.
Share Error and Share Expiry – Share coordinators and share administrators can opt-in to be alerted in the Notification Center (vs. via email) for shares with errors or shares that are set to expire in a pre-specified number of days.
August 2023: What’s new in OpentText Extended ECM CE 23.3
The Extended ECM 23.3 release includes new capabilities designed to help organizations master modern work.
Streamline document availability with Reservation Management
Extended ECM SmartView users who have gone to edit a document, only to discover that someone else has it reserved, will appreciate the new Reservation Management feature.
Collaborators can now choose to “request a reservation” on documents that are currently in use, reducing the need to leave the platform to send an email or instant message to notify team members they are waiting. This will help minimize downtime and remove bottlenecks by (1) communicating that a user is waiting for a document and (2) letting that user know when the document is available for them to reserve. This allows users to focus on other projects while waiting for their notifications, and it will be particularly useful for highly collaborative teams that are working with many files—particularly those that aren’t supported by Microsoft Office online or other co-authoring tools.
Reservation Management reduces switching between applications with notifications when a document becomes available.
Automate transformation with a Workflow Module step
A new Workflow Module step for transformation enhances content review and collaboration. Easily convert content to highly accessible PDF/TIFF formats as an Extended ECM workflow step that includes the option to apply annotations, redactions, banners and watermarks before publishing as a new document version or rendition.
Provide clearer at-a-glance information for more productive collaboration
To provide a better user experience for anyone who collaborates through email and Teams, enhanced copy URLs will provide more information at a glance—including icons, document names and a direct download link—so collaborators better understand where a link will lead them before they click on it.
Quickly decide whether to click a link with the greater insights provided by enhanced copy URLs.
Easily add charts to WebReports using no-code templates
Two new WebReport Smart Style templates featuring charts are now available. Without the need for coding, users can now either (1) display a clickable Visual Count Chart or (2) create a report featuring the chart along with a browsable list of the items below, which can be customized with actions such as copying items, viewing properties or copying links.
Columns, categories and attributes can also be easily added without taking up developing time. In addition to the new reports, other Smart Style reports include Simplified Browse, Simplified Metadata and Simplified Table and Visual Count Chart.
Save hours of development time by creating Smart Style reports with charts.
June 2023: What’s new in OpenText Extended ECM CE 23.2
The Extended ECM CE 23.2 release includes new capabilities designed to help organizations master modern work.
Amplify OpenText Extended ECM (or OpenText Documentum) with AI-powered insights
OpenText IDOL, a market-leading knowledge discovery and analytics platform, can now be combined with Extended ECM or Documentum to uncover the rich knowledge and connections hidden in your content. Adding IDOL, which supports over 1,000 data formats, enables users to surface key insights stored deep within unstructured data (within repositories such as Extended ECM, Documentum, Microsoft® Teams or SharePoint and other file shares). For more information, read the blog post: “Work smarter with content insights.”
Make smarter, faster decisions with data visualization of content connections and relationships via a knowledge graph.
Stay on brand and under budget
New streamlined branding functionality reduces both the need and extra cost of custom development to align with your organization’s preferred branding. Business administrators can now add a brand logo, background color theme, breadcrumb font color and/or icon color theme directly from within Extended ECM Smart View. The intuitive WYSIWYG (What You See Is What You Get) editor means changes are previewed before you hit save and can be made with just a few quick clicks. The new branding is implemented within seconds—and admins can revert to the original default settings just as quickly and easily.
Quickly address transformation needs
Release CE 23.2 featured several new Intelligent Viewing features:
Improved efficiency of content transformation – Automatically convert content within a Business Workspace. This container-level conversion can be configured so content that is added is automatically converted from the current format to the universally used PDF/TIFF formats and published to a targeted directory. Additional options include applying banners or watermarks and/or deleting source documents once a conversion task is completed. New functionality is also now available at the folder level: Automatic conversion can be triggered when a new version of a document is added to a configured folder—particularly useful for document revisions or updated drafts of engineering drawings.
Create rendition objects – Create Extended ECM renditions as an output option via automatic conversion, manual transformation and publishing from within the Viewer. The content converted as a rendition maintains a relationship link to the source document version they are created from.
Work more effectively with compound documents – The Compound Document object type is now supported for initiating an at-a-glance multi-file view, automatic conversions and secure banners and watermarks.
Do more with your SAP Integration
The CE 23.2 release featured key enhancements for authentication and productivity within SAP integrations:
Support for SAP IAS/IPS for authentication purposes – For customers that use multiple SAP solutions, Extended ECM supports SuccessFactors tenants that have SAP Identity Authentication Service (IAS) or Identity Provisioning Service (IPS) enabled for authentication and provisioning.
Review file completeness at a glance – In addition to monitoring single workspaces, managers and HR administrators are now able to save time by quickly seeing if documentation is missing or outdated over several workspaces—such as across teams or even an entire organization. A new widget enables users to jump into a view of an aggregated document completeness report with the ability to choose whether to display 30, 50 or 100 items per page. For a more precise view, use filters by document type, country of work, document status and workspace status. The report updates immediately, based on the options you select.
Quickly review file completeness to determine missing or outdated documentation across workspaces.
Improve information governance with retention schedules
Users can better manage the lifecycle of their records. The Record Series Identifier (RSI) retention schedule, which defines the stages of a record and the conditions that move the record to the next stage in its lifecycle, is now available in Smart View. Capabilities include adding stages, editing stages, deleting stages, and approving and viewing approval history.
Additional features for operational efficiency
Enterprise Connect users can now press a handy “Copy Link” button in the “My Working Document List” to copy the link to the Smart View of a document in the Office Editor cache with ease.
The Intelligent Filing Analysis Tool, used for the creation of analysis and runtime profiles for Intelligent Filing functionality, can now be accessed in the OpenText Cloud—with no more need to download it locally.
Controlled viewing and printing and electronic signatures are now fully cloud-ready for quick configuration by Business Administrators.
Accelerate the enterprise content journey with agile and scalable tiered plans
Whether your goals are to boost team productivity, build cross-functional excellence or bridge across boundaries, the new Extended ECM X-Plans have a cloud or license plans to suit your needs. The plans were built to fast-track deployment and accelerate time-to-value at every phase of your modernization journey—all with the scalability to grow as your business grows.
November 2022: What’s new in OpenText Extended ECM CE 22.4
The Extended ECM CE 22.4 release includes new capabilities designed to help organizations master modern work.
Simplify complex real-estate operations with the Real Estate Management Business Scenario
Originally released in CE 21.4, Business Scenarios are turnkey, pre-deployed line-of-business solutions that can be “turned on” at no additional cost. The Real Estate Management Business Scenario allows users to:
Securely manage all the essential property information such as tenancy agreements, mortgage documents, fire safety plans, surveys, etc. in a centralized repository with proper permissions and user rights
Quickly create a contract with appropriate terms using existing information on a specific property (rental object)
Stay up to date with property leases and contracts by reviewing their renewal/termination dates up to 3 months in advance using the Management Dashboard.
This Business Scenario is designed to work independently or with SAP S/4HANA for more complex processes.
Real Estate Management Business Scenario landing page with Management Dashboard and building information
Gain superior business intelligence with interactive charts
Static data visualizations like charts don’t always provide detailed information about the underlying specifics of the data. Users need a full view of the data’s makeup to truly understand the insights. By introducing interactive charts (in Smart View) in CE 22.4 users can get data visualizations that allow them to drill down and interact with data. These data visualizations allow users to:
Perform actions such as triggering sub-reports, initiating workflows, and downloading reports without leaving the dashboard.
Quickly identify which contracts have been signed, terminated, or reviewed by clicking on a graph (see the pie chart figure below) and then build sub-reports on the type of contract signed.
Contracts Status pie chart when clicked on displays the status of various contracts
Stay away from distractions with mindful Notification Center Updates
Receiving multiple notifications throughout the day regarding changes in a Business Workspace can be overwhelming. The CE 22.4 release comes with a weekly or daily email digest to alert users of the changes in a Business Workspace. This allows users to stay up to date without the distraction of multiple emails. In addition, the newly designed email template brings the familiar Smart View look and feel to a user’s inbox while allowing them to customize the email with their logos and color scheme.
Email summarizing the unread notifications about the changes in a Business Workspace
June 2022: What’s new in OpenText Extended ECM CE 22.2
The Extended ECM CE 22.2 release includes new capabilities designed to help organizations master modern work.
Eliminate data silos and improve collaboration with enhanced sync to Microsoft Teams
Originally introduced in CE 22.1, this release comes with bi-directional editing and versioning of files between Extended ECM Business Workspace and a Microsoft Team, thereby maintaining file integrity and eliminating potential version conflicts. This enhancement allows users to work seamlessly between their system of collaboration, such as Microsoft Teams, and a system of record such as Extended ECM, maintaining a single source of truth. Learn more about the integration.
Synchronization of content between Extended ECM Business Workspace and a Microsoft Teams
Stay up to date with the Notification Center updates
Initially introduced in CE 21.3, Notification Center continues to evolve as the collaboration hub in Extended ECM. This release has added e-mail as a delivery channel for all Notification Center updates. This means that users can enable e-mail delivery of messages sent to them through Notification Center, promptly receiving changes to their watched Business Workspaces, Content Syndication operations and more.
Notification Center updates are delivered via email directly to the users’ inbox
Make content administration seamless with the new Content Manager role
To improve content administration the new Content Manager role allows designated user accounts to bypass permissions and enter a mode enabling access to most of the content in the Extended ECM system; thereby allowing them to self-service content administration and completion of tasks such as un-reserving documents or altering permissions without relying on system administrators or, if deployed as a managed cloud service, OpenText Support.
Increased software scalability and availability with Kubernetes Deployment
Extended ECM is now supported on Red Hat OpenShift, providing flexibility for customers to run their Extended ECM solutions in the cloud or on-premises environments, especially for those in heavily regulated industries such as Banking and Financial services.
Multiple deployment options for Extended ECM users
Improved user experience for the SAP Enterprise Asset Management Business Scenario
CE 22.2 enhances existing features within the SAP Enterprise Asset Management Business Scenario, such as Completeness Check, Metadata Widget with related Business Workspaces, and Team Widget. With the Completeness Check, users can see which documents of a particular document type are missing, such as manuals, technical drawings, work instructions, analysis results, etc. The Metadata Widget provides users with an aggregated view of related Business Workspaces. Finally, the Team Widget enables users to see who is responsible for specific assets or workspaces. Learn more about Extended ECM Business Scenarios.
Seamless integration of dynamic workflows
Dynamic workflows from OpenText™ AppWorks™ provide a way to forward responsibilities and include additional reviewers after starting a workflow within OpenText™ Extended ECM for Government.This integration gives users the flexibility to adapt the steps and tasks for complex case management-based work, thereby connecting information, knowledge, and people to resolve cases seamlessly.
Simplified software delivery for easy administration
With CE 22.2, we have consolidated the software delivery and installation of the complete portfolio of Extended ECM products. This simplifies deployment and administration whether your system is on-premises or in the cloud. Consolidated delivery improves efficiency and reduces the risk of error during deployment as administrators no longer need to identify, check compatibility, check availability, and install modules individually. In addition, with a clearer view of all the capabilities offered across the portfolio, it’s easier for organizations to adopt the Extended ECM model to address new business requirements and use cases.
Magellan Risk Guard integration
With its seamless integration to Extended ECM, Magellan Risk Guard together with the new OpenText™ Magellan BI & Reporting integration enables business users to create custom interactive reports without needing assistance from experts in AI, Data Science or analytics. With access to the new reporting capability directly in the Magellan Risk Guard UI, users can report on the types of risky data that are the highest priority for their department or job role.
Looking to upgrade to the latest version? Discover 10 reasons why your organization should act now, and find out how you can accelerate your upgrade by working with our OpenText Professional Services team.
Previous updates
Looking for more information from the previous updates? Check out the following articles:
Customer data platforms, CRMs, and campaign tools all promise to make your customer interactions smarter. But for most organizations, these systems still operate in silos, leaving valuable data locked away and customer experiences feeling fragmented.
OpenText™ Customer Data changes that. It isn’t just a connector. It’s the real-time activation layer that unifies customer records, preferences, and consent data, turning them into personalized conversations across every channel.
Why customer data matters now:
Unified profiles = stronger engagement Customer Data brings together data from CX, CRM, CDP, and CCM platforms into a single, preference-aware profile that fuels personalization.
Real-time orchestration = faster response Orchestration capabilities activate data instantly, triggering messages and actions based on live updates across web, email, SMS, WhatsApp, communications, and journeys.
Consent and preference management built-in With privacy regulations tightening, Customer Data ensures every interaction is compliant and customer trusted.
The competitive edge
Customer Data works across stacks, extending and enriching existing CRMs or CDPs rather than competing with them. It fills the gaps competitors can’t, like hybrid hosting, fallback logic, and consent enforcement, making it easier for sellers to wedge into Salesforce, Adobe, or other incumbent stacks.
Real business impact
More transactions per profile: Every additional profile creates more personalized communications, increasing conversions and revenue.
De-risked compliance: Organizations avoid fines and data breaches by centralizing consent and preferences.
See customer data in action
Customer Data makes orchestration value multiply. In minutes, you can show:
How a single profile update triggers an omnichannel follow-up
How segments can orchestrate messages across SMS, email, and web
How consent and preference management ensure compliance at every step
The customer experience bar is rising, and only unified, real-time data can keep up. See how OpenText Customer Data can activate your customer data management strategy today.
It’s 9:00 am on Monday morning. Your CHRO needs the signed employment agreement for your newest executive. You know it exists… somewhere. The hunt begins: emails, shared drives, that folder someone created six months ago. Twenty minutes later, you’re still searching while your leadership team waits.
This scenario plays out in HR departments everywhere, highlighting a fundamental challenge: managing HR documents. The solution lies in employee document management, a modern approach that transforms HR from reactive file hunters into proactive strategic partners through automation and compliance.
Defining employee document management
Employee document management is the practice of securely organizing, storing, and governing all employee-related records throughout the hire-to-retire journey. This includes everything from offer letters and onboarding paperwork to performance reviews, certifications, and separation agreements.
Modern employee document management goes far beyond digital filing cabinets. It creates intelligent systems that enable HR automation, ensure compliance, and provide instant access to critical information. The goal isn’t just storing documents – it’s eliminating the administrative burden that keeps HR teams buried in paperwork.
Core capabilities of employee document management systems
Centralized document repository
A robust system consolidates everything into a single source of truth. Whether documents originate from recruiting, onboarding, or employee changes, they flow into one secure, searchable location. No more hunting through multiple systems.
Intelligent document creation
Modern systems use predefined templates and integrated employee data to automatically generate offer letters, contracts, and communications. This ensures consistency, eliminates mistakes, and frees HR teams from repetitive manual entry.
Smart organization and search
Finding documents shouldn’t require detective work. Advanced systems use metadata and full-text search to locate files instantly. Search by employee name, document type, or content to get immediate results.
Employee self-service access
Employees can securely access their own documents without HR intervention. Need an employment verification letter or the latest contract? Employees can retrieve it themselves, reducing HR workload while improving satisfaction.
HR compliance and automation
Built-in compliance tools make regulatory adherence manageable. Automated retention schedules, legal holds, and audit trails ensure your organization meets requirements without manual oversight. By combining compliance with HR automation, HR teams reduce risk and free up more time for strategic initiatives.
Integration with SAP SuccessFactors solutions
When employee document management integrates with SAP SuccessFactors solutions, it creates a unified HR ecosystem that amplifies your existing investment.
User experience integration: Documents are available directly within SAP SuccessFactors employee profiles, so users stay in familiar interfaces.
Security synchronization: The system inherits SAP SuccessFactors role-based permissions in real time. Role changes automatically update document permissions.
Data centralization: Files from multiple SAP SuccessFactors modules flow into a unified repository, consistently organized and accessible anywhere.
Workflow automation: Document approvals and routing happen automatically based on SAP SuccessFactors events. New hire? A folder structure creates itself. Termination? Retention policies activate automatically.
The business impact
Operational efficiency
HR teams report dramatic time savings with comprehensive document management. Tasks that once took hours now happen in minutes. Automated filing, search, and self-service access eliminate routine work, allowing HR to focus on strategic initiatives.
Risk mitigation and HR compliance
Complete, organized employee files with automated audit trails provide confidence during HR compliance reviews. Legal hold capabilities allow instant file protection to prevent changes or deletions during investigations. When legal issues arise, immediate access to protected documentation safeguards the organization.
Enhanced employee experience
Today’s workforce expects digital, self-service capabilities. When employees can access documents instantly and generate error-free communications, it builds trust and improves the perception of HR as a strategic partner.
The future: AI-powered HR automation
Artificial intelligence is transforming document management from reactive to predictive. AI can summarize document content and enable conversational search with natural-language queries like “Show me unsigned NDAs from this quarter.”
Making the transformation
Modern HR document management represents a fundamental shift from chaotic, manual processes to intelligent, automated systems that support strategic HR operations. The technology exists to eliminate those Monday morning document hunts and give your HR team the tools they need to focus on creating exceptional employee experiences and driving business success.
