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CTS206 How to - Integrating Office 365 with Content Suite & Extended ECM for efficiency and security
October 2020 | Roel Gillesen | Sr. Strategic Ecosystem Manager | Microsoft Solutions
OpenText Confidential. ©2020 All Rights Reserved. 2
Risk - Digital Workplace is disconnected
New way to work
Users working from home
using unmanaged
instances of MS Teams
and Office 365
Generating new silos
Copying information
from corporate
systems, editing and
saving locally or to
shared storage.
Business Continuity
Content outside of corporate
systems is not backed up
correctly. Content created in
the Teams is not easily
migrated back into corporate
systems..
Nonstandard environment
Users may not have access
to all the content and
applications leading to re-
creation or incorrect content
management
OpenText Confidential. ©2020 All Rights Reserved. 3
Disconnected systems
Data LossContent stored in non-managed solutions likeOneDrive or local fileshares results in loss ofdata due to accidental deletetion, peopleleaving the organization or failing hard- andsoftware
Slow processesDisconnected systems and data cause delays inbusiness processes due to lack of knowledgeabout the status, incorrect information or lackof information
Unmanaged copiesCreating copies of documents for collaborationpurposes introduces the risk of loosing thesefiles. A lot of times, the copies are not movedback into the corporate archive or in the wronglocation.
Lost versionWorking on different copies of a file increasesthe risk of loosing versions. Different peoplework on the different copies and changes arenot merged. When versions are lost, oftenrework needs to be done to undo the mistakes.
Storage costsDuplication and not managing documentlifecycle is one of the main reasons for storagecost increase, not to mention the costs ofmaking a backup of all that content
New SilosBy introducing new collaboration and storagetools that are not integrated into the corporatearchive, new silos are created. The content inthese silos usually contain no metadata andeventually need to be migrated back.
OpenText Confidential. ©2020 All Rights Reserved. 4
Even with modern systems; data is all over the place
The Challenges
• Content is stored in different
locations and formats
• Hardly and metadata is added
• Policies and access rights are
not in sync
• Relationships are not captured
• Lots of copies of the same item
OpenText Confidential. ©2020 All Rights Reserved. 5
Ideal situation
Extended ECM
Account
ExecutiveFinanceAssistantLegal Production Service
Customer
Support
Opportunity
& Quote
Campaign &
Lead GenSales Order
Engineering
(Project)
Production &
DeliveryService
OpenText Confidential. ©2020 All Rights Reserved. 6
OpenText solutions are deeply integrated
with Microsoft in order to enhance them
with strengths that we provide
OpenText Confidential. ©2020 All Rights Reserved. 7
▪ Industry leading, DoD 5015.2 and VERS certified
▪ Manual + automatic classification
▪ Search and access to records from Office 365
Records Management
▪ Search and access Content Server from SharePoint Online
▪ Bring ECM content to Office 365 users
▪ Enable collaboration and minimize duplication
▪ Store emails in Business workspaces
▪ Send links via Outlook
Collaboration
▪ Share content between ERP, CRM and SharePoint Online
▪ Collaboration between ERP, CRM and Office 365 users
▪ Organize content alongside your business processes
▪ Automatic Teams creation and decommissioning
Business Workspaces
Why Extended ECM for Microsoft Office 365
▪ Directly edit documents via the browser in Office Online
▪ Co-Authoring for documents
▪ Auto save functionality
Co-Authoring
▪ Archive ERP/CRM and SharePoint in the same place *
▪ Incremental archiving
▪ Rule-driven archiving
▪ Permission synchronization
▪ Link management
▪ Teams Archiving
▪ OneDrive Archiving
Archiving
OpenText Confidential. ©2020 All Rights Reserved. 8
Map Microsoft Teams to a Folder or workspace
What does it do?
• Ability to map and archive Teams to
Folders in Content Server
• Ability to map and archive Channels to
Folders
Why it matters
• Allows permanent Teams, not part of a
Business Process to be mapped and
archived, like Departmental Teams.
• More flexibility in filing locations
• Channel mapping to custom folders
instead of automatically inside the
same Business Workspace.
• Better alignment with Business
Processes.
OpenText Confidential. ©2020 All Rights Reserved. 9
Archiving Microsoft Teams Chats
What does it do?
• Archive Teams chat history
• Single file or split
Why it matters
• Part of the Audit Trail
• GDPR Regulations might require
capturing this data
• eDiscovery purposes
• Context of the Business Process
OpenText Confidential. ©2020 All Rights Reserved. 10
Full Synchronization with Microsoft Teams
What does it do?
• Synchronize Extended ECM business
workspace roles & memberships to
Microsoft Teams
• Remove Teams members that are not
in workspace
• Configurable to match different
customer requirements
Why it matters
• Keep Extended ECM and Microsoft
Teams in sync
• Minimize administration overhead
• Controlled collaboration scenariosMicrosoft Teams
OpenText Confidential. ©2020 All Rights Reserved. 11
SharePoint Web parts
What does it do?
• Surface content inside SharePoint
• Automatic or Manual archiving of
SharePoint content
• Automatic archiving of OneDrive
content
Why it matters
• Capture Signed and final content
from SharePoint
• Archive OneDrive or SharePoint
content for eDiscovery or backup
purposes
• Decommission Unused or Finished
sites to keep SharePoint clean
OpenText Confidential. ©2020 All Rights Reserved. 12
Email Integration - links
What does it do?
• Easy filing of Emails and/or
attachments in the Business
Workspace
• Suggest workspace
• Insert links to content to prevent
duplication or rogue versions
Why it matters
• One source of truth
• Easy capture of email and contextual
information related to the Business
Process
• Works Online and on the Desktop
OpenText Confidential. ©2020 All Rights Reserved. 13
Email Integration
What does it do?
• Easy filing of Emails and/or
attachments in the Business
Workspace
• Suggest workspace
• Insert links to content to prevent
duplication or rogue versions
Why it matters
• One source of truth
• Easy capture of email and contextual
information related to the Business
Process
• Works Online and on the Desktop
OpenText Confidential. ©2020 All Rights Reserved. 14
Microsoft Information Protection
What does it do?
• Support Microsoft Azure Information
Protection for incoming and outgoing
content
• Integrated with Content Server Security
Clearance (level defines AIP protection)
• Content Server controls AIP protection
through business processes leveraging
Extended ECM
Why it matters
• Control content even if it leaves the
repository or your organization
• Combine information protection with
OpenText’s marked leading RM
• Seamless integration with Microsoft
services
Content Server
ADVANCED
PROCESSING
INGESTION
DOWNLOAD
Performance System of
Record
Minimal 3PT
reliance
OpenText Confidential. ©2020 All Rights Reserved. 15
Support for custom Microsoft Clouds
What does it do?
• Custom Microsoft Tenants are now
supported like Government Clouds
and National Clouds.
• DoD Certification.
Why it matters
• Freedom for customers to choose the
best location that fits their business.
• Future proof
• Supports global deployments
• Makes it easier to comply with
regulatory and compliance
requirements
OpenText Confidential. ©2020 All Rights Reserved. 16
Carbonite Office 365 backup
What does it do?
• Carbonite Backup for Microsoft 365
captures changes in Microsoft 365
applications and replicates them to a
secondary instance in Microsoft Azure.
• The solution runs automatically up to
four times per day, or every six hours
Why it matters
• When it's time to recover, you can
perform granular and full-fidelity
restore of Microsoft 365 content.
• Use simple search to recover content
from Teams, SharePoint, Email,
Calendar and OneDrive. Restore
based on owner, subject line, content
type and more
OpenText Confidential. ©2020 All Rights Reserved. 17
OpenText solutions are deeply integrated
with lead applications – the Digital
Business
OpenText Confidential. ©2020 All Rights Reserved. 18
Digital Workplace
Digital Business
OpenText connects content to
digital business
▪ Content creation & collaboration
▪ E.g. Microsoft 365, Teams, Office apps, etc.
▪ Process & governance centric
▪ E.g. SAP, Salesforce, SuccessFactors, Dynamics 365, etc.
Why OpenText
OpenText Confidential. ©2020 All Rights Reserved. 19
Drive Digital Transformation with Intelligent Workspaces
Double-downon Extended ECM
IntelligentWorkspaces
as you becomedigital
Stay informed
Work with content in-place
File documents easily
Browse business relationships
Smart View Enjoy working in a modern user experience
Intelligent Automation Automate your tasks
Integrated in Business AppsGet business context and meaning
Integrated in MS TeamsCollaborate as team
Remote Working Work in remote locations
Integrated in MS Office 365Edit your documents
Run Anywhere
Choose your platform
Core ShareShare documents with external parties
Workspace TemplatesGet consistent structures
Core SignatureSign documents digitally
Mobile Working Work with mobile devices
Information GovernanceApply your policies
Intelligent Filing
Intelligent Watching
Intelligent Viewing
Connected
OpenText Confidential. ©2020 All Rights Reserved. 20
Drive Digital Transformation with Intelligent Workspaces
Double-downon Extended ECM
IntelligentWorkspaces
as you becomedigital
Stay informed
Work with content in-place
File documents easily
Browse business relationships
Smart View Enjoy working in a modern user experience
Intelligent Automation Automate your tasks
Integrated in Business AppsGet business context and meaning
Integrated in MS TeamsCollaborate as team
Remote Working Work in remote locations
Integrated in MS Office 365Edit your documents
Run Anywhere
Choose your platform
Core ShareShare documents with external parties
Workspace TemplatesGet consistent structures
Core SignatureSign documents digitally
Mobile Working Work with mobile devices
Information GovernanceApply your policies
Intelligent Filing
Intelligent Watching
Intelligent Viewing
Connected
CTS205 Efficient, controlled digital signatures through
Content Suite and Core Signature
CTS204 Improve agility through cloud-native Content Suite and Extended ECM
CTS206 Integrating Office365 with
Content Suite & Extended ECM for
efficiency and security
CTS207 Accelerate processes with
Intelligent Automation in Content
Suite & Extended ECM
CTS208 Brava/Blazon Intelligent Viewing for
Content Suite, Documentum & Extended ECM
CTS209 Secure collaboration beyond the firewall with Content Suite and Core
Share
CTS210 End-to-end information management with Intelligent Capture
and Extended ECM
CTS211 Information governance
for the new collaborative work
environment
CTS223 Latest capabilities and roadmap for Extended ECM for SAP® Solutions
CTS224 OpenText solutions for SAP® SuccessFactors and the future of HR processes
CTS233 What’s new in Enterprise Applications for SAP®, Microsoft® and Salesforce®
CTS222 Completing the ECM puzzle
with Microsoft Office 365 and
OpenText
OpenText Confidential. ©2020 All Rights Reserved. 21
Q2 CY2021 [21.2]
planned
Q4 CY2020 [20.4]
in progressDelivered Recently
Extended ECM for Microsoft Office 365Extended ECM for Microsoft Office 365 integrates the collaboration and productivity tools of Office 365 with the Extended ECM product family. It enables users to collaborate and communicate more effectively in the context of business processes. Workspaces are tightly integrated with Microsoft Outlook, Microsoft Teams and Microsoft SharePoint, making relevant business content accessible to Office 365 users. And with only a few clicks, documents and emails originating in Office 365 can be added to Extended ECM business workspaces. Extended ECM for Microsoft Office 365 is compatible with other products of the Extended ECM family, augmenting business solutions from SAP, Salesforce and OpenText with the power of Office 365.
Last updated: December 31, 2019
Collaborate around Workspaces◦ Archive Microsoft Teams chat logs into
Extended ECM workspaces◦ Connect Microsoft Teams to regular folders
Intelligent Automation◦ Automatic configuration of Teams created
from Extended ECM workspaces
Compliance for SharePoint content◦ Support stubs and metadata mapping for
manually archived documents◦ Support for very large document libraries
Extend Platform Support◦ Support Postgres database for Office 365
Integration Service component◦ Support for MS Teams Private Channels
Deploy Rapidly◦ Support for cold-standby failover scenario
Improve User Experience◦ Revamp user experience and modernize
architecture of manual archiving for SharePoint Online and SharePoint 2019
Collaborate around Workspaces◦ Outlook Add-in: Entering metadata when
saving emails and attachments◦ Outlook Add-in: Suggest workspaces
without configuration of rules, compatible with CS mobile app
Extend Platform Support◦ Support modern app authentication for
automated archiving tasks for SharePoint Online and SharePoint 2019
Deploy Rapidly◦ Simplify and automate installation process
of Office 365 Integration Service◦ Improved support for advanced network
and security requirements
Collaborate around Workspaces◦ Archive Microsoft Teams recordings content
types into Extended ECM workspaces
Improve User Experience◦ Outlook Add-in: Store emails in Content
Server folders outside of workspaces
Intelligent Automation◦ Automate Microsoft Teams creation and
retirement with Extended ECM Event Action Center
Extend Platform Support◦ Support Oracle database for Office 365
Integration Service component
Deploy Rapidly◦ Support for deployment with Docker &
Kubernetes (containers)
OpenText Confidential. ©2020 All Rights Reserved. 22
More InfoInfographic: The Enterprise Information Journey
Blogs:OpenText Extended ECM for Microsoft Dynamics 365 has arrived with Release 16 EP5What’s new in Release 16 EP5 for OpenText Extended ECM for Microsoft Office 365 Managing life cycle of MS teamsAre your business processes getting the data they needHow does Extended ECM accelerate business processesAccelerate your business with integrations that matterWhere did I put that document?3 tips to improving efficiency and reducing risk when using Microsoft Office 365 and Teams
Demo video’s:OpenText™ Extended ECM for Microsoft® Office 365® OpenText Extended ECM shares content across MS Office 365, Salesforce, and SAP
Generic Video’s (youtube playlist):Manage Teams in 5 easy stepsStrengthen your collaboration in Microsoft Teams with OpenText Extended ECMA day in the life of, A Sales ProfessionalA day in the life of an HR Professional - Optimize HCM processes with OpenText Extended ECMA day in the life of a Procurement Professional - Optimize operations with OpenText Extended ECM for ERP
Click Tour: OpenText™ Extended ECM for Microsoft® Office 365®
OpenText Confidential. ©2020 All Rights Reserved. 23
DEMO | Extended ECM for
Microsoft Office 365 and
Engineering
Related Sessions
Check out these session to learn more about the value of integration Office 365 solutions
CTS222 | How to - Completing the
ECM puzzle with Microsoft Office
365 and OpenText
CTS233 | Product update: What’s
new in Enterprise Applications for
SAP®, Microsoft® and
Salesforce®
Thank you
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