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

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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

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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.

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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

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Ideal situation

Extended ECM

Account

ExecutiveFinanceAssistantLegal Production Service

Customer

Support

Opportunity

& Quote

Campaign &

Lead GenSales Order

Engineering

(Project)

Production &

DeliveryService

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OpenText solutions are deeply integrated

with Microsoft in order to enhance them

with strengths that we provide

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▪ 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

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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.

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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

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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

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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

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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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