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Automating Monitoring and Management Tasks for OpenText Extended ECM: Saving Time and Resources

by | Aug 27, 2024 | Blog, xECM

The volume of data is ever-increasing. As a result, many organizations are struggling to manage diverse digital content and systems.

OpenText Extended ECM can save time and resources and reduce inefficiencies and costs. It’s an enterprise content management solution that can bridge information silos, improve processes, and strengthen governance. 

To ensure efficient and secure content handling, you can enhance your monitoring capabilities by integrating Reveille with OpenText Extended ECM.

This blog offers an insightful analysis of OpenText Extended ECM. It also explores Reveille’s unique agentless monitoring capabilities for these systems.

Table of Contents

What is OpenText Extended ECM?

Did you know over 20% of productivity loss in organizations is due to document issues?

OpenText Extended ECM solves this by managing all digital content within an organization. It does everything from making and capturing content to storing, monitoring, retrieving data, and disposing of or archiving it.

It’s designed to help companies;

  • Automate and streamline complex document workflows to meet regulatory compliance requirements
  • Reduce manual tasks and paperwork to free staff for higher-value work
  • Improve search and retrieval, ensuring that critical documents, reports and data are easy to access. 

In other words, it’s like having a helpful digital assistant that keeps all your documents organized and easy for users to find.

How Can OpenText Extended ECM Help With Automated Monitoring and Management?

By integrating with leading enterprise applications like SAP, Microsoft 365 and Salesforce, OpenText Extended ECM brings content and processes together. 

This helps organizations automate repetitive tasks like document classification, routing, and approval processes.

Reveille takes things to the next level. It provides 24/7 automated call monitoring systems for alert monitoring and management. Reveille’s proactive and continuous monitoring solutions detect problems early, before they affect users, ensuring optimal system performance. It can then automatically fix issues, or send an alert to the appropriate person. These automation features can save admins hours of work every week they typically spend to ensure the application is working.

The platform also offers advanced analytics and reporting. Reveille gives real-time insights into content use, performance, and compliance. This helps organizations make smart decisions and address any problems quickly. With Reveille, organizations benefit from a more efficient, reliable, and self-sufficient ECM system, allowing IT staff to focus on more strategic tasks.

Want to see this in action? Check out our interactive demo for xECM to learn more.

What Are the Key Features of OpenText Extended ECM?

OpenText Extended ECM has many features that make handling digital content more effective. 

Let’s take a look at some of them in more detail. 

  • Integration with business applications: OpenText Extended ECM can link with important business software like ERP (Enterprise Resource Planning) and CRM (Customer Relationship Management). This connection joins content with business processes, improving data exchange and workflows.
  • Advanced document management: This feature includes version control, metadata management, and secure access. It ensures that documents are organized. They are up-to-date and accessible only to the right people.
  • Business workspaces: These shared spaces gather all related content, tasks, and discussions in one place. This makes it easier for teams to collaborate and manage projects.
  • Content applications: The platform has different apps to help with specific document tasks, like handling invoices or managing contracts. These apps are customized to meet different business needs.
  • Business process library: OpenText Extended ECM has a library of ready-made business processes. This lets organizations quickly set up workflows. They can customize the workflows to fit their needs.
  • Document generation: This feature automates the creation and distribution of documents. It ensures they are consistent and high-quality while reducing manual work.
  • Generative AI: The platform has AI. It helps create content, analyze data, and automate processes. This helps improve productivity and brings innovative solutions to business challenges.
  • Compliance and governance: OpenText Extended ECM helps organizations follow industry rules and regulations. It provides strong records management, audit trails, and governance features to reduce the risk of non-compliance.
  • Collaboration tools: The platform offers tools that improve teamwork, including shared workspaces and project management features. These tools help teams communicate better and work together more effectively.

Benefits of OpenText Extended ECM

OpenText Extended ECM does more than enhance productivity and decrease operational expenses.

Let’s discuss the performance benefits these features bring to customers and your organization. 

Drive Collaboration and Informed Decision Making

OpenText Extended ECM stores documents, records, and other content in one place. Doing so makes it easy for employees to access the needed information. This technology helps them collaborate on projects, make smart decisions, and access key information to achieve business goals. For example, a global company can use this platform to let teams in different countries work on the same documents simultaneously.

Automate Manual Tasks and Enhance Efficiency

The platform automates routine tasks. It sends documents for approval and routes them to the right people. It also manages records. This automation technology ensures tasks are done the same way every time, making business operations more reliable, accurate, and efficient. It saves time and reduces the risk of mistakes.

Improve User Adoption

With its user-friendly interface, the platform provides users with extensive training and support. It includes training programs, online guides, tutorials, and responsive customer service and support.

This full service helps users learn how to use the platform, ensuring they get help whenever needed. It also makes it easier for everyone in the organization to use and benefit from the system.

Simplify Content Governance and Mitigate Risk

Administrators gain control over how content is managed. They can set rules for who can access documents, how long they should be stored, and how changes are tracked. This central control helps organizations comply with regulations and reduces data breach risks.

For example, a bank can use this platform to ensure only authorized employees can access sensitive information. This protects it from leaks and ensures regulatory compliance.

How Can Organizations Use OpenText Extended ECM?

Can all organizations use OpenText? Absolutely.

If you want to manage your digital content without headaches, then OpenText is for you. OpenText Extended ECM has many uses across various industries. Some of the notable organizations that have improved their own business intelligence processes are:

Financial Institutions

OpenText Extended ECM helps banks and financial companies manage many loan applications, documents, and customer communications.

For example, an American multinational financial services company used Extended ECM. They used it to replace their complicated, home-grown monitoring system. With Extended ECM, they can see and manage documents with ease.

They are across platforms like Documentum and SharePoint. This made their content services run smoothly. It helped them track user activity and performance and secure sensitive information. The system reduced the time and effort needed for maintenance. This change let’s staff focus on more important tasks.

Healthcare

Healthcare organizations benefit from using OpenText Extended ECM. It is especially helpful for managing patient records and streamlining tasks. For example, a top global drug company used Extended ECM to improve its document management.

They stored and managed all their critical documents using this platform. It held their research data, regulatory submissions, and patient information in a single, secure repository.

This improved the accessibility and security of their documents and enhanced collaboration across different departments. As a result, they sped up drug development, ensured better compliance with rules, and improved patient outcomes.

Government Agencies

Using OpenText Extended ECM, government agencies can manage information more efficiently and improve services for citizens. For instance, Extended ECM makes it easier to handle public records requests by automating document retrieval, redaction, and release.

Government workers can quickly search, filter, and share the needed records. They do this in response to Freedom of Information Act (FOIA) requests. Automating these tasks saves agencies time and resources. It also helps them respond faster and meet legal requirements. This process helps build trust with the public by making government operations more transparent and efficient.

Monitor OpenText with Reveille

When you automate and monitor your management tasks, many things are at stake. OpenText Extended ECM, combined with Reveille, revolutionizes content management. It enhances collaboration, automates tasks, and ensures regulatory compliance. This integration optimizes efficiency and security across industries, allowing organizations to focus on strategic activities.

It doesn’t need to be time-consuming or costly. All you need is solid support to monitor your OpenText.

You can request a demo or contact our team to try it. For more information, visit Reveille for OpenText Extended ECM.