Organizations create vast amounts of content that is filed and stored within siloed applications. Isolated from larger business processes and no longer in context, it becomes difficult or even impossible for users to find, analyze, and use this information. OpenText Extended ECM connects these information repositories, associating content with its business context and distributing it to the people who need it. Here’s your chance to see how Extended ECM can automate content-related processes—in SAP®, SuccessFactors®, Oracle®, Salesforce®, Microsoft®, or even across all of them. Join us for an end-to-end, real-world demo leveraging Extended ECM for CRM (Salesforce), ERP (SAP), and SharePoint® (Office 365®).

1. Bring Content into Context by Extending OpenText
ECM into ERP, CRM, HR, and MS Applications
Content Enriched Business Processes
Thomas Demmler,
Director Product Management,
Extended ECM Applications
February 27, 2018

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Put ECM in Business Context
The Idea

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Sales Process
Account Executive
Solution Consultant
Sales Management
Business Development Manager
Strategic Architect
Business Architect
Product Management
Professional Services
Partners
Bid Desk
Legal
Sales Management
Order Entry Clerk
Contract
Solution
Specification
Requirements
Specification
RfQ
Commercial
Offer
Sales
Order
Customer
Invoice

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Extended ECM
Supporting Processes end-to-end across Applications
Opportunity
& Quote
Campaign &
Lead Gen
Sales Order
Engineering
(Project)
Production &
Delivery
Service
Account
Executive
FinanceAssistantLegal Production Service
Customer
Support

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Extended ECM
Put ECM in Business Context
Enterprise Content
Management
+
Deep Integration with
Business Applications
Content Enriched
Business Processes
=
Improve Business Process Efficiency by
integrating content into business applications
Improve Regulatory Compliance by
managing content through its lifecycle AssetEmployee Project
Product CustomerSupplier
Business
Application
ECM

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Extended ECM
Enterprise Content Management
Archive
Collaborate
Transform
Perms Version
Search
Metadata
Workflow
Capture Dispose
AnnotateShare

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Extended ECM
Concept of a Business Workspace
A business workspace is a digital twin to an object like a customer, an employee, or an order,
which is managed in a business application.
CUSTOMER
WORKSPACE

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Extended ECM
Concept of a Business Workspace
Documents
managed in a
business
workspace.

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Extended ECM
Concept of a Business Workspace
Additional
Information
Map

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Extended ECM
Concept of Business Relationships
Information from
SAP ERP /
SAP S/4HANA
A business
relationship
visualizes
relationships
between business
workspaces.

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Extended ECM
Open, Integrated Enterprise Content Management
CUSTOMER
WORKSPACE
SALES ORDER
WORKSPACE
BUSINESS
WORKSPACE

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Extended ECM
Network of Business Workspaces
Project Workspace
Supplier Workspace
PROJECT
WORKSPACE
SUPPLIER
WORKSPACE
SUPPLIER
WORKSPACE
OPPORTUNITY
WORKSPACE
Pairing
CUSTOMER
WORKSPACEBusiness
Relationship

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Extended ECM
Concept of Pairing
Business Application
Data,
Roles,
Relations,
Classifications
Extended ECM Platform
Trigger
Event
WORKSPACE
TEMPLATE
Template based Creation
BUSINESS
WORKSPACE
Business Object
Content
in Business Context
Workspace User Interface Embedded

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Process Integration
ERP systems accomplish the
work by executing processes
(transactions, workflows).
Extended ECM capabilities
need to be accessible during
the execution of these ERP
processes as ECM is an
essential part of many
processes.
Roles Integration
ERP systems have a very
detailed and powerful role
concept to define access to
crucial business data.
Extended ECM leverages
these ERP roles to assign
role-based access to
Business Workspaces and
documents accordingly.
UI Integration
User Interface integration
allows users to interact
directly within content and
ECM capabilities from within
the ERP system. It is crucial
for adoption to keep users
working in the work context
they are familiar with.
Data & Relationships
Integration
Relevant data of ERP
business objects (such as
employee, customer, sales
order) is automatically
replicated to corresponding
Extended ECM Business
Workspaces. This ERP data
can then be leveraged for
classification and searching
of documents & workspaces.
Repository Integration
Documents created or
updated in the ERP system
are automatically transferred
into OpenText ECM
repository; ideally together
with important business
metadata. These ERP
documents must remain
accessible in the ERP
system. ERP documents can
be put under RM control.
automatically.
Extended ECM
Integration Dimensions
Repository Data & Relationships User Interface Roles Processes

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Extended ECM
Connects People and Information across Applications
▪ Provides comprehensive
ECM services
▪ Ties processes and
information together in
Business Workspaces
▪ Business content from
Extended ECM
▪ Business data from
Business Applications
▪ Deeply connects with data,
relations, and roles
▪ Seamlessly integrated
Account Executive
Project Manager
Purchaser
HR Admin
Consultant
Assistant

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Content Enriched Business Processes
Extended ECM in Action

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Extended ECM
Supporting Processes end-to-end across Applications
CUSTOMER
WORKSPACE
SALES ORDER
WORKSPACE
PRODUCT
WORKSPACE
CASE
WORKSPACE
CAMPAIGN
WORKSPACE
Opportunity
& Quote
Campaign &
Lead Gen
Sales Order
Engineering
(Project)
Production &
Delivery
Service
Account
Executive
FinanceAssistantLegal Production Service
Customer
Support

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Extended ECM
Salesforce: Account (Customer)
Extended ECM
Account
Global Trade
Workspace
Salesforce
Account
Global Trade
Account
Executive

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Extended ECM
MS Outlook / Office 365: Account (Customer)
Account
Executive
▪ Store emails into Business
Workspaces in an easy and
efficient way
▪ Open business workspace
▪ Quickly find a business
workspace from within
Outlook
▪ Recently accessed
workspaces
▪ Favorite workspaces
▪ Search by workspace name
(results with type-ahead)
▪ Suggested Workspaces
(March 2018)

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Extended ECM
Salesforce Mobile: Account (Customer)
...opens Extended ECM
Account Workspace in
Salesforce app
Salesforce Account –
Workspace Button…
Account
Executive

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1. Select template.
2. Preview.
3. Click Create.
Document Generation
Salesforce: Create personalized documents (Quote)
Account
Executive
Generate quotes, proposals,
contracts, and other high-quality
personalized customer
correspondence

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1. Review and adjust
generated document with
Salesforce data applied 2. Click on “Save in Workspace”
Document Generation
Salesforce: Create personalized documents (Quote)
Account
Executive
Generate quotes, proposals,
contracts, and other high-quality
personalized customer
correspondence
Data is retrieved automatically
from Salesforce.
Predefined sections are editable.

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Generated Quote is automatically filed in the
Extended ECM Quote Workspace
Document Generation
Salesforce: Create personalized documents (Quote)
Account
Executive

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Extended ECM
Smart UI: Landing Page (Role Legal)
Legal
Extended ECM
Landing Page
for Legal
Purchase Contracts
Sales Contracts

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Extended ECM
Smart UI: Sales Contract
Legal
Extended ECM
Sales Contract
Global Trade
Workspace
Overview

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Extended ECM
Smart UI: Sales Contract
Legal
Extended ECM
Sales Contract
Global Trade
Workspace
Documents

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Extended ECM
Smart UI: Sales Contract
Legal
Extended ECM
Sales Contract
Global Trade
Workspace
Related
Extended ECM
Customer
Global Trade
Workspace

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Extended ECM
Smart UI: Account (Customer)
Legal
Extended ECM
Customer
Global Trade
Workspace
Overview

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Extended ECM
SAP ERP: Sales Order (SAPGui)
Finance
Extended ECM
Sales Order
SO 157 Global
Trade
Workspace
Documents

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Extended ECM
SAP S/4HANA: Sales Order (Fiori)
Finance
Extended ECM
Sales Order
SO 157 Global
Trade
Workspace
Documents

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Extended ECM
SAP S/4HANA: Customer (Fiori)
Finance
Extended ECM
Customer
Global Trade
Workspace
Documents

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Extended ECM
SAP S/4HANA: Customer (Fiori)
Finance
Extended ECM
Customer
Global Trade
Workspace
Overlay in Fiori

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Extended ECM
SAP S/4HANA: Customer (Fiori)
Finance
Extended ECM
Customer
Global Trade
Workspace
Office 365 Group
paired with
Customer
Workspace

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Extended ECM
Office 365 SharePoint: Customer Support
Customer
Support
Open up Extended
ECM to Office 365
users
Work with Business
Workspaces
SharePoint Online,
SharePoint 2016 and
2013

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Extended ECM
Office 365 SharePoint: Support Case
Customer
Support
Extended ECM
Support Case
Poor Pump
Performance
Workspace
Documents
Data
Team

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Extended ECM
Office 365 SharePoint: Customer
Customer
Support
Extended ECM
Customer
Global Trade
Workspace
Documents
Data
Team

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Extended ECM
Office 365 Teams: Customer
Customer
Support
Extended ECM
Customer
Global Trade
Workspace
Conversations

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Extended ECM
Office 365 Teams: Customer
Customer
Support
Extended ECM
Customer
Global Trade
Workspace
Business
Workspace

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Extended ECM
Office 365 Teams: Customer
Customer
Support

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Extended ECM
Supporting Processes end-to-end across Applications
CUSTOMER
WORKSPACE
SALES ORDER
WORKSPACE
PRODUCT
WORKSPACE
CASE
WORKSPACE
CAMPAIGN
WORKSPACE
Opportunity
& Quote
Campaign &
Lead Gen
Sales Order
Engineering
(Project)
Production &
Delivery
Service
Account
Executive
FinanceAssistantLegal Production Service
Customer
Support

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Extended ECM
Open, Integrated Enterprise Content Management
Extended ECM
for
Government
Extended ECM
for
Salesforce
Extended ECM
for
Microsoft
Office 365
Extended ECM
for
SAP
SuccessFactors
Extended ECM
for
SAP ERP
SAP S/4HANA
Extended ECM
for
Oracle EBS
Extended ECM
for
Engineering
Extended ECM
for
…

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Extended ECM
SAP SuccessFactors
A simple, secure,
compliant, and integrated
enterprise solution to
manage your complete
employee digital records
• Increases Efficiency
• Minimizes Risk
• Reduces Costs
Employee Workspace:
Quickly and easily find employee documents with secure access to a
central repository of all employee information – in one digital employee file
Please join the dedicated session in the afternoon

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Benefits
Much more than just document storage

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Benefits of Extended ECM
One Version of the Truth
Centralized repository for
all your business files
Documents automatically filed by
business applications
Consistent business workspaces
for filing documents
Metadata and classification applied
automatically and in the background
Content connected to
SAP, SuccessFactors, Salesforce,
Oracle, MS Office 365
Inherited role-based permissions for
access control
Compliance with Regulations
Compliance and internal controls for the
most critical content
Consistently applied metadata that
powers search and faceted browsing
Consistently applied RM classifications
with trigger-based retention as needed
Single source of unstructured content
Completeness check lets you know
whether there are all documents
Employee Productivity
Ability to stay in business processes and
associated applications (SAP,
SuccessFactors, Salesforce, Oracle, MS
Office 365)
Unified access to documents outside of
the lead applications
Easily find content that is part of the
current or related business processes
Comprehensive set of content services
Personalized, process-specific
document generation and distribution*
* Not included in all Extended ECM offerings

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opentext.com
Contact
Thomas Demmler
Director Product Management
Extended ECM Applications
Email: thomas.demmler@opentext.com
LinkedIn: de.linkedin.com/in/thomasdemmler
Slideshare: www.slideshare.net/thomasdemmler
Twitter: @thomasdemmler
Join the Extended ECM professionals group at LinkedIn today!