PRODUCT OVERVIEW

OpenText Business Workspaces

A simple, yet powerful way for teams to manage content-centric work

Eliminate Many organizations still rely on paper or email to access and

inefficiencies by distribute information needed for content-centric team activity,
aligning teams, content causing delays and compliance risks chasing documents and
and collaborative searching for relevant information across multiple functions.
business processes Or, they burden IT with requests to develop and manage
custom, internal applications that have a very narrow focus.
Remove the risks OpenText™ Business Workspaces provides a simple, yet powerful way for teams to
manage content-centric work. Using pre-built templates, non-technical users can
of ad hoc information
create dedicated workspaces, aggregating content, data, people and tasks related to a
exchange with common business project or case. Content is seamlessly available to those who need
it, when they need it, with governance policies automatically and transparently applied.
automated governance
Business Workspaces, an OpenText™ Extended ECM Platform module, uses pre-built
templates and a visually driven Smart View user interface to create customized areas
Free up valuable
to share and access content needed for a common task or goal. Content managed
IT resources and within the workspaces can be shared with contractors, partners or external parties,
without compromising enterprise control and security. These workspaces provide
drive more value
a compliant area to exchange information without relying on an over-burdened IT
from the content department to configure.

services platform
Eliminate inefficiencies by aligning teams, content and
collaborative business processes
Reduce information Organizations often struggle with inefficiency due to paper-based processes,
email, shared drives and proprietary departmental solutions for information access
silos with a foundation
and collaboration, resulting in unnecessary delays and poor decisions due to
that integrates content forgotten, inaccessible and inaccurate content.

to lead applications
 With Business Workspaces, knowledge workers are empowered to set up dedicated
workspaces that bring together the information, team members and workflows they
Black Sea Trade and need. Replacing manual tasks with modern, digitized content workflows improves
productivity and reduces costs. While providing a cohesive way to share and
Development Bank
collaborate, the workspaces-based model also prevents IP loss from subject matter
Unlock the full value of OpenText™ experts and enables teams to more effectively achieve common business goals.
Business Workspaces by learning
more about the range of OpenText Remove the risks of ad hoc information exchange with
Professional Services that leverage automated compliance
decades of best-practice experience
While many companies use consumer chat tools, these applications are often
in content management software.
difficult to govern and prone to security breaches, leaving organizations open to the
risks of lost IP and compliance penalties.
Learn more
With Business Workspaces, OpenText industry-leading records management
practices are embedded into each workspace to automatically and transparently
govern the content involved. Customizable user permissions define who can see
what, while audit trails enable reporting on access and modifications. The solution
allows teams to freely collaborate and exchange critical business information,
Pe
a o while providing the confidence that metadata and classifications are added to the
record. By automating the application of transparent records management rules
t

pl
Da

and classifications (without user intervention), organizations can easily include

workspaces as part of their information management strategy.

Customer Free up valuable IT resources and drive more value from the
workspace content services platform
Co

en
ks

s
nt

t Ta Users can easily set up workspaces for any repeatable process. Creating a new,
case-based workspace simply involves selecting the most appropriate template,
entering the baseline information and assigning users to pre-defined roles. This
new workspace is added to each member’s personal dashboard, providing quick
access to the cases they are participating in and tasks they need to complete.

Additional dashboards can be created to provide managers with at-a-glance

information on the status of multiple initiatives. Implementing Business Workspaces
makes collaboration across remote teams and locations much easier, with zero
burden on the IT department.

Reduce information silos by laying a foundation that can

integrate content to lead applications
Business processes are the lifeblood of an organization, but no single process
operates in a vacuum. It is frustrating for knowledge workers when they cannot
readily access critical, day-to-day business information locked in lead business
applications, such as SAP®, Oracle and Salesforce®, and instead waste time and
resources relying on others.

Using OpenText™ Extended ECM, Business Workspaces can be integrated into the
lead applications where information is produced and stored. It can feed that information
into the workspace itself to give users direct, permission-based access to information
related to the task at hand. Users benefit by having realtime access to current, accurate
data, without ever leaving the application or interface they are working in.

By allowing business users to self-administer solutions to meet their needs,

Business Workspaces fundamentally changes the way content services are
deployed and used, minimizing training requirements, increasing user adoption and
enhancing team productivity. With Business Workspaces, organizations greatly
improve team collaboration by aligning content to business processes, while
removing the compliance risks that come with ad hoc communication.

OpenText Business Workspaces 2/4

 Product Feature

Create custom workspaces Configure business workspaces quickly to deliver a custom, role-based
with templates experience for a multitude of use cases

Design templates using predefined folders for content, document templates,

metadata and classifications, users and groups, permissions, tasks, discussions,
workflows and more

Simplify business processes and Use workflows, tasks, follow-ups, milestones and phases to help progress towards
automate project actions a collective goal

Create independent or interconnected workspaces, ensuring a single piece of

content can be used within multiple processes

Facilitate best practices for content Incorporate virtually any content type into comprehensive document management,
management records management, search and archiving capabilities

Work with content directly in desktop apps through tight integration with
Microsoft or access web editing and co-authoring using Office 365 ®
®

Retrieve workspaces quickly while working in Microsoft® Outlook® via the Outlook
Add-in Search Form

Streamline collaboration across Ensure IP is more readily captured, as less information travels through the
platforms and capture IP organization by email, paper or social channels

Eliminate the need for users to switch between applications, improving user
adoption and productivity

Use embedded Business Workspace tools, including blogs, wikis, activity feeds,
discussions, forums, comments and user profiles

Collaborate easily and securely with external parties through integration with
OpenText™ Core

Access silos of business information Integrate workspaces to lead applications, connecting and aggregating data from
locked in lead business applications systems, such as SAP, Salesforce and Microsoft Office Online

Get a comprehensive view of a customer, opportunity, asset, project or any

business object

Embed information for easy access from any HTML 5 site using Smart View widgets,
allowing users to stay in a preferred interface while participating in the process

Govern automatically Ensure governance without the need for user intervention, with metadata and
records management classifications built in to Business Workspaces templates for
compliant long-term storage and legally defensible governance

About OpenText
OpenText, The Information Company, enables organizations to gain insight through
market leading information management solutions, on-premises or in the cloud. For
more information about OpenText (NASDAQ: OTEX, TSX: OTEX) visit: opentext.com.

Connect with us:

• OpenText CEO Mark Barrenechea’s blog
• Twitter | LinkedIn

OpenText Business Workspaces 3/4

 See the demo

Watch the video

Join the conversation

Keep up to date

Learn more

Business Workspaces creates comprehensive landing pages showcasing

activities and cases.

Taking actions on Legal Case Workspaces—reminders can be added and tracked.

Set up workspaces to view information in context to a role. In this case, metadata

displays information about facility and management team contacts.

opentext.com/contact 4/4

Copyright © 2022 Open Text. All Rights Reserved. Trademarks owned by Open Text.
For more information, visit: https://www.opentext.com/about/copyright-information • 02.22 | 19485.EN