You shouldn’t have to choose between getting work done and managing records properly. Connect Content Manager with Microsoft 365 to reduce double handling and make records capture part of everyday work. Explore the options that fit your people and processes.
SharePoint supports shared sites and document libraries. Teams brings conversations and teamwork together, with channel files stored in SharePoint. OneDrive supports individual files and sharing, including files shared in Teams chats.
OpenText Content Manager is an electronic document and records management system. It helps organisations manage information with classification, metadata, access controls, retention and disposal processes.
Integration connects these roles. For example, staff might work with a document in SharePoint while an agreed process manages its records obligations through Content Manager.
The starting point is your existing Microsoft 365 governance and business requirements. Decide which information needs additional records controls, where it should remain and how people should access it throughout its lifecycle.
If keeping a record depends on remembering another upload, it is easy for busy people to miss a step. Duplicate entry also creates questions about which version to use and whether the record is complete.
A configured integration can connect capture with a useful business event, such as approval or a change in document status. Metadata and classification rules help carry context into the records process.
Start with one repeatable workflow. Agree what staff should do, which steps the integration should handle, and what happens when information is missing or an exception occurs. Then test whether the process genuinely reduces effort.
A policy is useful when people can find the approved version and understand whether it is current.
Where policies or procedures are managed in Content Manager, an integration can make selected records available through SharePoint. Staff gain a familiar access point, while the records team maintains an agreed source of authority.
Define the publication rules before connecting the systems: who approves the document, which status makes it available, who may see it and what happens when a replacement is issued. Clear rules help reduce the circulation of outdated copies and make ownership easier to understand.
A project team may work effectively in Microsoft 365 but leave behind an unclear collection of documents when the work closes.
Build closure into the process early. Identify the documents and context that need to be retained, their owners, the appropriate classification and the point at which they become records.
Depending on the integration approach, selected content can remain managed in its working location or be captured into Content Manager. Agree what stays accessible to the team and what happens to the original workspace. Check holds, exceptions and retention requirements before any removal or disposal action.
Finding a document is only useful when the person has appropriate access and can trust what they have found.
Scope the search experience alongside the integration. Consider which repositories people need to search, what metadata will help them, and how approved records should appear in their working tools.
Review permissions across both systems, including external sharing and changes in team membership. Test real user roles and restricted content, rather than relying only on an administrator's view. Keep access, version history and lifecycle behaviour in the acceptance criteria so the result supports both everyday work and information governance.
Different workflows can need different integration patterns. SharePoint integration, the Content Manager Teams app and Office or Outlook add-ins serve different needs. Teams conversation capture needs its own scope and setup, beyond managing channel files. Email capture and working with Office documents are further options to assess, including the add-in requirements for new Outlook.
Use supported manage-in-place capabilities where content needs to remain in its collaboration environment while records controls are applied. Check the supported content types, actions and lifecycle behaviour for your environment.
Bring selected information into Content Manager when a defined event occurs, such as approval or project closure. Set the capture rules, required metadata and exceptions before automating the handover.
Expose selected Content Manager records through a familiar access point, such as SharePoint, so people can use authoritative information in their work.
These patterns can be combined. Availability and behaviour depend on your Content Manager version, Microsoft 365 environment, integration components, configuration and licensing.
If an existing integration feels awkward, review its version and configuration alongside the workflow.
Content Manager 26.2 includes Teams improvements such as a dedicated view of finalised manage-in-place records, additional metadata visibility and record finalisation from Teams. It also introduces semantic indexing, search and classification capabilities.
These developments are worth assessing against a specific need. Check prerequisites, licensing and upgrade guidance before deciding what to adopt. SharePoint integration upgrades also require attention to changes in event processing and lifecycle policies.
Bring us a practical example: staff re-entering information, an unreliable policy library, a project closure backlog or records that are difficult to find.
We can discuss your current systems, the people involved and the outcome you need. From there, we can identify a suitable integration approach and the requirements to test in a focused pilot.
Success might mean fewer manual steps, clearer ownership, dependable capture or easier access to an approved record. Define it before implementation, then use it to guide configuration, training and ongoing improvement.
