Hume City Council automates Microsoft Teams record capture into OpenText Content Manager
FYB helped Hume City Council connect Microsoft Teams with OpenText Content Manager, enabling staff to collaborate in a familiar environment while records were automatically captured in the Council’s recordkeeping system.
At a glance
Customer: Hume City Council
Sector: Local government
Technology: Microsoft Teams, SharePoint and OpenText Content Manager
FYB solution: FYB 365|2CM, now part of FYB Connect
Key outcome: Automated records capture without changing how staff worked
About Hume City Council
Hume City Council serves one of Australia's fastest-growing and most culturally diverse communities, located across Melbourne's northern suburbs.
The challenge
Hume City Council needed to quickly support a shift to working from home. Microsoft Teams was introduced as a central collaboration environment where staff could communicate, share documents and continue working remotely.
However, the rapid adoption of Microsoft Teams created a disconnect between where staff were working and where corporate records needed to be managed.
Without an integration, staff would need to manually duplicate their efforts by working in Microsoft Teams and then separately capturing documents in OpenText Content Manager. The Council needed a way to support Microsoft Teams collaboration without compromising its recordkeeping obligations.
The solution
FYB implemented 365|2CM to connect the Council's Microsoft Teams and SharePoint environments with OpenText Content Manager.
Microsoft Teams workspaces were linked with the appropriate containers in Content Manager. Relevant information could then be automatically transferred into the Council's recordkeeping system in the background.
This allowed staff to continue working in Microsoft Teams while Content Manager remained the authoritative system for managing corporate records.
FYB installed and configured the application and trained the Council's administrators to manage the connections. Because the records capture process operated in the background, no additional training was required for end users.
The outcomes
The integration provided Hume City Council with:
Automated records capture
Information created and managed through Microsoft Teams could be automatically captured in OpenText Content Manager.
Less effort for staff
Employees could continue working in Microsoft Teams without separately filing the same information in the Council's recordkeeping system.
Recordkeeping built into everyday work
Records management became part of the existing collaboration process rather than an additional task staff needed to remember.
Continued use of Content Manager
The Council could benefit from Microsoft Teams collaboration while retaining Content Manager as its authoritative corporate recordkeeping system.
Minimal impact on users
The integration operated in the background, removing the need to introduce staff to another process or provide end-user training.
Straightforward implementation
FYB completed the installation and provided administrators with the training required to configure and maintain the integration.
"The solution can be implemented so quickly and is relatively simple to maintain." ? Paul White, Coordinator Corporate Knowledge, Hume City Council
Connecting Microsoft Teams with Content Manager
The 365|2CM module within FYB Connect automatically transfers information from Microsoft Teams and SharePoint into OpenText Content Manager.
It enables organisations to let employees work in familiar Microsoft 365 applications while records are captured and governed in Content Manager.
Make recordkeeping part of everyday work
Let your staff collaborate in Microsoft Teams while FYB Connect automatically captures information in OpenText Content Manager. Contact FYB to discuss integrating Microsoft 365 with your Content Manager environment.
Frequently asked questions
How can Microsoft Teams integrate with OpenText Content Manager?
FYB Connect links Microsoft Teams and SharePoint with OpenText Content Manager. Relevant information can then be automatically transferred into the appropriate Content Manager containers.
Can staff continue working in Microsoft Teams?
Yes. Staff can create, share and collaborate on information in Microsoft Teams while the integration captures records in Content Manager in the background.
Does the integration reduce manual recordkeeping?
Yes. Automating the transfer of information reduces the need for staff to separately save documents from Microsoft Teams into Content Manager.
Is end-user training required?
Hume City Council did not require end-user training because the records capture process operated in the background. Administrators received training to configure and maintain the integration.
How does the integration support local government recordkeeping?
The integration helps councils capture information created in Microsoft Teams within their established recordkeeping system. This allows existing governance, security, retention and disposal controls to be applied in Content Manager.
Is 365|2CM part of FYB Connect?
Yes. 365|2CM is a core module within FYB Connect, FYB's central integration platform for OpenText Content Manager.
