OpenText Extended Content Management (ECM) – Documents in process, managed centrally and securely
Your documents belong where your processes run
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With OpenText Extended Content Management (xECM), you can digitize and manage your company content exactly where it is needed: directly in the SAP system, in Microsoft 365, Salesforce, or other leading business applications. Whether contracts, invoices, customer documents, or technical documents—all information is available in context, versioned, and audit-proof. FINK IT-Solutions is your experienced partner for the implementation, customization, and operation of the OpenText content management solution.
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Frequently Asked Questions (FAQ)
OpenText Content Management for SAP Solutions refers to OpenText Content Management ( xECM), which is used specifically in the SAP environment. Technologically, it is the same platform as Extended ECM; the difference lies mainly in the product or marketing name.
OpenText Content Management for SAP Solutions describes the underlying technology platform or ECM suite (xECM).
SAP Extended Enterprise Content Management by OpenText is the solution and marketing name used by SAP.
SAP Content Management Core by OpenText is a cloud-based SaaS solution for content management from OpenText.
SAP xECM by OpenText is a comprehensive enterprise ECM solution that is not exclusively provided as software-as-a-service.
In short:
- Core = Cloud-based, lightweight content management, ideal for rapid SAP integrations and basic content and records functions.
- xECM = Enterprise-ready ECM platform with very deep SAP integration, team and project collaboration, collaborative workflows, and lifecycle and governance functions.
| Aspect | SAP Content Management Core by OpenText | SAP xECM by OpenText |
|---|---|---|
| Deployment | Cloud-native SaaS | Enterprise solution (cloud, on-premises, or hybrid) |
| Integration with SAP | Good, basic process integration | Very deep integration with SAP business objects and user interfaces |
| Objective | Basic content management & records management | Complete ECM with workflows & collaboration |
| Typical use cases | Standard document storage with SAP connection | Process-centered, complex content workflows |
| Scaling | Lightweight, optimized for cloud scenarios | Designed for large enterprise environments |
OpenText Extended Content Management (Extended ECM) is a platform for enterprise-wide content management that intelligently links structured data (e.g., SAP master data) with unstructured content (e.g., PDF documents, emails, Office files). The solution enables documents to be stored centrally, used specifically in processes, and archived securely—with full transparency and compliance.
OpenText Content Management features at a glance:
- Digital files for contracts, invoices, personnel records, projects, customers, etc.
- DMS features such as versioning, check-in/out, keywords, metadata, templates
- Integrated workflows for reviews, approvals, deadlines, and tasks
- Powerful search across metadata, full text, and system boundaries
- Archiving solutions in accordance with legal requirements and company guidelines
- Mobile access & modern user interfaces – also via SAP Fiori
Practical application examples:
- Contract management: Central storage, automatic deadline monitoring, and approval processes
- Invoice and document archiving: GoBD-compliant storage & Connection to SAP FI/MM
- Technical documentation: Control and archiving of CAD files and specifications
- Personnel files: GDPR-compliant management of sensitive employee documents
- Project files: All documents for a project bundled, versioned, and accessible at any time
xECM is particularly useful in areas with high document volumes or complex compliance requirements, such as legal, purchasing, contract management, human resources, projects, or quality assurance.
xECM integrates seamlessly with SAP modules—content can be displayed and edited directly in SAP transactions. It also supports SAP Fiori interfaces and ArchiveLink. Hybrid or cloud-based architectures can also be implemented.
The advantages include: central storage of all content, improved searchability, continuous workflows, fewer media breaks, increased transparency, automated versioning, and improved compliance with legal requirements (e.g., data protection, archiving).
Document types:
- Office files (Word, Excel, etc.), PDFs, scanned documents, images, and other unstructured formats are supported. Emails can also be included in the archive. Documents can be tagged with metadata, tags, and classifications.
Clients can access OpenText xECM using:
- Enterprise Connect: Seamless Windows integration with direct access via Windows Explorer or Microsoft Office
- Smart View: Web-based interface with modern UX design, e.g., for Fiori or mobile devices
- Web Access / xECM UI: Classic, browser-based interface for archiving and file access
All clients support role-based access, metadata editing, and document preview.
The most important server components are:
- OpenText Archive Server: Audit-proof, scalable, and high-performance long-term archiving for documents, SAP data, and emails
- OpenText Directory Services (OTDS): Central user and authorization management – including single sign-on, Active Directory connection, and role-based access control
- Additional components such as Content Server, Brava!, Document Pipeline, and others enable OCR, preview, and conversion.
xECM offers features such as audit-proof archiving, audit trails, access control, and versioning. It meets requirements such as GDPR, GoBD, and other industry-specific or country-specific regulations. In addition, deadlines, processes, and responsibilities can be mapped using workspaces and reminder functions.
Benefits and highlights of OpenText Content Management
- Central document storage instead of data silos
- Audit-proof archiving & compliance
- Automated workflows & versioning
- Flexible workspaces even without SAP reference
- Extensive metadata & reminder functions
- Structured electronic files
- Reduction in total cost of ownership (TCO)
- Seamless integration with SAP, Microsoft 365, Salesforce, and more
- Access control and security at the document and user level
- Access for SAP and non-SAP users
- Scalable & cloud-ready – even for hybrid and international infrastructures
- Driver for digitalization strategy & increased efficiency
- Transparency across the entire process
Our Services
- We analyze your existing document structure and develop customized solution concepts.
- We combine both: Our experts advise on SAP processes and OpenText technologies.
- Introduction and adaptation of OpenText xECM to your SAP or non-SAP system landscape.
- Project management (project management, sub-project management)
- Development of customer-specific additional solutions
- Implementation of legally compliant archiving solutions – local, hybrid, or in the cloud.
- Setup of a Kubernetes environment for container handling.
Transfer of existing documents from legacy systems, integration with SAP S/4HANA, Microsoft 365, Salesforce, etc.
- Managed Services
- Application Management Services (AMS)
Mission Digital File: How OpenText brings your content management up to speed
FINK IT-Solutions – Your reliable partner for OpenText Extended Content Management
As a long-standing OpenText Service Silver Partner, we at Fink IT combine in-depth knowledge of enterprise content management with extensive SAP expertise.
We support you not only in storing your content and documents digitally, but also in integrating them completely into your business processes – whether in SAP S/4HANA, Microsoft 365, or other business applications.
Why Fink IT?
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Several years of experience with OpenText xECM, archiving, and SAP Content Server solutions.
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Deep understanding of the SAP world combined with a modern ECM approach. This results in solutions that focus on the process – not just the software.
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Flexibility in implementation: On-premise, cloud, or hybrid systems – we provide independent advice on what makes sense for your environment.
Numbers that inspire confidence
With over 500 successfully completed projects and more than 100,000 project hours worked, we have extensive practical experience – across industries and technologies.
A team of more than 30 qualified employees focuses specifically on the integration of OpenText solutions into SAP processes. Here, in-depth SAP expertise meets many years of OpenText competence – for holistic solutions from a single source.
Related Topics
OpenText Archiving
With OpenText Archiving, you can archive business-critical information such as invoices, documents, receipts, and SAP data completely digitally—in a legally compliant, space-saving manner that can be traced at any time. The solution integrates seamlessly into your SAP landscape and supports you in complying with legal requirements such as GoBD, GDPR, or industry-specific requirements.
Your advantages:
- Audit-proof long-term archiving of documents, SAP data, and emails
- GoBD and GDPR compliant – ready for tax audits and data protection
- Seamless integration into SAP ECC and SAP S/4HANA (via ArchiveLink or ILM)
- Fast access to archived content – directly from SAP or other applications
Digital archiving – secure, legally compliant, and future-proof.
Learn more about OpenText Archiving now!
OpenText Vendor Invoice Management
Efficient invoice processing with SAP – automated and transparent
OpenText VIM is the leading solution for digital processing of incoming invoices in SAP. Whether by email, e-invoice, or paper, VIM automatically captures, checks, and processes invoices – right through to posting and payment.
Your advantages:
- Automated processing – from capture to posting
- Transparent workflows – including approval processes and escalation rules
- Cost reduction – through fewer manual steps and faster turnaround times
- Audit-proof archiving – can be integrated with OpenText Archive Center
- Seamless integration – with SAP ECC or S/4HANA
- Expandable – can be ideally combined with SAP DRC for a complete e-invoicing solution
With VIM, companies can optimize their invoice receipt processes in the long term – and create a reliable basis for digital financial processes.
Learn more about OpenText Vendor Invoice Management now!
