Hi there “Process Automation” fans,

Welcome to a new installment of “Process Automation” tips.

This post will give you a wrap-up of the ‘OpenText Content Cloud Virtual Summit 2025’ event two weeks ago (February 13-14, 2025)! A two-day evening virtual-event (from my location!) happening online with updates on “Cloud”, “AI, and “Content”. So, a nice free “at home” event to get yourself informed about more details on those topics! Let’s see what value we can grab.

There are no specific focus areas this time…We just follow the flow of the event…

Let get right into it…

We’re already early birds…

I expected some fireworks and nice ladies dancing around, but it’s nothing more to do than sit and wait, and get a drink, and another one…🥳

We slowly move into a simple portal for this virtual event:

Finally, the time has come to consume our first session with…CEO Mark J. Barrenechea!?!?…What!? No Mark this time! 😀

Transform information chaos into “KNOWLEDGE” with OpenText Content Cloud

Companies heavily invest in AI, but it’s a struggle to start with; Employees require extra skills to understand how to work with AI and the company data must be ready for AI. Companies use council-teams to start and grow into AI that make the strategy clear to deliver solid and streamlined AI flow. The company data-lake is important, cleaned from garbage, and made ready for AI input.

Open questions to find answers for:

• What is AI?
• How can we use it?
• How can we add it into our advantage?

What if every knowledge worker had an intelligent assistant? It will help them and elevate them on making critical decisions. So, they can be more human again! 😉

“Creating a curiosity culture” is the new way companies try to make the employees more involved and embrace the AI-space. Well, good luck with it! I’ve seen it at all sorts of companies, but “curiosity” is a mindset that must come from the inside and is not a simple push from higher management!

Integrating content services across all different applications is magic and enormously powerful, but OpenText makes it all work for you saving data at one location and consuming it from different applications (like the O365 integrations)

“Content in Context” is even more important than before! It unlocks AI (as crap in, is crap out!). You don’t want hallucinations in AI and want to have an answer that is solid and precise. Feed AI with the best to get the best where “Trusted data” is key!

Great AI needs “Information Management”

Understand with AI: Q&A, Summarization, Hybrid search, Translation, Metadata, and Rich media

Create & Assist with AI:

• Generate content; Based on data you can generate summarizations in text, generate images, and even videos.
• Active navigation; Where AI already “knows” what you next page should be.
• Business context; AI must “understand” the business to advice in critical decisions.
• Act on behalf; Where AI can make decisions on its own.
• AI to AI support; You can ask AI to help you learn about AI and AI can learn about itself!

Automate with AI: Agents with skills, Reason & Act, Self-reflect, Turn every API into an Agent Tool

“Model flexibility” is important where the customer can bring their own AI; Customers are not always allowed (or don’t want) to send data outside the company for a variety of reasons.

Improve data visibility for the “Data Manager”:

1. Optimize infrastructure and reduce cost by decommissioning obsolete applications
2. Enable broad user address supported with security controls
3. Provide fast, intelligent, and powerful data insight

Streamline workforce management for the “HR Manager”:

1. Increase HR effectiveness with self-service digital employee records
2. Automate personalized employee correspondence
3. Support better employee experiences; recruiting, onboarding, and offboarding

Imagine the “Art of the Possible”:

1. Autonomously understand what actions to take and in what order
2. Use specialized agents to complete complex tasks with precision and adaptability
3. Ensure successful completion through evaluation and adjustment

OpenText embeds security into everything to build trust.

The future of intelligent content: OpenText Content Aviator innovation roadmap

Let’s start with some predictions!

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By 2028, at least 15% of day-to-day work decision will be made 
autonomously through agentic AI, up from zero percent in 2024!

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By 2026, 20% of frustrated knowledge workers with no development 
experience will take charge of transforming how they work by 
building their own agentic workflows, improving cycle time by 40%!

What if every knowledge worker had an IA? Reimagine, Reason, Act, Agentic AI

Interesting quotes:

• AI-2-AI where the multi-AI system is the future!
• Ask across workspaces
• Answer in your language; instantly!
• Comprehensive summaries, reimagined
• Connect to Content Aviator from anywhere - off cloud support
• Powered by Google Gemini 1.5 Flash
• Seamless AI-to-AI integration

AI is not just a chatbot; five ways OpenText will level-up your GenAI with intelligent assistance:

1. Get grounded; Business workspaces connect collaborative content and business data to create a focal point for AI.
2. Cut through the noise; Keep users focused and ensure they only receive content relevant to their tasks, roles, and permissions.
3. Trusted and secure; Security classification protects content from accidental leaks and exposure.
4. Control the chaos; Governance ensures compliance and eliminates irrelevant information.
5. Advanced outcomes; Put the information to work to free knowledge workers to focus on higher value tasks.

AI-powered insight from your archived data and content; OpenText Information Archive innovations and what’s next

Quick overview of Information Archive (IA! 🙃)

Archive is not just store and forget. You require an archiving strategy with compliance, cloud migration, secure, to help us, to utilize for reusability, although it’s saved in a different place.

Compliance moves extremely fast with privacy and protecting data.

Information Archive:

• Decommission legacy systems to optimize costs with cloud migration
• Comply with demanding regulation, legal holds, and security requirements
• Improve relevance and scalability by archiving inactive data
• Increase productivity with GenAI and comprehensive full text search

Differentiators are multi-modal, governance and compliance, IO-assisted ingest, retrieval and analysis, and integrated solutions.

AI-powered insights

Work smarter with GenAI insights. OpenText Content Aviator offers users conversational search, summarization and data analytics that help simplify and streamline how users access unfamiliar legacy data. Any type of data, including structured application data, documents, attachments, and metadata, are available for Aviator’s analytics.

Quotes/Notes:

• Summarize and extract data from unfamiliar archived data and content
• Analyze data, producing dynamic, AI-generated tables and charts
• Safeguard sensitive data with GenAI that respects organizational security

Archived data transforms to knowledge at your command; Aviator responds with free text, tables, and even relevant graphs.

What’s new in 2024 for information archive

Upcoming innovation (2025)

Simplify Microsoft 365 collaboration from creation to archiving with OpenText Content Management

Let’s start with the Microsoft solution pillars for OpenText Content Management:

The flow from Microsoft:
Teams creation > Collaborate and manage files > Archive Teams content

The flow from OpenText:
Business automation > Document management > Records management > Archiving

Both works seamlessly together over business workspaces. So, powerful stuff with a single point of content storage! Simplified administration; One button to Teams “enables” a BW, auto addition of Teams widget in BW, improve docs. More power to users; Manually archive a Team to Content Management (OTCS/xECM), disconnect a BW connected to a team.

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Filing emails to “Content Management”; It’s critical just as with every other type of content. This includes its metadata separation and storage. Use “Enterprise Connect” as add-in to drag & from content into “Content Management”. Also, the Outlook Web add-in is improved for (the “New”) Outlook web access online. Desktop co-authoring (required to use a service in OpenText platform online) where two users can work together in one document!

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Azure Information Protection; “Sensitivity labels” for encryption, watermarking, privacy setting for access and sharing. Audit and security clearance on documents is in place with this way of working with AIP.
Support with “Supplemental Markings” is on the roadmap.

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Archiving today; Copy, move, or link content with automation or archiving. The “Integration Service” is the underlying technology. A new archiving service is introduced with support with content for all kinds of third-party locations. This will be available from version 25.2 and will have “archiving profiles” with control of the archiving behavior.

Empowering knowledge workers with OpenText Content Cloud (customer innovations)

It’s day two of the virtual cloud summit…let’s continue our journey!

Make the job easier and make the people creative. With reminders, with customized notification as workflow, with web reports, and with connected workspaces; This is what you can glue together in OpenText Content Server for these creative people. “Connected workspaces” is the future to connect information with information anywhere.

Enhance + Evolve AND customer + employee experience

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Documentum on steroids on an interesting track of project implementation:

• 139 million documents
• 10K user
• 25 system integrations

With a move from Webtop to D2; It’s a modern UI, reduced complexity, improved integrations, configurability, Webtop feature complete, IT infra end-of-life! The project on D2; 12 months, focus on Webtop features, migration, upgrade the infra to a supportive environment, remove customizations. Challenges; Java issues, Business User Buy-In, User training, Utilize new features, Bad data, Embedded URLs, Lifecycle conversions, Search, Integration updates, Stakeholders not identified. Results; 3 years project, features delivered and simplified, reduced customizations, virtualization, all critical components moved, improved search, faster configs, follow-on project.

Lessons learned

Accelerate content-rich processes with AI recognition, enrichment, and review

Content is everywhere…creating information overload:

Knowledge discovery with power apps for competitive advantage. Accelerate content rich processes (powered by “Knowledge Discovery”).
Connect to diverse data sources, Extract/Enrich/Analyze, Build data-rich apps.
Leverage all data types and sources, extract meaning from your data, elevate app’s IQ to amplify human talent.

Architectural diagram with flexible pipeline:

Discover knowledge in all your data:

• 100% data coverage; 106+ repos, 2K+ file types
• Massive scalability; manage unprecedented data volumes
• Security in depth; unlock all your data silo’s safely
• Real-time insight; increase situational awareness and improve efficiency
• Amplifies human talent; years providing AI and machine learning

Recognized a text analytics leader…

1 2	It is close to impossible to find any gaps in IDOL's capabilities to mine information from documents, text, and any form of rich media.

Accessing data is foundational to AI solutions:

Customers use a lot of these products and OpenText moves to an era to support them all and help their customers to expand further.

The wonderful thing about standards…It’s “file formats”!

Text analytics:

“Video and image analysis”: Analyze (detect, classify, recognize) -> Characters, tables, 2D, 3D, color, person, face -> Act
“Asset labelling” Is important; With OCR this is possible to extract data from text, image, and even video to enhance the indexing of the content.
“Audio analytics”; Speech to text, redaction, identification, classification, fingerprinting, transcription.
“Entity extraction & redaction”; Report on relations, automatic association, validation, and confidence scoring
“Sensitive entity extraction”; With precision grammars (PII, PHI, PCI, PSI, Government markings) and general grammars (age, gender, places, countries, measure, time, date, etc.)

Get to know your data with identity trends, patterns, and relationships. It all helps the normal human to understand the data. Know your “unknown”, “unknowns”!

Let Content Aviator land on solid ground

Improve risk management with OpenText information governance and Fastman‘s proven toolkit.

Looking for:

• Straightforward way to manage access controls
• Effective ways to secure information
• Structured processes and tools
• Finding threads and ensure compliance
• Reduce costs and manage access controls
• Efficiently manage documents, metadata, and generate consistent data value

Management suite as tool for Aviator readiness

Permissions manager; Manage permissions and minimize the risk of security breaches.
Time-based access; Grant access for a limited period.
Permissions manager; Confidently share links to secure documents.
Access manager; Control access to specific functions and control license overrun.
Bulk data manager; Self-service solutions for import and bulk update of files and metadata.
Extract tool; Extract content and metadata quickly in only a few clicks.
Bridge connector; Orchestrate data movement and update processing.

Safe and trustworthy GenAI starts with document management

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We needed to stockpile enormous quantities of information outside our bodies. 
We call the warehouse of that memory the library.

With the digital information these days we can’t manage all the data manually or even organize it.
80%-90% is unstructured information; The library is vast.
The complexity and quantity so colossal we require external intelligence to scope it done. Even AI need’s structure. It also needs help to process things like we humans need.

Large language models (LLMs): Raw text inputs + human labeling & response grading.
Trained LLM (GPT4, Gemini, Claude, Grok, Lama2); AI that changes inputs.
Grounding data with retrieval-augmented generation. Securing all data is relevant as correct input to AI. Put it in “context”! So, what’s the charge?

GenAI arms the user with a natural language interface that understands and assists us with unstructured content. Natural human-computer interaction using familiar language and semantics.

User benefits:

• Finding and navigating unfamiliar content; Customer needs natural language interface embedded with their existing OpenText Content Platform
• Summarize or synthesize content; Quickly reformulate content withing a relevant context.
• Translate to a familiar language; Read content in your native language.

Six information governance essentials for GenAI:

“OpenText Knowledge Discovery”:

• Discover your content wherever it exists
• Bring order to your content with consistent tagging
• Understand the relationships and regain control
• Visualize your information in knowledge or topic maps
• Search across repositories
• Prepare content for AI productivity
• Analyze and organize rich media

Jumpstart AI productivity with OpenText Content Aviator

Preparing your content, your processes, and your users to take full advantage of GenAI using “OpenText Content Aviator”

GenAI components; The magic of retrieval augmented generation
Organizing content; The magic of integrated business workspaces
Security and privacy; Knowing your content - part 1
Metadata enrichment; Knowing your content - part 2
Better prompting; Helping your users get the most from GenAI

Results will vary...Based on the quality of the grounding data and the system/user prompts!

Three classes of content:

Actively managed, secure, and concise grounding data. In the central we have a “Business Workspace” for people, documents, data, and connections. Content Aviator makes it grounded, secure, and deterministic; Prompt: “Tell me about this workspace”.

Adopting business workspaces:

• Aligns grounding context with business processes
• Automates security and safety
• Improves predictability
• Provides relevant target for GenAI citations
• Projects content into additional user context

Important: Give context for the user everywhere they access content!

Metadata is increasingly important and driven by process integration and AI-driven discovery and classification; It improves the labelling, indexing, searchability, and is the input to your GenAI.

Context matters…

Better prompting:

• Prompt engineering is how to talk to AI effectively and get the answers you need!
• Iterate and refine with follow-up prompts.
• Give instructions or constraints.
• Ask AI to draft your work for you.
• Better prompting = Better asking

That’s all my friends, it all sounded as a recap of OpenText World last year (incl. some recordings from that same event), but still I found some interesting insights and thinking strategies on AI. I found (with AI!) the nine-letter scrabble word which already is a “DONE”; Let’s see if we won something nice this time. Have a great weekend and till the next one…next week.

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