ArchivesSpace - Microsoft Planner Integration and Automation

Common Integration Use Cases Between ArchivesSpace and Microsoft Planner

• Accession processing task creation from new archival records
  When a new accession or collection record is created in ArchivesSpace, automatically generate a Microsoft Planner task plan for archivists, processors, and reviewers. This helps teams track appraisal, arrangement, description, preservation review, and digitization steps in a consistent workflow. Data flow: ArchivesSpace to Microsoft Planner.
• Collection processing workflow coordination
  Use ArchivesSpace collection status changes to trigger Planner tasks for cross-functional work such as metadata cleanup, rights review, conservation assessment, and box labeling. This gives operations teams a shared task board while keeping the authoritative collection record in ArchivesSpace. Data flow: ArchivesSpace to Microsoft Planner.
• Reference request fulfillment tracking
  When a patron request or internal reference inquiry is logged in ArchivesSpace, create a Planner task for staff to retrieve materials, verify restrictions, scan items, or prepare a response. Task completion can be used to keep service teams aligned on turnaround times and accountability. Data flow: ArchivesSpace to Microsoft Planner.
• Digitization project coordination for selected collections
  For collections flagged in ArchivesSpace for digitization, automatically create Planner tasks for scanning, quality control, file naming, metadata entry, and publication review. This improves visibility across archives, digitization, and digital asset teams. Data flow: ArchivesSpace to Microsoft Planner.
• Preservation and conservation follow-up management
  If ArchivesSpace records indicate fragile materials, preservation concerns, or restricted handling requirements, create Planner tasks for conservation staff to assess treatment needs, rehouse materials, or schedule environmental review. This ensures preservation actions are tracked outside the archival description system but remain tied to the collection record. Data flow: ArchivesSpace to Microsoft Planner.
• Rights and access review workflows
  When a collection in ArchivesSpace requires donor agreement review, copyright assessment, or access restriction validation, generate Planner tasks for legal, compliance, or records staff. This supports controlled review cycles and reduces delays before materials can be opened to researchers. Data flow: ArchivesSpace to Microsoft Planner.
• Project status updates back to archival records
  As Planner tasks are completed, update ArchivesSpace with processing milestones such as described, rehoused, digitized, or opened for access. This keeps the archival system as the system of record while allowing project teams to work in Planner. Data flow: Microsoft Planner to ArchivesSpace.
• Bi-directional collection project governance
  Synchronize key project metadata between ArchivesSpace and Microsoft Planner so collection managers can see operational task progress while project teams can access collection identifiers, priorities, and due dates. This supports enterprise reporting, reduces duplicate tracking, and improves coordination across archives, IT, and administrative teams. Data flow: Bi-directional.