Axiell - Microsoft Planner Integration and Automation

Common Integration Use Cases Between Axiell and Microsoft Planner

Axiell supports museums, libraries, and archives with collection management, metadata, and digital preservation, while Microsoft Planner helps teams organize tasks, assign work, and track progress. Integrating the two platforms can connect collection-related work with day-to-day execution, improving coordination across curators, archivists, conservators, digitization teams, and project managers.

1. Create Planner tasks from new collection or preservation work in Axiell

Data flow: Axiell to Microsoft Planner

When a new object, archive item, or digital asset is registered in Axiell and requires cataloging, conservation review, or digitization, an automated Planner task can be created for the responsible team. The task can include the item ID, title, priority, due date, and required action.

Business value: Reduces manual task creation, ensures work is assigned quickly, and improves turnaround time for collection processing.

2. Update Axiell records when Planner tasks are completed

Data flow: Microsoft Planner to Axiell

When a task in Planner is marked complete, the integration can update the related Axiell record with status changes such as cataloged, digitized, reviewed, or approved. This keeps collection records aligned with operational progress without duplicate data entry.

Business value: Improves record accuracy, supports auditability, and gives collection managers a current view of work status.

3. Coordinate digitization workflows for collection assets

Data flow: Bi-directional

For digitization projects, Axiell can store the asset metadata and preservation requirements, while Planner manages the operational steps such as retrieval, scanning, quality review, file naming, and upload. As each step is completed in Planner, the corresponding status in Axiell can be updated.

Business value: Provides end-to-end visibility for digitization programs and reduces missed handoffs between teams.

4. Assign conservation and condition review actions based on collection metadata

Data flow: Axiell to Microsoft Planner

When Axiell identifies items with condition issues, preservation risks, or scheduled review dates, the integration can generate Planner tasks for conservators or collection care staff. Tasks can be grouped by location, collection type, or risk level.

Business value: Helps institutions prioritize preservation work and ensures at-risk items are reviewed on time.

5. Manage exhibition preparation and loan workflows

Data flow: Axiell to Microsoft Planner

When an object is selected for exhibition or external loan in Axiell, Planner can be used to coordinate the required operational steps such as condition reporting, packing, transport booking, insurance checks, and approvals. Each task can be assigned to the relevant department.

Business value: Improves cross-functional coordination and reduces delays in exhibition and loan preparation.

6. Track metadata enrichment and cataloging backlog

Data flow: Axiell to Microsoft Planner

Axiell can identify records with incomplete metadata, missing rights information, or unresolved authority data. These gaps can trigger Planner tasks for catalogers or metadata specialists to complete enrichment work.

Business value: Helps institutions systematically reduce cataloging backlogs and improve discoverability of collections.

7. Support project-based collection initiatives and grant-funded programs

Data flow: Bi-directional

For time-bound initiatives such as collection audits, mass digitization, or digitization grants, Axiell can provide the source records and project scope, while Planner tracks milestones, team assignments, and deadlines. Progress updates in Planner can be reflected back in Axiell for reporting and oversight.

Business value: Strengthens project governance, improves reporting to stakeholders, and supports delivery against grant or funding requirements.

8. Escalate exceptions and review requests from preservation workflows

Data flow: Axiell to Microsoft Planner

If Axiell flags an exception such as missing provenance, restricted access, damaged media, or preservation format risk, the integration can create a Planner task for review by the appropriate specialist or manager. The task can include the exception details and required decision.

Business value: Speeds up issue resolution, reduces workflow bottlenecks, and ensures exceptions are handled consistently.

Overall, integrating Axiell with Microsoft Planner helps cultural heritage organizations connect collection data with operational task management, improving accountability, reducing manual coordination, and making preservation and access workflows more efficient.