Axiell - OpenText Core Digital Asset Management Integration and Automation

Common Integration Use Cases Between Axiell and OpenText Core Digital Asset Management

1. Publish approved collection assets from Axiell to OpenText Core Digital Asset Management

Data flow: Axiell ? OpenText Core Digital Asset Management

Museums, libraries, and archives can push selected images, audio, video, and document files from Axiell into OpenText Core Digital Asset Management for broader internal distribution and controlled external sharing. Axiell remains the system of record for collection metadata, while OpenText Core Digital Asset Management provides centralized asset delivery, renditions, and access controls for marketing, education, and communications teams.

• Reduces duplicate file storage and manual re-uploading
• Ensures only approved assets are exposed to downstream users
• Improves access to collection media for campaigns, exhibitions, and digital channels

2. Synchronize descriptive metadata and rights information for digital assets

Data flow: Bi-directional

Core descriptive fields such as title, creator, date, subject, rights status, usage restrictions, and provenance can be synchronized between Axiell and OpenText Core Digital Asset Management. This keeps collection records and asset records aligned, reducing the risk of inconsistent descriptions or unauthorized use of heritage content.

• Supports consistent cataloging across collection and DAM teams
• Improves rights compliance and audit readiness
• Reduces manual metadata entry and correction work

3. Link high-resolution master files in OpenText Core Digital Asset Management to collection records in Axiell

Data flow: OpenText Core Digital Asset Management ? Axiell

Institutions can store preservation-grade master files in OpenText Core Digital Asset Management and automatically link them back to the relevant object, item, or archival record in Axiell. This gives curators and archivists a reliable way to access the authoritative digital file without duplicating large assets inside the collection management system.

• Preserves a single master file repository for large media assets
• Improves retrieval speed for curatorial and research teams
• Supports long-term digital stewardship and version control

4. Automate publication of exhibition and educational assets to public-facing channels

Data flow: Axiell ? OpenText Core Digital Asset Management ? downstream web or CMS platforms

When an object record is marked as approved for publication in Axiell, the related media can be sent to OpenText Core Digital Asset Management for transformation into web-ready renditions and distribution to websites, exhibition microsites, learning portals, or social channels. This creates a controlled workflow from collection approval to public release.

• Speeds up exhibition and campaign content delivery
• Ensures only approved content reaches public channels
• Reduces manual resizing, formatting, and file preparation

5. Manage rights expiry and usage restrictions across both platforms

Data flow: Bi-directional

Rights metadata maintained in Axiell can be synchronized to OpenText Core Digital Asset Management so that usage rules, embargo dates, and expiration dates are enforced consistently. If rights status changes in either system, the other platform can be updated to prevent accidental reuse of restricted assets.

• Minimizes legal and licensing risk
• Supports automated asset suppression when rights expire
• Helps legal, collections, and communications teams work from the same rules

6. Create a controlled workflow for digitization and asset intake

Data flow: OpenText Core Digital Asset Management ? Axiell

During digitization projects, newly scanned or photographed assets can be ingested into OpenText Core Digital Asset Management first for quality review, naming, and version control. Once approved, the final asset and its metadata can be transferred into Axiell and linked to the relevant collection record. This is especially useful for large backfile digitization or conservation documentation projects.

• Improves quality assurance before records are finalized
• Supports staged review by digitization, conservation, and cataloging teams
• Creates a cleaner intake process for high-volume projects

7. Provide staff and partner access to curated asset collections without exposing the full collection database

Data flow: Axiell ? OpenText Core Digital Asset Management

Axiell can feed selected assets into OpenText Core Digital Asset Management to create curated collections for researchers, educators, exhibition partners, and external agencies. Users gain access to approved media and associated usage guidance without needing direct access to the full collection management environment.

• Improves secure sharing with external stakeholders
• Reduces administrative overhead for ad hoc file requests
• Separates operational collection management from asset distribution

8. Track asset usage and reuse back to collection records

Data flow: OpenText Core Digital Asset Management ? Axiell

Usage data from OpenText Core Digital Asset Management, such as downloads, renditions created, or assets shared, can be linked back to Axiell records to help institutions understand which collection items are most used in exhibitions, education, and digital engagement. This supports better prioritization for digitization and audience-facing initiatives.

• Helps identify high-value assets for future promotion
• Supports reporting on content usage and engagement
• Informs collection digitization and preservation priorities