OpenText Decision Service - OpenText Core Digital Asset Management Integration and Automation

Common Integration Use Cases Between OpenText Decision Service and OpenText Core Digital Asset Management

OpenText Decision Service helps organizations automate and govern business decisions using centralized rules, while OpenText Core Digital Asset Management provides a controlled environment for storing, organizing, approving, and distributing digital content such as images, videos, documents, and brand assets. Together, they can streamline content-related decisions, improve governance, and reduce manual review effort across marketing, compliance, operations, and customer-facing teams.

1. Automated Asset Approval Based on Business Rules

Use OpenText Decision Service to determine whether a newly uploaded asset in OpenText Core Digital Asset Management can be approved, routed for review, or rejected based on predefined rules such as file type, metadata completeness, brand category, region, or campaign type.

• Data flow: OpenText Core Digital Asset Management to OpenText Decision Service, then back to OpenText Core Digital Asset Management
• Business value: Reduces manual approval bottlenecks and ensures only compliant assets are published
• Example: A product image is automatically approved if it includes required metadata, passes copyright checks, and matches brand guidelines; otherwise, it is routed to legal or brand review

2. Region-Specific Content Distribution Decisions

Integrate the platforms so OpenText Decision Service evaluates asset eligibility for distribution based on geography, language, licensing rights, and local regulatory requirements before assets are shared from OpenText Core Digital Asset Management.

• Data flow: Bi-directional
• Business value: Prevents unauthorized use of assets and supports localized content governance
• Example: A video approved for North America is blocked from distribution in EMEA if the licensing terms do not cover that region

3. Dynamic Asset Access Based on User Role and Campaign Rules

Use OpenText Decision Service to decide which users or teams can access specific assets in OpenText Core Digital Asset Management based on role, department, project assignment, or campaign status.

• Data flow: OpenText Core Digital Asset Management to OpenText Decision Service, then back to OpenText Core Digital Asset Management
• Business value: Improves content security and ensures teams only see assets relevant to their work
• Example: External agencies can access only approved campaign assets, while internal teams can view draft and restricted materials

4. Metadata Validation and Completeness Enforcement

Before an asset is accepted into the digital asset repository, OpenText Decision Service can validate whether required metadata fields are complete and accurate, such as product code, campaign name, expiration date, usage rights, and owner.

• Data flow: OpenText Core Digital Asset Management to OpenText Decision Service
• Business value: Improves searchability, compliance, and downstream automation
• Example: A campaign banner cannot be published until the asset includes approved usage dates and the correct product category

5. Expiration and Renewal Decision Automation for Licensed Assets

OpenText Decision Service can monitor asset usage rights and determine whether an asset should remain active, be archived, or trigger a renewal workflow in OpenText Core Digital Asset Management when licensing or approval dates approach expiration.

• Data flow: OpenText Core Digital Asset Management to OpenText Decision Service, then back to OpenText Core Digital Asset Management
• Business value: Reduces legal and brand risk by preventing expired assets from being used
• Example: A stock photo nearing license expiration is automatically flagged for renewal or removed from active collections

6. Campaign Asset Routing Based on Content Type and Business Priority

When new assets are submitted, OpenText Decision Service can route them to the correct approval path in OpenText Core Digital Asset Management based on content type, campaign urgency, market importance, or business unit ownership.

• Data flow: OpenText Core Digital Asset Management to OpenText Decision Service
• Business value: Speeds up time-sensitive campaigns and ensures high-risk content gets the right level of review
• Example: A high-priority product launch asset is routed directly to senior brand approvers, while routine internal content follows a standard review path

7. Compliance-Based Publishing Decisions for Regulated Industries

For organizations in healthcare, financial services, or other regulated sectors, OpenText Decision Service can evaluate whether an asset meets compliance criteria before it is published or shared from OpenText Core Digital Asset Management.

• Data flow: OpenText Core Digital Asset Management to OpenText Decision Service, then back to OpenText Core Digital Asset Management
• Business value: Strengthens governance and reduces the risk of non-compliant content distribution
• Example: A healthcare brochure is blocked from publication until required disclaimers, approved claims, and legal sign-off are confirmed

8. Asset Lifecycle Decisions for Archiving and Retention

OpenText Decision Service can apply retention and lifecycle rules to determine when assets in OpenText Core Digital Asset Management should be archived, retained, or deleted based on business policy, campaign end dates, or legal requirements.

• Data flow: Bi-directional
• Business value: Reduces storage clutter and supports records management and retention compliance
• Example: Seasonal campaign assets are automatically archived after the campaign ends, while legally required materials are retained for a defined period