OpenText Workflow Service - Aviary Platform Integration and Automation

Common Integration Use Cases Between OpenText Workflow Service and Aviary Platform

1. Media Intake and Review Workflow

Data flow: Aviary Platform ? OpenText Workflow Service

When new video or audio assets are uploaded into Aviary, OpenText Workflow Service can automatically launch an intake and review process. The workflow routes the asset to the right stakeholders such as producers, legal reviewers, brand teams, or compliance officers for approval before the content is published or shared externally.

• Reduces manual follow-up on media approvals
• Creates a clear audit trail for content review decisions
• Helps ensure only approved assets move forward in the publishing process

2. Metadata Enrichment and Content Classification

Data flow: Bi-directional

Aviary can provide asset metadata, tags, and media details to OpenText Workflow Service to trigger classification or case handling steps. In return, workflow outcomes such as approved category, business unit assignment, or compliance status can be written back to Aviary to improve searchability and downstream reuse.

• Improves media discoverability through consistent metadata
• Supports structured handling of large media libraries
• Ensures workflow decisions are reflected in the asset record

3. Rights and Compliance Approval for Media Distribution

Data flow: Aviary Platform ? OpenText Workflow Service

Before a video or audio asset is distributed, Aviary can send the asset and its usage details to OpenText Workflow Service for rights clearance, regulatory review, or brand compliance approval. This is especially useful for organizations managing licensed content, regional restrictions, or sensitive messaging.

• Prevents unauthorized media distribution
• Supports governance for licensed or restricted assets
• Provides traceability for approval and exception handling

4. Publishing Request Orchestration

Data flow: OpenText Workflow Service ? Aviary Platform

Business users can submit a publishing request in OpenText Workflow Service, which then sends the approved media asset and required publishing instructions to Aviary. Aviary can prepare the asset for distribution to downstream channels such as CMS, DAM, or internal portals, while the workflow tracks status and completion.

• Standardizes media publishing requests
• Coordinates handoffs between business and media operations teams
• Improves visibility into publishing status and bottlenecks

5. Exception Handling for Failed Media Processing

Data flow: Aviary Platform ? OpenText Workflow Service

If Aviary detects a failed transcode, missing metadata, unsupported format, or processing error, it can create a case or exception workflow in OpenText Workflow Service. The workflow can assign the issue to the appropriate operations team, track resolution, and notify requestors when the asset is ready.

• Speeds resolution of media processing issues
• Creates accountability for operational exceptions
• Reduces delays in content delivery pipelines

6. Collaboration and Review Task Management

Data flow: Bi-directional

Aviary can surface media assets that require review, while OpenText Workflow Service manages the task assignment, due dates, escalations, and approvals. Review comments or approval outcomes can then be synchronized back to Aviary so media teams can see the current status without switching systems.

• Supports distributed review across creative, legal, and marketing teams
• Improves accountability with task ownership and deadlines
• Keeps asset status aligned across both platforms

7. Automated Asset Lifecycle Management

Data flow: Bi-directional

OpenText Workflow Service can manage lifecycle events such as draft, review, approved, published, archived, or expired. Aviary stores and manages the media assets, while workflow events update the asset state and trigger actions like archival, retention review, or repurposing when content reaches the end of its lifecycle.

• Enforces consistent lifecycle governance
• Helps manage retention and archival policies
• Supports reuse of approved media assets across teams and channels

8. Campaign Asset Request and Fulfillment

Data flow: OpenText Workflow Service ? Aviary Platform

Marketing or communications teams can submit a campaign asset request through OpenText Workflow Service. Once approved, the workflow sends the request details to Aviary so media teams can locate, package, or prepare the required video and audio assets for delivery to campaign channels.

• Improves turnaround time for campaign execution
• Aligns request intake with media production and distribution
• Provides end-to-end visibility from request to fulfillment