OpenText Workflow Service - Axiell Integration and Automation

Common Integration Use Cases Between OpenText Workflow Service and Axiell

1. Acquisition and accessioning workflow for new collection items

Data flow: OpenText Workflow Service ? Axiell

When a museum, library, or archive receives a new object, donor record, or archival set, OpenText Workflow Service can orchestrate the intake process across curators, registrars, legal, and conservation teams. Once approvals are completed, the workflow can create or update the corresponding record in Axiell with accession details, ownership status, provenance notes, and required metadata.

• Reduces manual handoffs between departments
• Ensures accessioning steps are completed in the correct order
• Improves auditability for ownership and compliance records

2. Digitization request and content processing workflow

Data flow: Axiell ? OpenText Workflow Service ? Axiell

When staff identify items in Axiell that need digitization, preservation, or reformatting, the record can trigger a workflow in OpenText Workflow Service. The workflow can route tasks to imaging teams, preservation specialists, and quality reviewers. After completion, the workflow can send back digitization status, file locations, and preservation metadata to Axiell.

• Tracks digitization requests from submission to completion
• Improves coordination between collection staff and production teams
• Creates a clear status history for each object or asset

3. Rights, restrictions, and access approval management

Data flow: Axiell ? OpenText Workflow Service ? Axiell

Collection records often include access restrictions, copyright conditions, donor agreements, or embargo dates. Axiell can send a request to OpenText Workflow Service when a user asks for public access, reproduction, or publication rights review. The workflow routes the request to legal, rights management, or collection owners, then updates Axiell with the approved access status and any usage conditions.

• Supports controlled access to sensitive or restricted materials
• Standardizes rights review and approval steps
• Reduces risk of unauthorized publication or distribution

4. Conservation assessment and treatment approval workflow

Data flow: Axiell ? OpenText Workflow Service ? Axiell

When an item in Axiell is flagged for conservation, OpenText Workflow Service can manage the full treatment approval process. Conservators can review condition reports, estimate effort, request funding approval, and schedule treatment. Once approved, the workflow updates Axiell with treatment status, conservation notes, and completion dates.

• Improves visibility into conservation backlog and priorities
• Creates a documented approval trail for treatment decisions
• Helps align conservation work with budgets and staffing

5. Collection data quality review and enrichment process

Data flow: Bi-directional

Axiell can identify incomplete or inconsistent metadata records, then send them to OpenText Workflow Service for review and correction. The workflow can assign tasks to cataloguers, subject experts, or external reviewers. After validation, corrected metadata, authority terms, and enrichment details are written back to Axiell.

• Improves metadata completeness and consistency
• Supports controlled review of high-value or high-visibility records
• Reduces cataloguing errors before public publication

6. Public exhibition or digital publication approval workflow

Data flow: Axiell ? OpenText Workflow Service ? Axiell

Before collection items are published to a website, digital exhibit, or external portal, Axiell can trigger an approval workflow in OpenText Workflow Service. The workflow can route assets and metadata for review by curators, communications teams, rights holders, and senior management. Once approved, the publication status and approved asset references are updated in Axiell.

• Ensures only approved content is published externally
• Coordinates review across multiple stakeholders
• Supports faster launch of exhibitions and online collections

7. Preservation action tracking and exception handling

Data flow: Axiell ? OpenText Workflow Service

When Axiell identifies preservation risks such as file format obsolescence, missing checksums, or storage exceptions, it can initiate a workflow in OpenText Workflow Service. The workflow assigns remediation tasks to digital preservation staff, tracks resolution, and escalates unresolved issues. This creates a structured process for managing preservation exceptions and compliance actions.

• Improves response to digital preservation risks
• Provides accountability for exception resolution
• Helps maintain long-term integrity of digital collections