OpenText Workflow Service - iconik Integration and Automation

Integrate OpenText Workflow Service Project Management and iconik Digital Asset Management (DAM) apps with any of the apps from the library with just a few clicks. Create automated workflows by integrating your apps.

Common Integration Use Cases Between OpenText Workflow Service and iconik

1. Media Intake and Review Approval Workflow

Data flow: iconik ? OpenText Workflow Service ? iconik

When new video, audio, or rich media assets are ingested into iconik, OpenText Workflow Service can automatically launch a structured review and approval process. Media teams, legal reviewers, brand managers, and compliance stakeholders receive tasks based on asset type, campaign, or region. Once approvals are completed, the workflow updates the asset status in iconik and releases it for downstream use.

Business value: Reduces manual follow-up, shortens approval cycles, and creates a clear audit trail for content sign-off.

2. Rights Clearance and Compliance Review for Media Assets

Data flow: iconik ? OpenText Workflow Service

iconik can pass metadata such as talent names, usage rights, expiration dates, and territory restrictions into OpenText Workflow Service to trigger rights clearance or compliance checks. The workflow routes the asset to legal, brand, or regulatory teams for review before publication or reuse. Decisions and exceptions are tracked centrally, helping teams avoid unauthorized distribution.

Business value: Lowers legal and compliance risk while ensuring media assets are only used within approved terms.

3. Campaign Asset Request and Fulfillment

Data flow: OpenText Workflow Service ? iconik

Marketing or creative teams can submit asset requests through OpenText Workflow Service, such as requests for campaign footage, localized edits, or social media cuts. The workflow assigns tasks to media operations teams, who locate, tag, and publish the requested assets in iconik. Once fulfilled, the requester receives a notification with the asset link or collection reference.

Business value: Improves request handling, reduces email-based coordination, and speeds delivery of approved media to business users.

4. Production Review, Feedback, and Revision Tracking

Data flow: Bi-directional

During production, iconik can store working versions of media assets while OpenText Workflow Service manages review cycles, feedback collection, and revision approvals. Review comments, task status, and decision outcomes can be synchronized between the two systems so editors and producers always know which version is under review and what changes are required.

Business value: Creates a controlled revision process, reduces version confusion, and improves collaboration between creative and business stakeholders.

5. Asset Lifecycle Management and Retention Control

Data flow: OpenText Workflow Service ? iconik

OpenText Workflow Service can orchestrate lifecycle events for media assets, such as archive, retain, expire, or delete actions based on policy, project completion, or contract terms. When a workflow reaches a lifecycle milestone, it can update iconik to move assets into the correct state or trigger retention-related actions across connected storage systems.

Business value: Supports governance, reduces storage waste, and helps organizations enforce retention policies consistently.

6. Incident or Exception Handling for Missing or Incomplete Media Metadata

Data flow: iconik ? OpenText Workflow Service

If iconik detects missing metadata such as title, rights owner, project code, or distribution region, it can send the record to OpenText Workflow Service for exception handling. The workflow assigns the issue to the appropriate team, requests the missing information, and tracks resolution before the asset is allowed to move forward in the process.

Business value: Improves metadata quality, prevents downstream publishing errors, and ensures media assets remain searchable and governed.

7. Cross-Team Case Management for Media Operations