Home | Connectors | Preservica | Preservica - Microsoft Planner Integration and Automation
Preservica is an enterprise digital preservation and archival platform used to store, preserve, manage, and provide long-term access to records and digital assets. Microsoft Planner is a task and work management tool used to organize team activities, assign responsibilities, track progress, and coordinate execution. Together, they support structured archival operations, compliance workflows, and cross-functional project delivery.
Data flow: Preservica to Microsoft Planner
When records managers identify content that requires review, appraisal, or preservation action in Preservica, integration can automatically create Planner tasks for legal, compliance, or archive teams. Each task can include the record identifier, retention status, due date, and required action such as review, classify, or approve for long-term preservation.
Business value: Reduces manual follow-up, improves accountability, and ensures preservation decisions are completed on time.
Data flow: Preservica to Microsoft Planner
When a new batch of digital assets is ingested into Preservica, Planner can be used to coordinate the operational steps around the ingest project, such as metadata validation, quality checks, rights review, and stakeholder sign-off. Each ingest batch can generate a Planner plan or task set for the archive operations team.
Business value: Creates a clear operational workflow for large-scale ingest programs and improves visibility across teams.
Data flow: Microsoft Planner to Preservica
When a Planner task related to archival work is marked complete, the status can be pushed back to Preservica to update the associated record workflow. For example, once a compliance reviewer completes a task in Planner, Preservica can reflect that the item is approved, closed, or ready for the next preservation stage.
Business value: Keeps preservation records synchronized with operational work and reduces duplicate status tracking.
Data flow: Preservica to Microsoft Planner, with updates back to Preservica
Preservica can identify records subject to retention, legal hold, or policy review and create Planner tasks for legal and compliance teams. Once the team completes review or releases the hold, the outcome can be written back to Preservica to update the record disposition status.
Business value: Supports defensible compliance processes and improves audit readiness through traceable task ownership.
Data flow: Preservica to Microsoft Planner
If Preservica detects preservation exceptions such as missing metadata, unsupported file formats, checksum issues, or failed ingest validation, integration can create Planner tasks for remediation. The task can be assigned to the appropriate content steward or technical support team with the exception details and priority.
Business value: Speeds up issue resolution and helps prevent preservation failures from delaying access or compliance obligations.
Data flow: Microsoft Planner to Preservica
Business users can submit archive retrieval or research requests through a Planner-managed workflow. Once a request is approved and assigned, the related task can trigger a search or retrieval action in Preservica, helping archive staff locate and prepare the requested content.
Business value: Improves service delivery for internal stakeholders and creates a controlled request process.
Data flow: Bi-directional
For digitization or records migration initiatives, Preservica can hold the source content and preservation metadata while Microsoft Planner manages the project execution tasks, milestones, and responsibilities. Status updates from Planner can inform Preservica workflow stages, while Preservica can generate tasks when content is ready for the next project step.
Business value: Aligns archive operations with project management discipline and improves delivery of large transformation programs.
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