SharePoint - Axiell Integration and Automation

Common Integration Use Cases Between SharePoint and Axiell

SharePoint and Axiell complement each other well in cultural heritage organizations that need both strong internal collaboration and specialized collection management. SharePoint can serve as the operational collaboration and document workspace, while Axiell remains the system of record for collections, metadata, and preservation. The following integration use cases focus on practical workflows that improve efficiency, governance, and access to information.

1. Curatorial review and approval workflow for collection records

Direction: SharePoint to Axiell, with status updates back to SharePoint

Curators, conservators, and collection managers can use SharePoint to review acquisition proposals, object descriptions, condition reports, and exhibition notes before records are finalized in Axiell. Once approved, key metadata and supporting documents are pushed into Axiell as the authoritative collection record. Axiell can then return record status or identifier updates to SharePoint for tracking.

• Reduces email-based approvals and version confusion
• Creates a controlled review process before records are published
• Improves accountability with audit trails and approval history

2. Centralized document repository for collection-related files

Direction: Axiell to SharePoint

Supporting documents such as donor agreements, loan contracts, conservation reports, accession paperwork, and exhibition planning files can be stored in SharePoint while linked to the corresponding object or collection record in Axiell. This gives staff a familiar workspace for document collaboration while keeping Axiell focused on collection metadata and preservation data.

• Provides secure document version control and permissions
• Makes supporting files easier to search and retrieve across departments
• Supports legal, compliance, and records management requirements

3. Exhibition planning and cross-functional project coordination

Direction: Bi-directional

Exhibition teams can manage project plans, task lists, meeting notes, and installation schedules in SharePoint, while pulling object details, loan status, and conservation requirements from Axiell. Updates from Axiell, such as object availability or handling restrictions, can be surfaced in SharePoint to keep project teams aligned.

• Improves coordination between curatorial, registrar, conservation, and operations teams
• Reduces risk of using outdated object information during planning
• Supports repeatable exhibition workflows across departments

4. Digital asset access for public programs and internal content teams

Direction: Axiell to SharePoint

Selected images, object descriptions, and metadata from Axiell can be published to SharePoint sites used by education, marketing, communications, or internal content teams. This allows staff to build newsletters, intranet pages, learning materials, and campaign assets using approved collection content without manually rekeying data.

• Speeds content creation for public-facing and internal communications
• Ensures teams use approved and consistent metadata
• Supports controlled access to sensitive or restricted collection content

5. Acquisition and accessioning intake process

Direction: SharePoint to Axiell

Organizations can use SharePoint forms and workflows to collect acquisition proposals, donor information, legal documents, and internal review comments. Once the intake package is complete, the approved data is transferred into Axiell to create or update accession records. This creates a structured front-end process before information enters the collection management system.

• Standardizes acquisition intake across departments
• Improves completeness and quality of accession data
• Shortens the time from proposal to formal record creation

6. Conservation and preservation task management

Direction: Bi-directional

Conservation teams can manage treatment plans, assignments, and supporting documentation in SharePoint while referencing object metadata, condition history, and preservation requirements from Axiell. After treatment is completed, conservation outcomes, updated condition notes, and preservation actions can be written back to Axiell to maintain the authoritative record.

• Creates a clear workflow from assessment to treatment completion
• Keeps preservation history tied to the collection record
• Improves visibility for managers and auditors

7. Internal knowledge portal for staff and researchers

Direction: Axiell to SharePoint

SharePoint can act as an internal portal that surfaces selected collection information from Axiell for staff, researchers, and approved partners. This may include searchable object summaries, collection highlights, finding aids, or reference materials. Axiell remains the source of truth, while SharePoint provides a more accessible entry point for discovery and collaboration.

• Improves discoverability of collection information across the organization
• Reduces duplicate content maintenance in multiple systems
• Supports controlled sharing with internal and external stakeholders

8. Governance and compliance reporting for collection operations

Direction: Bi-directional

SharePoint can collect operational evidence such as approvals, policy acknowledgements, and workflow records, while Axiell provides collection-specific data such as object movement history, preservation status, and metadata completeness. Combined reporting gives leadership a clearer view of compliance, process performance, and collection stewardship.

• Supports audits and regulatory reporting
• Helps identify gaps in documentation or workflow completion
• Provides management with a consolidated operational view

Overall, integrating SharePoint with Axiell helps cultural heritage institutions connect day-to-day collaboration with authoritative collection management. The result is better workflow control, less manual re-entry, stronger governance, and faster access to trusted information across teams.