Smartsheet - OpenText Core Digital Asset Management Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Core Digital Asset Management

1. Campaign Asset Intake and Approval Workflow

Data flow: OpenText Core Digital Asset Management to Smartsheet, then Smartsheet back to OpenText Core Digital Asset Management

Marketing teams can store approved creative files in OpenText Core Digital Asset Management and automatically push asset metadata, version details, and review status into Smartsheet campaign plans. Smartsheet then manages task assignments, approval deadlines, and launch milestones. Once an asset is approved in Smartsheet, the final status can be written back to OpenText Core Digital Asset Management to mark the file as production ready. This reduces manual follow-up, improves version control, and gives campaign managers a single view of asset readiness across channels.

2. Product Launch Content Coordination

Data flow: Bi-directional

For product launches, OpenText Core Digital Asset Management can serve as the source of truth for packaging artwork, product images, sales sheets, and launch videos, while Smartsheet tracks launch tasks, dependencies, owners, and due dates. Asset links and metadata can flow into Smartsheet so launch teams know exactly which files are required for each milestone. Smartsheet status updates can then trigger reminders or update asset records in OpenText Core Digital Asset Management when content is approved, localized, or replaced. This helps launch teams coordinate across marketing, product, legal, and regional teams with fewer delays.

3. Creative Review and Compliance Tracking

Data flow: OpenText Core Digital Asset Management to Smartsheet

Organizations with regulated content can use OpenText Core Digital Asset Management to manage controlled creative assets and Smartsheet to track compliance review steps, approvers, and deadlines. When a new asset is uploaded or revised in OpenText Core Digital Asset Management, Smartsheet can create a review task with the asset link, owner, and required sign-off path. Legal, brand, and regulatory teams can then manage review progress in Smartsheet while the approved version remains governed in OpenText Core Digital Asset Management. This creates a clear audit trail and reduces the risk of using unapproved content.

4. Event Planning and Asset Readiness Management

Data flow: Bi-directional

Event teams can manage event schedules, vendor tasks, and production timelines in Smartsheet while storing event graphics, booth designs, presentation decks, and promotional videos in OpenText Core Digital Asset Management. Smartsheet can reference the latest approved asset links so planners always work from current files. In return, asset status updates from OpenText Core Digital Asset Management can inform Smartsheet when materials are approved, localized, or pending revision. This improves coordination between event managers, designers, and external agencies.

5. Regional Content Localization and Rollout

Data flow: Smartsheet to OpenText Core Digital Asset Management

Global organizations often need to localize campaigns and product materials for multiple markets. Smartsheet can track localization requests, translators, regional approvers, and release dates, while OpenText Core Digital Asset Management stores the localized asset versions and language-specific metadata. When a localization task is completed in Smartsheet, the corresponding asset record in OpenText Core Digital Asset Management can be updated with the new market, language, and approval status. This supports faster regional rollout and better control over which version is active in each market.

6. Asset Request and Fulfillment Process

Data flow: Smartsheet to OpenText Core Digital Asset Management

Business teams often request logos, images, templates, or campaign files from a central creative team. Smartsheet forms can capture these requests, including required format, usage context, deadline, and requester details. Approved requests can then trigger a lookup or retrieval of matching assets from OpenText Core Digital Asset Management, with links or file references returned to the requester in Smartsheet. This streamlines intake, reduces email-based requests, and helps creative teams prioritize work based on business demand.

7. Portfolio Reporting for Creative Operations

Data flow: OpenText Core Digital Asset Management to Smartsheet

Creative operations leaders can use OpenText Core Digital Asset Management to capture asset usage, version counts, approval history, and publication status, then feed that information into Smartsheet dashboards for portfolio reporting. Smartsheet can combine asset data with project milestones, resource assignments, and delivery dates to show campaign readiness, bottlenecks, and overdue approvals. This gives leadership a practical view of how content production is progressing across teams and where work is getting delayed.

8. Reusable Template and Brand Asset Governance

Data flow: Bi-directional

Brand teams can manage approved templates, logos, and design components in OpenText Core Digital Asset Management, while Smartsheet tracks who is allowed to use them, which projects have access, and when updates are required. If a brand template is updated or retired in OpenText Core Digital Asset Management, Smartsheet can notify project owners and update active work plans to point to the latest approved version. This helps enforce brand consistency across projects while reducing the risk of teams using outdated materials.