WoodWing - OpenText Core Capture Services Integration and Automation

Common Integration Use Cases Between WoodWing and OpenText Core Capture Services

1. Digital Mailroom to Asset Repository for Marketing and Communications

Data flow: OpenText Core Capture Services to WoodWing

Incoming physical mail, scanned correspondence, and emailed attachments are captured in OpenText Core Capture Services, classified, and routed to WoodWing when the content includes reusable images, campaign artwork, event photos, or publication assets. This is useful for marketing teams that receive vendor submissions, agency deliverables, or event media through shared mailboxes and need those assets stored in a controlled repository.

• Reduces manual sorting of incoming content
• Ensures approved assets are centrally stored and searchable
• Speeds up reuse of captured media in campaigns and publications

2. Invoice and Supporting Document Archiving with Related Visual Assets

Data flow: OpenText Core Capture Services to WoodWing

When invoices, purchase forms, or supplier correspondence include supporting images such as product photos, proof-of-delivery pictures, or event documentation, Core Capture Services can extract the documents and pass the related visual files to WoodWing for long-term asset management. This supports finance and procurement teams that need a complete record of transaction-related media.

• Improves audit readiness by linking documents and related images
• Creates a single source for transaction-related media
• Supports faster dispute resolution and supplier follow-up

3. Customer Onboarding Document Intake with Media Enrichment

Data flow: OpenText Core Capture Services to WoodWing, with optional bi-directional metadata updates

During customer onboarding, Core Capture Services captures signed forms, identity documents, and correspondence. If the onboarding process also includes product photos, location images, or branded collateral, those assets can be stored in WoodWing and linked to the onboarding record. This is valuable for organizations that need both document processing and controlled media management in one workflow.

• Combines document intake with supporting visual content
• Improves completeness of onboarding records
• Helps compliance teams maintain organized evidence packages

4. Museum and Heritage Collection Intake with Document and Media Association

Data flow: OpenText Core Capture Services to WoodWing

Museums and heritage organizations often receive acquisition forms, donor agreements, provenance records, and condition reports alongside photographs and video of artifacts. Core Capture Services can capture and classify the paperwork, while WoodWing stores the associated media assets for each collection item. This creates a structured intake process for curators, archivists, and collections managers.

• Links administrative records with object imagery and video
• Supports preservation, cataloging, and research workflows
• Improves traceability for acquisitions and donor management

5. Publishing Production Intake for Manuscripts, Artwork, and Rights Documents

Data flow: OpenText Core Capture Services to WoodWing

Publishing teams can use Core Capture Services to ingest rights agreements, author correspondence, release forms, and scanned source materials, then store related book content, photography, layouts, and EPUB assets in WoodWing. This is especially useful when editorial and production teams need to manage both the legal documentation and the creative assets for a title.

• Speeds up title setup and production readiness
• Reduces risk of missing rights or approval documents
• Improves coordination between editorial, legal, and design teams

6. Product Image Intake from Supplier Submissions and Compliance Packets

Data flow: OpenText Core Capture Services to WoodWing

Manufacturers and retailers often receive supplier packets containing product specifications, compliance forms, and embedded product images. Core Capture Services can extract the documents and identify image files or image references, then send approved product visuals to WoodWing for distribution to PIM, eCommerce, and channel partners. This helps merchandising and product operations teams manage incoming supplier content more efficiently.

• Standardizes intake of supplier-submitted product media
• Supports faster product content publication
• Improves consistency across sales and distribution channels

7. Event Content Capture and Campaign Asset Management

Data flow: OpenText Core Capture Services to WoodWing

Event registration forms, speaker agreements, release forms, and vendor invoices can be captured in Core Capture Services, while event photos and videos are transferred to WoodWing for campaign use. Marketing teams can then reuse approved event media across social, web, internal communications, and post-event campaigns without manually collecting files from multiple sources.

• Centralizes event-related documentation and media
• Accelerates post-event content production
• Ensures only approved assets are reused in campaigns

8. Approval Workflow for Captured Documents Linked to Final Media Assets

Data flow: Bi-directional

Core Capture Services can initiate approval workflows for captured documents such as release forms, contracts, or compliance records, while WoodWing stores the final approved images, videos, or publication assets. Status updates from the approval process can be synchronized back to WoodWing so teams only access assets that are cleared for use. This is useful for legal, compliance, marketing, and publishing teams that require controlled asset release.

• Prevents use of unapproved content
• Aligns document approval with asset publication
• Improves governance across content-heavy workflows