The DAM-to-Workflow project automation integration enables event-driven project creation. By configuring Acquia DAM metadata and expiration dates as action triggers, the system initiates the creative process in the Workflow application without manual data entry. This automation reduces operational bottlenecks, such as manual kickoff delays and delayed content refreshes caused by idle, expired assets.

Prerequisites

• Active subscriptions to both Acquia DAM and the Workflow application.
• A Native Integration subscription. Acquia creates, maintains, and supports this Workato-powered integration on your behalf. 

Features

• Automated setup: The system attaches the asset as the proof in the new Workflow project. This eliminates manual re-uploads.
• Content renewal: Expiration triggers ensure update projects start before content expires to maintain marketing continuity.
• Immediate notifications: Stakeholders receive instant notifications upon project creation to provide immediate visibility into the work stream.

Integration workflow

The integration creates an automated content refresh loop between Acquia DAM and your Workflow application through the following process:

1. The system monitors Acquia DAM assets for new or updated assets..
2. After a specific trigger occurs, such as an asset nearing its expiration date or a specific metadata field set to a designated value, the system initiates a new project.
3. The integration creates a new deliverable, completes required fields, and uploads the existing asset as a proof for review.
4. The system sets the project start date and deliverable start and end dates, and sends a notification to the designated Project Lead to commence the revision process.
5. Additionally, the system can populate project owners, assign deliverable stage names, add reviewers or commenters, and update the asset with data from the Workflow project.

Limitations

Review the following limitations regarding the integration's interaction with Acquia DAM:

• The integration creates only one deliverable per uploaded asset.
• The integration cannot trigger exclusively on specific field updates. Any and all updates trigger the integration.
• Changes to Asset Groups and Metadata Types in the DAM do not trigger the integration.
• The integration does not assign or change Metadata Types. The designated Upload Profile handles these features.
• File versioning relies on standard DAM settings.
• For assets that require removal, the integration expires them or assigns them to a separate Asset Group. The integration does not permanently delete assets from the DAM.
• The integration cannot manage or modify Global collections.

Requesting the integration

To begin the implementation process or explore integration options, contact your Acquia Account team to submit a provisioning request.

DAM-to-Workflow project automation