Trello - Axiell Integration and Automation

Common Integration Use Cases Between Trello and Axiell

1. Collection Digitization Project Tracking

Flow: Axiell to Trello

When museums, libraries, or archives launch a digitization initiative, Axiell can provide the authoritative collection records while Trello manages the operational work. Collection items selected for digitization can be pushed into Trello cards with metadata such as object ID, title, priority, location, and preservation status. Project teams can then track scanning, quality review, rights clearance, and publication steps in Trello boards.

• Improves visibility across curators, digitization staff, and project managers
• Reduces manual status tracking in spreadsheets
• Helps teams prioritize high-value or at-risk items

2. New Acquisition or Cataloging Workflow

Flow: Axiell to Trello

When new objects, books, or archival materials are accessioned in Axiell, an integration can create Trello cards for downstream tasks such as cataloging, condition assessment, photography, conservation review, and rights verification. Each card can include the Axiell record link and key metadata so operational teams can work from a shared task board.

• Speeds up intake and cataloging processes
• Ensures no required step is missed before public access
• Supports handoffs between collections, conservation, and documentation teams

3. Exhibition Preparation and Loan Coordination

Flow: Bi-directional

For exhibitions and external loans, Axiell can remain the source of truth for object records, while Trello manages the project plan. Axiell can send object details, availability, and loan constraints into Trello. In return, Trello can update Axiell with task completion milestones such as packing complete, courier assigned, condition report approved, or installation finished.

• Improves coordination between curatorial, registrar, and operations teams
• Provides a clear task view for exhibition deadlines
• Reduces risk of missed compliance or transport steps

4. Preservation and Conservation Action Tracking

Flow: Axiell to Trello

When Axiell identifies items requiring conservation treatment, environmental review, or preservation action, those records can generate Trello cards for follow-up work. Trello can be used to assign tasks to conservators, document handlers, or facilities teams, with due dates and checklists for treatment planning, materials ordering, and post-treatment review.

• Turns preservation findings into actionable work items
• Supports prioritization of fragile or high-risk assets
• Creates a transparent workflow for cross-functional follow-up

5. Public Access Content Publishing Workflow

Flow: Axiell to Trello

Axiell can trigger Trello tasks when collection records are ready for public access, digital exhibition, or online publication. Trello can manage editorial review, image approval, accessibility checks, and web publishing tasks before content is released to the institution’s digital channels.

• Helps ensure records are reviewed before publication
• Coordinates content, metadata, and digital teams
• Improves speed and consistency of public-facing releases

6. Rights and Permissions Review Management

Flow: Axiell to Trello

For items with unclear copyright, donor restrictions, or usage limitations, Axiell can create Trello tasks for rights review. Legal, collections, and communications teams can collaborate in Trello to confirm whether an item can be digitized, displayed online, or reused in marketing and education materials.

• Reduces compliance risk before publication or reuse
• Creates a documented review trail
• Improves coordination between legal and collections teams

7. Operational Issue Escalation from Trello to Axiell

Flow: Trello to Axiell

When staff identify issues in Trello such as damaged items, missing metadata, or preservation concerns, the integration can update the corresponding Axiell record or create a linked follow-up note. This keeps the collection system current with operational findings discovered during handling, digitization, or exhibition work.

• Ensures collection records reflect real-world condition and status
• Improves data accuracy over time
• Supports better decision-making for future handling and preservation

8. Cross-Team Work Queue for Ongoing Collection Maintenance

Flow: Bi-directional

Axiell can provide a list of records requiring routine maintenance, metadata cleanup, or digital preservation review, while Trello manages the work queue and assignments. As tasks are completed in Trello, status updates can be sent back to Axiell so collections teams can see which records are in progress, completed, or awaiting review.

• Creates a repeatable process for ongoing collections care
• Improves accountability across distributed teams
• Supports scalable maintenance of large collections