Custom-made release process in the Content Hub

For a globally active company with 47 subsidiaries and branch offices, content production for product and service presentations or training materials is a real challenge. Instructions for use or other media such as images, videos and other documents should be available centrally and always at the right touchpoint at any time in different languages and formats. At the same time, many of these digital assets are subject to strict regulatory requirements and – depending on the type – must pass through various release stages.

For Ivoclar, an overview of open tasks, responsibilities, and status in which assets are located is crucial. The need: to be able to manage processes and tasks centrally in the Content Hub – clearly and comprehensibly.

In addition, it is a clear goal to significantly reduce manual effort. E-mail notifications for newly created tasks, task assignments and release requests to deputies in the event of absences must take place immediately and fully automatically.

Assets are to be distributed to employees and customers on a country-specific basis via a web portal. Not only the current, but also all previous versions of specific assets must be available at all times. A specific release workflow should determine which assets are available to which users, for which purpose and for how long.

Ivoclar Content Hub

To link the complex system architecture into a unified media and information platform, CELUM's Digital Asset Management System was implemented as the central and back end.

Ivoclar Downloadcenter

The download center, based on CELUM ContentLand (brix:anura), makes content such as marketing material, instructions for use and other assets available in a user-friendly manner at any time and in any place. The cleanly integrated portal solution is tailored to the needs of Ivoclar and its customers.

Customized process landscape and workflow automation

Exponential benefits and added value are offered by optimally coordinated processes. Therefore, Ivoclar's release workflows were reviewed in several workshops, optimized and digitized using the BPMN 2.0 standard. Based on this process model and further requirements regarding user rights management, a concept for the implementation with the business process management software Camunda and the DAM system from CELUM was developed.

Fully automated workflows

With the help of the Camunda platform, a high-performance workflow engine tailored to Ivoclar's needs was set up, which allows a large number of processes to be automated completely or to a high degree. For this purpose, suitable technical process models were developed, which were supplemented with the necessary interfaces to CELUM - saving resources and time.

Seamless integration

In line with the best-of-breed approach, the previous system architecture was seamlessly linked by means of interfaces. For example, the Camunda task list was replaced with the brix Connector Camunda Connect for CELUM. Users can thus manage and monitor their tasks in their familiar system environment.

Improved user experience

As part of the project, the system and data management were optimized and modernized together with Ivoclar. The approval process for the publication of instructions for use, for example, is now structured in a user-friendly way and at the same time respects all of the strict regulatory requirements. The very intuitively designed interface makes it easy for users to quickly find their way around the tasks.

Central data management – global benefits

With central data management in CELUM Content, Ivoclar can now maintain and manage all media required worldwide. Redundancies and multiple efforts are a thing of the past. Uploading and maintaining, as well as enriching, sharing and releasing assets, are now done in a single system. All versions of an asset are available at any time.

Optimized processes

Through defined responsibilities, clearly defined roles and a high degree of automation via the Camunda Workflow Engine, the release of new digital assets or the assignment of regional content becomes child's play. Assets can be released or new versions with country-specific derivatives can be created with just a few clicks. Users can access their assigned tasks via an automatically generated link.

Sustainable and flexible

The overall solution was designed to be future-proof and flexible. It can be expanded at any time to meet current needs. New requirements can be implemented and realized in no time.

Regulatory correct

By implementing the defined processes and business rules in Camunda, regulatory errors are prevented. Changes can be tracked down to the smallest detail. Thus, Ivoclar is always ready for the next audit.

Automated catalogs directly from Opacc

Throughout a unique digital experience for the guests of Switzerland