Workflow Template
Marketing Campaign Approval Workflow
Collects a campaign brief from the campaign owner, routes it through marketing lead review and brand review (with revision loops), then final approval by the marketing director (budgets over $20,000) or marketing manager (smaller budgets), notifying the owner of the outcome.
Marketing teams that run multiple campaigns at once need a consistent way to move campaign briefs from submission through review to final sign-off, with visibility into where each request stands. This workflow captures the campaign brief through a public request form, routes it through marketing lead and brand review with revision loops of up to three cycles, and directs final approval to the marketing director for budgets over $20,000 or the marketing manager for smaller budgets. Campaign owners, marketing leads, brand reviewers, and marketing directors or managers are each engaged at the stage relevant to them, with the campaign owner notified automatically of the outcome.
Business Outcomes
- Supports faster turnaround on campaign brief review and approval
- Helps reduce ad hoc follow-ups by giving campaign owners a reference number and status updates
- Makes revision cycles more structured with a capped, trackable number of review loops
- Improves consistency in routing high-budget campaigns to director-level approval
- Provides a visible timeline of review comments and decisions for each campaign record
Workflow Steps
Steps
- 1Create Campaign Recordcreate record
Registers the submitted campaign brief as a new campaign record.
- 2Set Status: Submittedupdate record
Marks the campaign status as Submitted.
- 3Email Submission Acknowledgementsend email
Sends the campaign owner an acknowledgement email with their reference number.
- 4Set Status: Marketing Reviewupdate record
Marks the campaign status as Marketing Review before the marketing lead reviews it.
- 5Marketing Lead Reviewcreate task
Marketing lead reviews the campaign brief and records comments and a result.
- 6Save Marketing Lead Resultupdate record
Persists the marketing lead's comments and result to the campaign record.
- 7Brand Reviewer Checkcreate task
Brand reviewer checks the creative assets and records comments and a result.
- 8Save Brand Reviewer Resultupdate record
Persists the brand reviewer's comments and result to the campaign record.
- 9Route on Review Outcomes
Checks whether either the marketing lead or brand reviewer requested changes.
marketing_lead_result: "Changes needed"→Set Status: In Revisionbrand_reviewer_result: "Changes needed"→Set Status: In RevisionDefault→Set Status: Pending Final Approval - 10Set Status: In Revisionupdate record
Marks the campaign status as In Revision because changes were requested.
- 11Campaign Owner Revises Plan and Creativecreate task
Campaign owner uploads a revised plan and creative assets addressing the requested changes.
- 12Save Revisionupdate record
Persists the revised plan summary and creative assets to the campaign record.
- 13Return to Marketing Reviewrestart from step
Restarts the marketing review and brand review cycle for the revised campaign, up to 3 times.
- 14Set Status: Pending Final Approvalupdate record
Marks the campaign status as pending final approval now that marketing lead and brand reviewer are satisfied.
- 15Route Final Approval by Budget
Routes to marketing director approval for budgets over $20,000, otherwise marketing manager approval.
budget: "20000"→Marketing Director ApprovalDefault→Marketing Manager Approval - 16Marketing Director Approvalrequest approvalrequires approval
Requests the marketing director's approval for high-budget campaigns over $20,000.
- 17Route Director Approval Outcome
Branches based on the marketing director's approval decision.
approval_status: "approved"→Set Status: Ready to Launchapproval_status: "rejected"→Set Status: RejectedDefault→End - 18Marketing Manager Approvalrequest approvalrequires approval
Requests the marketing manager's approval for campaigns with a budget of $20,000 or less.
- 19Route Manager Approval Outcome
Branches based on the marketing manager's approval decision.
approval_status: "approved"→Set Status: Ready to Launchapproval_status: "rejected"→Set Status: RejectedDefault→End - 20Set Status: Ready to Launchupdate record
Marks the campaign status as Ready to Launch following final approval.
- 21Email Approval Notificationsend email
Notifies the campaign owner that the campaign is approved to launch.
- 22Set Status: Rejectedupdate record
Marks the campaign status as Rejected following final approval rejection.
- 23Email Rejection Notificationsend email
Notifies the campaign owner that the campaign was not approved.
Fields
Show all 18 fieldsShow fewer fields
FormMarketing Campaign Brief
- Campaign Owner Name*· Text
- Campaign Owner Email*· Email
- Campaign Name*· Text
- Campaign Objective*· Long text
- Target Audience*· Long text
- Channels*· Multiple choice
- Budget (USD)*· Number
- Start Date*· Date
- End Date*· Date
- Key Messaging*· Long text
- Creative Assets*· File upload
TaskMarketing Lead Review
- Marketing Lead Comments*· Long text
- Marketing Lead Result*· Choice
TaskBrand Reviewer Check
- Brand Reviewer Comments*· Long text
- Brand Reviewer Result*· Choice
TaskCampaign Owner Revises Plan and Creative
- Revised Plan Summary*· Long text
- Revised Creative Assets*· File upload
Other fields
- Campaign Status· Choice
- Campaign Owner Name*
- Campaign Owner Email*
- Campaign Name*
- Campaign Objective*
- Target Audience*
- Channels*
Forms
Marketing Campaign Brief
11 fields
Data Views
Campaign Overview
campaign_name, budget, start_date, end_date +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What does this workflow record for each campaign?
Each campaign becomes a record with a reference number, a status such as Submitted, Marketing Review, In Revision, Pending Final Approval, Ready to Launch, or Rejected, and a timeline of what happened. Comments and results from the marketing lead and brand reviewer are saved to the record, along with revised plan summaries and creative assets submitted during revision cycles.
Who is involved at each stage of the approval process?
The campaign owner submits the initial brief and, if needed, revised plans and creative assets through a form emailed to them. The marketing lead and brand reviewer each complete a review task recording comments and a result, and the marketing director or marketing manager provides final approval depending on the campaign budget.
How do we change who approves campaigns over $20,000?
The budget threshold and routing logic can be adjusted by describing the change in plain English or editing the relevant step directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.
What happens if the marketing lead or brand reviewer requests changes?
If either reviewer records a result of Changes needed, the campaign status is set to In Revision and the campaign owner is asked to upload a revised plan summary and creative assets. The revised campaign then returns to marketing lead and brand review, and this cycle can repeat up to three times before moving forward.
How does the workflow decide between marketing director and marketing manager approval?
The workflow checks the submitted budget against the $20,000 threshold: campaigns over $20,000 are routed to the marketing director for approval, while campaigns at or below that amount go to the marketing manager. The approval decision from whichever approver is engaged determines whether the campaign is marked Ready to Launch or Rejected.
How is the campaign owner kept informed of progress?
The campaign owner receives an acknowledgement email with their reference number as soon as the brief is submitted, and a final email notifying them whether the campaign was approved to launch or rejected. Throughout the process, the campaign record's status and timeline reflect where the request stands.
Can the campaign brief form be customised?
Yes, the fields collected on the public request form, such as Campaign Objective, Target Audience, Channels, and Budget, can be adjusted by editing the workflow's form step in the workflow editor. Changes can also be described in plain English and applied without a development project.
What does the record show if a campaign is rejected?
When a campaign is rejected at the final approval stage, its status is set to Rejected and this is reflected in the record's timeline alongside the earlier review comments and results. The campaign owner is notified by email that the campaign was not approved.
Is there a limit to how many times a campaign can be revised?
Yes, the workflow allows the marketing review and brand review cycle to repeat up to three times for a given campaign. Each cycle's comments, results, and revised materials are saved to the record so the full revision history is visible.
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