Email Campaign Workflow

How is this workflow audited for compliance purposes?

Every status change—submitted, in preparation, QA failed, pending approval, approved, scheduled—is recorded within assess.one as a timestamped step in the workflow history. This creates a traceable record of who took each action and when, which can support internal compliance reviews or external audits. Reviewers can retrieve this history at any time without relying on email archives.

Who has access to view or act on a campaign at each stage?

Access is configured by role directly within assess.one, so requesters, campaign preparers, QA reviewers, and approvers only see and act on the steps relevant to their responsibilities. This role-based structure helps prevent unauthorised approval or scheduling actions. Administrators can adjust these permissions at any time as team structures change.

How does this integrate with our existing email or notification tools?

Notifications to requesters—such as QA failure alerts or rejection notices—are configured inside assess.one using its built-in email and Slack integrations. No separate development work or external tooling is required to connect these notifications. Teams can adjust recipients, message content, and triggers directly within the platform.

Can the QA and approval logic be customised for our organisation?

Yes, the routing logic on QA results and approval outcomes can be edited within assess.one to reflect additional review stages, escalation rules, or approver hierarchies specific to your organisation. Step names, statuses, and notification content are all editable without coding. This makes it possible to align the workflow with existing marketing governance policies.

What happens if a campaign fails QA or is rejected at approval?

If QA identifies issues, the campaign status is set to QA Failed and the requester is notified with the option to fix inputs and restart preparation. If the campaign is rejected during final approval, the status is set to Approval Rejected and a similar notification and rework loop is triggered. Both paths keep the campaign visible in the system rather than allowing it to stall in an untracked state.

How long does it take to implement this workflow?

The template is ready to use and can be published within minutes, with no lengthy implementation project required. Once published, your team can begin submitting and processing live campaign requests immediately. Configuration of roles, notifications, and approval logic can be refined after go-live as needed.

Who should be granted access to this workflow within our organisation?

Typically, marketing requesters, campaign production staff, QA reviewers, and final approvers such as marketing leadership or compliance stakeholders should have access. Access levels can be scoped so approvers only see campaigns pending their decision. This keeps the workflow focused and reduces unnecessary visibility into unrelated stages.

Does this workflow support scheduling and launch tracking?

Yes, once a campaign is approved, the workflow moves it to a Schedule and Send Campaign step, after which the status is updated to Scheduled. Requesters are notified once the campaign is scheduled and launched, giving visibility into completion without manual follow-up. This status is retained in the record for future reference.

Can this workflow scale across multiple marketing teams or brands?

Yes, assess.one supports running multiple instances or configurations of this workflow to reflect different teams, brands, or regional requirements. Each instance retains its own status tracking, approvals, and notification settings. This structure is designed to help larger organisations maintain consistent governance while accommodating team-specific needs.