Email Campaign Workflow

What does this workflow record at each stage of a campaign?

The workflow records a status (Submitted, In Production, Needs Changes, Final Approval, Scheduled, Sent) throughout, along with a timeline of what happened on each campaign record. Task outcomes such as QA Result, Issues Found, requester corrections, manager Decision and Comments, Scheduled Send Date, and send performance figures like Open Rate and Click Rate are saved on the record because the workflow waits for these tasks. This gives any workspace user viewing the record a full account of decisions and data entered at each step.

Who is involved in reviewing and approving a campaign?

An email marketer builds the campaign, runs QA, schedules the send, and records send results, while a marketing manager reviews the QA-passed campaign and records an approval decision with comments. The requester who submitted the campaign is brought back in through emailed forms whenever corrections are needed, either after QA issues or manager feedback. These tasks and approvals are assigned to workspace members as part of the workflow.

What happens if QA finds issues with the campaign?

If the QA Result is Issues Found, the campaign status is set to Needs Changes and the requester is asked to provide corrected copy, assets or tracking links through a form. Once submitted, those corrections are saved to the record and the build-and-QA cycle restarts, with this loop supporting up to 3 iterations. If QA passes instead, the campaign moves forward to final manager approval.

What happens if the marketing manager requests changes?

When the Manager Decision is Changes Needed, the campaign status is set to Needs Changes and the requester is asked to review the manager's comments and provide corrections. These corrections are saved to the record and the build-and-QA cycle restarts, again supporting up to 3 iterations, before the campaign returns to final approval. If the manager instead approves the campaign, it proceeds to scheduling.

How do we change the steps in this workflow?

A workflow can be changed by describing the change in plain English or by editing its steps directly in the workflow editor. Earlier versions of the workflow are kept, so teams can review how the process has evolved over time. This makes it possible to adjust revision loop limits, add tasks, or change routing without needing a development project.

How does the requester take part without a workspace account?

Requesters submit their initial campaign details through a public request form, which creates the campaign record and triggers an acknowledgement email with their reference number. Whenever corrections are needed, whether from QA issues or manager comments, the requester receives an emailed form to provide updates, and their answers are saved directly to the record. At no point does the requester need a workspace account to take part.

What information is captured once the campaign is sent?

After the campaign is sent, the email marketer records the Launch Date, Number of Recipients, Open Rate and Click Rate on a task the workflow waits for, so these values are saved directly to the campaign record. The status is then set to Sent, completing the record's timeline from intake through to performance results. This gives the workspace a consistent set of send data across campaigns for later reference.

Can the number of revision cycles be adjusted?

The workflow as described supports up to 3 iterations of the build-and-QA cycle for both QA-triggered and manager-triggered revision loops. Because workflows are edited by describing the change in plain English or through the workflow editor, this iteration limit can be adjusted to match a team's own process needs. Any change made is retained alongside earlier versions of the workflow.