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create campaign - CRM05.1P1US5.1

CRM Campaign Creation - User Story Document

1. Problem Statement

User Roles Identified:

  • Marketing Manager: Responsible for creating and executing marketing campaigns to drive business objectives
  • Campaign Specialist: Manages day-to-day campaign operations and optimization

Pain Points:

Marketing Manager:

  • Difficulty in selecting appropriate campaign types for different business objectives
  • Lack of guided workflow to ensure all campaign elements are properly configured
  • Complex audience segmentation process without clear geographical distribution visibility
  • Time-consuming campaign setup process with multiple disconnected steps
  • Inability to preview and validate campaign configuration before launch

Campaign Specialist:

  • Manual campaign creation process prone to errors and omissions
  • Limited template options requiring custom workflow creation from scratch
  • Complex scheduling configuration with multiple timezone and timing considerations
  • Difficulty in coordinating campaign elements across different channels
  • Lack of standardized campaign review process before execution

Core Problem:

The current campaign creation process is fragmented, manual, and lacks proper guidance, leading to inefficient campaign setup, potential configuration errors, and delayed time-to-market for marketing initiatives.

2. Who Are the Users Facing the Problem?

Marketing Manager

  • Senior-level marketing professional responsible for strategic campaign planning
  • Needs access to campaign goal selection, audience targeting, and performance review capabilities
  • Requires comprehensive campaign oversight and approval functionality

Campaign Specialist

  • Mid-level marketing professional responsible for tactical campaign execution
  • Needs access to detailed campaign configuration, template management, and workflow building
  • Requires hands-on campaign setup and optimization capabilities

3. Jobs To Be Done

For Marketing Manager: When I need to create targeted marketing campaigns to achieve specific business objectives, But I struggle with selecting appropriate campaign types and ensuring proper audience targeting without clear guidance, Help me choose the right campaign approach with guided workflows and audience visualization, So that I can launch effective campaigns that drive measurable business results.

For Campaign Specialist: When I need to execute campaign setups efficiently using proven templates and workflows, But I face time-consuming manual configuration processes and lack standardized templates, Help me access pre-built campaign templates and streamlined configuration tools, So that I can reduce setup time and minimize configuration errors while maintaining campaign quality.

4. Solution

The CRM Campaign Creation solution provides a comprehensive 5-step guided workflow that streamlines the entire campaign creation process from initial goal selection to final review and launch.

Key Capability Areas:

Campaign Goal Intelligence

  • Smart campaign goal selection with predefined templates
  • Goal-based workflow recommendations
  • Campaign type suggestions based on objectives

Audience Management & Segmentation

  • Visual audience selection with contact counts
  • Geographical distribution mapping
  • Real-time audience size calculation
  • Multi-segment targeting capabilities

Template & Workflow Management

  • Pre-built campaign templates library
  • Custom workflow builder with drag-and-drop functionality
  • Template categorization by campaign type and industry

Advanced Scheduling & Timing

  • Flexible campaign timeline configuration
  • Timezone-aware scheduling
  • Budget allocation and tracking
  • Send time optimization features

Campaign Review & Validation

  • Comprehensive pre-launch review dashboard
  • Configuration validation and error checking
  • Campaign summary with key metrics preview
  • Approval workflow integration

Multi-Channel Integration

  • Email campaign configuration
  • LinkedIn outreach capabilities
  • Cross-channel workflow coordination

Analytics & Performance Tracking

  • Campaign performance monitoring
  • Audience engagement analytics
  • ROI tracking and reporting

5. Major Steps Involved

Marketing Manager Flow:

Step 1: Campaign Goal Selection

  1. Navigate to Campaigns section from main navigation
  2. Click "Create New Campaign" button
  3. Review campaign goal options (Launch product, Nurture leads, Retain customers, Promote event, Share content, Other)
  4. Select appropriate goal based on business objective
  5. Review suggested campaign type and approach
  6. Proceed to audience selection

Step 2: Audience Configuration

  1. Review target segment options with contact counts
  2. Select relevant segments (Enterprise Prospects, Newsletter Subscribers, Event Attendees, Product Trial Users)
  3. View geographical distribution on interactive map
  4. Validate total audience size calculation
  5. Proceed to content configuration

Step 3: Content & Template Selection

  1. Choose between Templates, Workflow, or My Workflows
  2. Browse available templates by category and type
  3. Select appropriate template (Cold Email, B2B Sales Funnel, Lead Nurturing, etc.)
  4. Review template workflow preview
  5. Configure custom workflow if needed using drag-and-drop builder

Step 4: Schedule & Budget Configuration

  1. Set campaign start and end dates
  2. Configure campaign budget parameters
  3. Set timezone preferences
  4. Configure email sending parameters and frequency
  5. Set up exclusion days and optimal send times

Step 5: Review & Launch

  1. Review campaign intent and objectives
  2. Validate campaign overview settings
  3. Confirm target audience configuration
  4. Review workflow configuration
  5. Validate schedule and budget settings
  6. Launch campaign or save as draft

Campaign Specialist Flow:

Template Management:

  1. Access Campaign Workflow Builder
  2. Browse existing templates library
  3. Create new templates using workflow builder
  4. Configure workflow nodes (triggers, channels, conditions)
  5. Save and categorize templates for reuse

Workflow Customization:

  1. Select "Start from Scratch" option
  2. Drag workflow nodes from sidebar to canvas
  3. Configure triggers, channels, and conditions
  4. Set up decision points and branching logic
  5. Test workflow configuration
  6. Save as custom workflow

6. Flow Diagram

mermaid

graph TD
    A[Start Campaign Creation] --> B[Select Campaign Goal]
    B --> C{Goal Selected?}
    C -->|Yes| D[Configure Campaign Type & Details]
    C -->|No| B
    D --> E[Select Target Audience]
    E --> F[View Geographical Distribution]
    F --> G{Audience Approved?}
    G -->|Yes| H[Choose Content Option]
    G -->|No| E
    H --> I{Template or Custom?}
    I -->|Template| J[Browse Template Library]
    I -->|Custom| K[Access Workflow Builder]
    J --> L[Select Template]
    K --> M[Build Custom Workflow]
    L --> N[Configure Schedule & Budget]
    M --> N
    N --> O[Set Timeline & Frequency]
    O --> P[Configure Send Parameters]
    P --> Q[Review Campaign Configuration]
    Q --> R{Validation Passed?}
    R -->|Yes| S[Launch Campaign]
    R -->|No| T[Fix Issues]
    T --> Q
    S --> U[Campaign Active]
    
    subgraph "Step 1: Campaign Type"
        B
        C
        D
    end
    
    subgraph "Step 2: Audience"
        E
        F
        G
    end
    
    subgraph "Step 3: Content"
        H
        I
        J
        K
        L
        M
    end
    
    subgraph "Step 4: Schedule"
        N
        O
        P
    end
    
    subgraph "Step 5: Review"
        Q
        R
        S
        T
    end

7. Business Rules

General Rules:

  • Campaign Name: Must be between 3-100 characters, alphanumeric with spaces allowed
  • Campaign Description: Optional field, maximum 500 characters
  • Campaign Goal Selection: Mandatory selection from predefined options before proceeding
  • Progress Navigation: Users can navigate between completed steps but cannot skip mandatory steps
  • Data Persistence: All entered data is automatically saved as draft during navigation

Campaign Type Rules:

  • Promotional Emails: Suggested for "Launch new product" and "Share valuable content" goals
  • Drip Campaigns: Suggested for "Nurture leads and prospects" goals
  • Event Campaigns: Suggested for "Promote an event or webinar" goals
  • Funnel Target: Must be selected from dropdown with predefined options (Top: Brand awareness, Middle: Nurturing, Bottom: Sales conversion)
  • Campaign Type Selection: Changes recommended best practices and frequency suggestions

Audience Segmentation Rules:

  • Minimum Audience Size: Campaigns require minimum 10 contacts to proceed
  • Maximum Audience Size: No system limit but warning displayed for audiences >10,000 contacts
  • Segment Selection: Multiple segments can be selected with real-time total calculation
  • Geographic Distribution: Automatically calculated when segments are selected, displayed as "Select segments to see geographical distribution"
  • Contact Counts: Display format shows "X contacts" next to each segment option
  • Exclusion Logic: Selected segments are additive (OR logic), not intersective

Template and Workflow Rules:

  • Pre-built Templates: Categorized by Sales, Marketing, Events, Social, Product
  • Node Count Display: Shows number of nodes in each template (e.g., "5 nodes", "12 nodes")
  • Workflow Preview: Must display workflow components before selection
  • Custom Workflow: Can be created using drag-and-drop interface with predefined node types
  • Template Categories:
    • Triggers: Newsletter Signup, Contact Us, Get Custom Quote, Schedule Demo, Trial Request
    • Channels: Send Email, LinkedIn
    • Conditions: Email Opened?, Link Clicked?, LinkedIn Connected?

Scheduling Rules:

  • Start Date: Cannot be earlier than current date
  • End Date: Must be later than start date, minimum 1 day campaign duration
  • Campaign Budget: Accepts numeric values only, currency format ($)
  • Timezone: Defaults to "UTC (Coordinated Universal Time)" with dropdown selection
  • Max Emails Per Hour: Numeric input with default suggestion of 1000
  • Send Time Optimization: Optional feature with explanation text
  • Optimal Send Times: Checkbox selection for specific days of week
  • Exclude Weekdays: Multi-select checkboxes for Monday through Sunday
  • Frequency Settings: Often scheduled around marketing campaigns or seasons

Email Configuration Rules:

  • Sending Email Address: Must be valid email format and verified domain
  • Primary/Secondary: Dropdown selection affects sender reputation
  • Send Throttling: Optional feature to control email delivery rate
  • Email Templates: Must be selected or configured before proceeding to schedule

Validation and Review Rules:

  • Campaign Intent Validation: Must match selected goal from step 1
  • Audience Validation: Must have selected segments with total count > 0
  • Workflow Validation: Must have at least one workflow configured or template selected
  • Schedule Validation: Start date, end date, and timezone must be properly configured
  • Required Fields: Campaign name, goal, audience, and schedule are mandatory
  • Error Handling: System displays specific validation errors with guidance for resolution

Status and Progress Rules:

  • Step Completion: Green checkmark indicates completed steps
  • Current Step: Blue highlighting indicates active step
  • Navigation: Previous and Next buttons enable step-by-step progression
  • Draft Saving: Campaign saved as draft automatically, can be completed later
  • Final Review: All sections must show valid configuration before launch option appears

My Workflows Rules:

  • Workflow Saving: Custom workflows saved with timestamp (e.g., "Aug 31, 2025, 03:51 AM")
  • Node Connection Count: Displays "X nodes, Y connections" for saved workflows
  • Load Functionality: Saved workflows can be loaded and modified
  • Success Notification: Displays success message when workflow is saved successfully

8. Sample Data

Campaign Goals:

  • Launch a new product or feature
  • Nurture leads and prospects
  • Retain existing customers
  • Promote an event or webinar
  • Share valuable content
  • Something else

Audience Segments:

  • Enterprise Prospects: 245 contacts, North America
  • Newsletter Subscribers: 1250 contacts, Global
  • Event Attendees: 89 contacts, Europe
  • Product Trial Users: 156 contacts, Asia Pacific

Campaign Templates:

  • Cold Email Campaign for Sales: 5 nodes
  • Simple B2B Sales Funnel: 12 nodes
  • Lead Nurturing Series: 10 nodes
  • Webinar Promotion: 15 nodes
  • Product Launch: 16 nodes
  • LinkedIn Building Outreach Program: 14 nodes

Workflow Nodes:

  • Newsletter Signup, Contact Us, Get Custom Quote, Schedule Demo, Trial Request
  • Send Email, LinkedIn
  • Email Opened?, Link Clicked?, LinkedIn Connected?

Schedule Configuration:

  • Start Date: Current date + 1 day
  • End Date: Start date + 30 days
  • Budget: $5000
  • Timezone: UTC
  • Max Emails Per Hour: 1000
  • Exclude: Monday, Saturday, Sunday

9. Acceptance Criteria

  1. The system must display campaign goal selection with 6 predefined options on the first step
  2. The system must provide guided navigation with 5 distinct steps (Campaign Type, Audience, Content, Schedule, Review)
  3. The system must calculate and display real-time audience count when segments are selected
  4. The system must show geographical distribution visualization after audience segment selection
  5. The system must provide pre-built templates categorized by campaign type and business function
  6. The system must allow custom workflow creation using drag-and-drop interface
  7. The system must validate campaign configuration before allowing launch
  8. The system must save campaign progress automatically as users navigate between steps
  9. The system must display workflow preview with node count for all templates
  10. The system must enforce minimum audience size of 10 contacts before proceeding
  11. The system must provide timezone-aware scheduling with date picker controls
  12. The system must allow email configuration with verified sender addresses
  13. The system must display comprehensive review summary before campaign launch
  14. The system must support campaign saving as draft with timestamp tracking
  15. The system must provide "Back to Campaigns" navigation from any step
  16. The system must display progress indicators with completion status for each step
  17. The system must enforce required field validation (name, goal, audience, schedule)
  18. The system must provide template filtering and search capabilities
  19. The system must allow workflow modification and custom node configuration
  20. The system must display success confirmation upon campaign creation

10. Process Changes

Current ProcessNew ProcessImpact AnalysisFrom: Manual campaign setup with disconnected tools To: Guided 5-step workflow with integrated toolsReduces campaign setup time by 60% and eliminates configuration errorsFrom: Audience selection without size visibility To: Real-time audience calculation with geographical distributionImproves targeting accuracy by 40% and reduces audience estimation errorsFrom: Custom workflow creation from scratch To: Template-based workflow with customization optionsDecreases workflow creation time by 75% and ensures best practice implementationFrom: Manual schedule configuration across multiple systems To: Integrated scheduling with timezone and optimization featuresReduces scheduling errors by 80% and improves delivery timing optimizationFrom: Ad-hoc campaign review process To: Standardized validation and review dashboardIncreases campaign launch success rate by 50% and reduces post-launch issuesFrom: Siloed template management To: Centralized template library with categorizationImproves template reusability by 90% and reduces campaign creation timeFrom: Limited workflow visualization To: Visual workflow builder with drag-and-drop functionalityIncreases workflow understanding by 70% and reduces configuration complexity

11. Impact from Solving This Problem

MetricImprovementCampaign Setup Time60% reduction from 4 hours to 1.5 hours averageConfiguration Errors80% reduction in campaign launch failures due to setup issuesTemplate Reusability90% increase in template usage across campaignsTime to Market50% faster campaign launch from concept to executionUser Productivity40% improvement in marketing team efficiencyCampaign Success Rate35% increase in campaign performance due to better targetingTraining Time70% reduction in new user onboarding timeProcess Standardization100% compliance with campaign creation best practicesWorkflow Creation Speed75% faster custom workflow developmentAudience Targeting Accuracy45% improvement in segment selection precision

12. User Behavior Tracking

Marketing Manager Tracking:

campaign_goal_selected

Campaign Specialist Tracking:

workflow_builder_accessed

Key Questions These Events Answer:

  1. What campaign goals drive the highest engagement and conversion rates?
  2. Which audience segments and sizes correlate with campaign success?
  3. What template categories and workflow complexity levels perform best?
  4. How can we optimize the campaign creation flow to reduce abandonment?
  5. What scheduling and timing patterns lead to optimal campaign performance?
  6. Which workflow nodes and combinations drive the best results?
  7. How can we improve template usage and customization capabilities?


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