CRM Campaign Management System - CRM05P1US5

1. Problem Statement

Core Problem: Marketing teams struggle with fragmented campaign management processes, lack of real-time performance visibility, and inability to optimize campaigns effectively due to disconnected tools and manual workflows.

User Roles Identified:

• Marketing Manager: Oversees campaign strategy and performance
• Campaign Specialist: Creates and executes marketing campaigns
• Sales Manager: Leverages campaign data for lead conversion

Pain Points by User Role:

Marketing Manager:

• Cannot get real-time visibility into campaign ROI and performance metrics
• Struggles to compare performance across multiple campaigns simultaneously
• Lacks integrated view of campaign timeline, budget utilization, and results
• Difficult to identify high-performing segments for future targeting
• Manual reporting processes consume significant time

Campaign Specialist:

• Managing multiple campaigns across different channels is fragmented
• No centralized platform to track hot leads and engagement levels
• Email template management and content organization is inefficient
• Difficulty in segment performance analysis and optimization
• Manual tracking of campaign activities and timeline management

Sales Manager:

• Hot leads from campaigns are not immediately visible or actionable
• Cannot easily track lead quality and conversion rates by campaign
• Lacks integration between marketing campaigns and sales pipeline
• Difficult to prioritize follow-up actions based on engagement levels
• No clear visibility into which campaigns generate the best sales outcomes

2. Who Are the Users Facing the Problem?

Marketing Manager

• Senior marketing professional responsible for campaign strategy, budget allocation, and performance measurement
• Needs executive-level dashboards and ROI analysis capabilities

Campaign Specialist

• Mid-level marketing professional who creates, executes, and monitors day-to-day campaign activities
• Requires detailed operational tools for campaign management and content creation

Sales Manager

• Sales leadership responsible for converting marketing-qualified leads into customers
• Needs real-time lead scoring and campaign attribution data

All three roles should have access to this feature with role-based permissions and customized dashboards.

3. Jobs To Be Done

For Marketing Manager: When I need to measure and optimize our marketing investment across multiple campaigns, But I lack integrated visibility into real-time ROI, budget utilization, and performance comparisons, Help me access unified campaign dashboards with automated performance tracking and budget monitoring, So that I can make data-driven decisions to improve marketing effectiveness and demonstrate clear ROI to executives.

For Campaign Specialist: When I need to execute multi-channel marketing campaigns and manage lead engagement, But I struggle with fragmented tools for content management, audience segmentation, and performance tracking, Help me access an integrated campaign management platform with email templates, segment analytics, and real-time engagement monitoring, So that I can efficiently manage campaigns end-to-end and optimize performance based on audience behavior.

For Sales Manager: When I need to identify and prioritize high-quality leads from marketing campaigns, But I cannot easily access lead scoring, engagement history, and campaign attribution, Help me get real-time visibility into hot leads with engagement context and campaign source tracking, So that I can prioritize follow-up activities and improve lead conversion rates.

4. Solution

A comprehensive CRM campaign management system that provides unified campaign oversight, real-time performance analytics, and integrated lead management capabilities.

Key Capability Areas:

Campaign Dashboard & Analytics

• Real-time campaign performance metrics (ROI, Open Rate, Click Rate, Conversion Rate)
• Comparative analytics across multiple campaigns
• Revenue attribution and budget utilization tracking

Campaign Timeline Management

• Visual campaign timeline with progress tracking
• Budget utilization monitoring with spending alerts
• Automated milestone and completion tracking

Lead Management & Scoring

• Hot leads identification with engagement scoring
• Real-time lead activity tracking and notifications
• Lead source attribution and campaign tagging

Segment Performance Analysis

• Detailed segment-wise performance comparison
• Geographic and demographic performance breakdowns
• Revenue tracking by customer segment

Email Campaign Management

• Email template library with performance tracking
• Send status monitoring and delivery analytics
• A/B testing capabilities for email optimization

Contact & Audience Management

• Centralized contact database with engagement history
• Audience segmentation and targeting tools
• Contact lifecycle and interaction timeline

Performance Over Time Tracking

• Historical performance trends and analysis
• Daily/weekly performance breakdowns
• Predictive performance modeling

Activity & Audit Management

• Complete campaign activity log and history
• User action tracking and change management
• Compliance and audit trail documentation

Integration & Automation

• CRM integration for seamless data flow
• Automated workflow triggers based on engagement
• Real-time synchronization across marketing channels

Reporting & Export Capabilities

• Customizable report generation
• Data export functionality for external analysis
• Automated report scheduling and distribution

5. Major Steps Involved

Phase 1: Campaign Setup & Launch

1. Campaign Creation and Configuration
   • Navigate to Campaigns module and click "Create Campaign"
   • Define campaign parameters: name ("Q4 Product Launch"), type (Email Marketing), priority (High)
   • Set timeline: Start date (2024-01-15), End date (2024-02-15)
   • Configure budget allocation ($5,000 total budget)
   • Assign campaign owner (Sarah Johnson)
2. Audience Segmentation and Targeting
   • Access Segments tab to configure target audiences
   • Define segments with contact counts: Enterprise (450 contacts, North America), SMB (320 contacts, Europe), Startup (180 contacts, Asia)
   • Set total target reach (2,847 contacts available)
   • Configure segment-specific parameters and regional targeting
3. Content Creation and Email Setup
   • Navigate to Content tab for email template management
   • Create/select email templates from library (Welcome Series Template)
   • Configure email settings and tracking parameters
   • Set up automated email sequences and timing
   • Review content for compliance and brand guidelines

Phase 2: Campaign Execution & Monitoring

4. Campaign Launch and Initial Tracking

• Activate campaign status from Draft to Active
• Monitor initial send metrics: emails queued and delivered
• Track Email Send Management: Total Sent (1), Delivered (1), Opened (1), Failed/Bounced (0)
• Review real-time delivery performance and troubleshoot issues

5. Performance Monitoring and Analytics
   • Access campaign dashboard for real-time metrics
   • Monitor key performance indicators: ROI (285%), Open Rate (70%), Click Rate (14%)
   • Track contacts sent (2,250) against target population
   • Review budget utilization progress (68% used, $1,800 remaining)
   • Analyze campaign timeline completion (1916% Complete status shown)
6. Segment Performance Analysis
   • Navigate to Segments performance comparison view
   • Analyze segment-specific metrics across Enterprise, SMB, and Startup audiences
   • Review conversion rates: Enterprise (8%), SMB (5%), Startup (4%)
   • Compare revenue generation: Enterprise ($28,520), SMB ($17,379), Startup ($43,800)
   • Identify top-performing segments for optimization

Phase 3: Lead Management & Conversion

7. Hot Leads Identification and Management

• Monitor Hot Leads notifications ("Hot Leads from Q4 Product Launch" - 2 Leads)
• Review high-scoring leads: Sarah Johnson (Score 95), Michael Chen (Score 92)
• Analyze engagement levels (Very High Engagement indicators)
• Access detailed lead profiles with contact information and activity history
• Prioritize leads based on score, recency, and engagement depth

8. Lead Follow-up and Conversion Tracking
   • Navigate to Leads tab for comprehensive lead management
   • Review pipeline metrics: Total Leads (1), Qualified Leads (0), Hot Leads (1), Pipeline Value ($25,000)
   • Track lead progression and update status classifications
   • Coordinate with sales team for immediate follow-up actions
   • Document lead interactions and conversion outcomes

Phase 4: Analysis & Optimization

9. Performance Over Time Analysis

• Access Performance Over Time section for trend analysis
• Review daily performance breakdown: Jan 15 (300 Sent, 210 Opened, 42 Clicked, 8 Converted)
• Identify performance patterns across campaign duration
• Analyze peak engagement periods and optimization opportunities
• Track conversion trends and seasonal impacts

10. Campaign Activity and Audit Review
    • Navigate to Activities tab for complete campaign timeline
    • Review activity log: Campaign Created (09:00:00), Campaign Started (10:00:00)
    • Monitor user actions and system events with full attribution
    • Track campaign modifications and configuration changes
    • Maintain compliance documentation and audit trails
11. Reporting and Data Export
    • Generate comprehensive campaign reports using Export Activities
    • Create custom performance dashboards for stakeholders
    • Schedule automated reporting for ongoing campaign monitoring
    • Export data for external analysis and presentation
    • Share insights across marketing and sales teams
12. Campaign Optimization and Future Planning
    • Analyze overall campaign effectiveness and ROI achievement
    • Identify successful strategies for future campaign replication
    • Document lessons learned and optimization recommendations
    • Plan follow-up campaigns based on segment performance data
    • Update audience segmentation and targeting strategies for improved results

6. Flow Diagram

7. Business Rules

Campaigns Overview Screen

Summary Metrics Cards

• Active Campaigns Card:
  • Displays count of currently running campaigns (2)
  • Click to filter campaigns list to active status only
  • Updates automatically when campaigns are activated/deactivated
• Total Reach Card:
  • Shows aggregated contact reach across all campaigns (6,562)
  • Calculated as sum of unique contacts across all active campaigns
  • Updates in real-time as new contacts are added to campaigns
• Avg Open Rate Card:
  • Displays average email open rate across all campaigns (69%)
  • Calculated as weighted average based on email volume per campaign
  • Updates daily based on email engagement data
• Total ROI Card: ( PHASE 2)
  • Shows overall return on investment across campaigns (310%)
  • Calculated as (Total Revenue - Total Campaign Costs) / Total Campaign Costs * 100
  • Updates when revenue or cost data is modified

Campaign Search and Filters

• Search campaigns... Field:
  • Text input for campaign name amd tags search
  • Minimum 2 characters required to trigger search
  • Clears with X button or empty field

Campaign List Items

• Campaign Name:
• Campaign Status:
  • "Active" - Green badge, campaign is running
  • "Paused" - Yellow badge, campaign temporarily stopped
  • "Completed" - Gray badge, campaign finished
  • "Draft" - Blue badge, campaign not yet launched
• Campaign Type:
  • "Email Marketing" - Email-based campaign
  • "Multi-channel" - Cross-platform campaign
  • "SMS" - Text message campaign
  • "Social Media" - Social platform campaign
• Priority Indicator:
  • "High" - Red badge for urgent campaigns
  • "Medium" - Yellow badge for standard campaigns
  • "Low" - Green badge for low-priority campaigns
• Date Range: Shows campaign duration in MM-DD-YY to MM-DD-YY format
• Contact Count: Displays number of contacts in campaign (2,847 contacts)
• Assigned User(created by): Shows campaign owner/manager name
• Target Segments: Shows segment tags (Enterprise Prospects, Product Trial Users, Premium Customers)

Campaign Performance Metrics Row

• Sent Count: Number of emails/messages sent (2,250)
• Open Rate Percentage: Email open rate with color coding (70%)
• Click Rate Percentage: Click-through rate with color coding (14%)
• Conversion Rate Percentage: Conversion to desired action (2.8%)
• ROI Percentage: Return on investment with color coding (285%) (phase 2)

Budget Progress Bar (PHASE- 2)

• Budget Progress Visualization: Horizontal bar showing spend progress
• Budget Labels: Shows "Product Launch", "Enterprise", "Email" categories
• Budget Amount: Displays spent vs total budget ($3,200 / $5,000)

Hot Leads Indicator

• Hot Leads Badge: Red badge showing "Hot Leads (2)" with flame icon
• Hot Leads Count: Number in parentheses indicates lead quantity
• Action Buttons: View/expand buttons to access hot leads detail

Hot Leads Popup

Hot Leads Header

• Popup Title: "Hot Leads from 'Q4 Product Launch'"
• Lead Count Badge: "2 Leads" with red background
• Close Button (X): Closes the popup and returns to main view

Individual Lead Cards

• Lead Initials: Circular avatar with person's initials (SJ, MC)
• Lead Name: Full name as clickable link (Sarah Johnson, Michael Chen)
• Engagement Level Badge:
  • "Very High Engagement" - Red badge for top engagement
  • "High Engagement" - Orange badge for good engagement
  • "Medium Engagement" - Yellow badge for moderate engagement
• Job Title & Company:
  • Position title (VP of Sales, CTO)
  • Company name (TechCorp Solutions, InnovateTech)
  • Score number (Score: 95, Score: 92)

Lead Contact Information

• Email Address: Clickable email link for direct communication
• Phone Number: Clickable phone number for direct calling
• Source Information: Shows lead acquisition source ("Email Click", "Multiple Opens")
• Last Activity: Time since last engagement ("2 hours ago", "1 day ago")

Lead Action Buttons

• Email Button: Opens email composition to lead
• Call Button: Initiates phone call or opens dialer
• Notes Section: Displays lead interaction notes and comments

Campaign Detail View

Campaign Header Section

• Back to Campaigns Arrow: Returns to campaigns list view
• Campaign Name: "Q4 Product Launch" with editable capability
• Campaign Status: "Active" badge with green indicator
• Campaign Description: "Launch campaign for our new enterprise software suite"

Action Buttons Row

• AI Optimize Button: Purple button for AI-powered optimization (Phase 2)
• Auto-Optimize Button: Purple button for automated optimization (Phase 2)
• Edit Button: Opens campaign editing interface
• Clone Button: Creates duplicate campaign with same settings
• Pause Button: Red button to pause/stop campaign execution

Performance Metrics Cards

• ROI Card: (PHASE 2)
  • Large percentage display (285%)
  • Trend indicator arrow (green up arrow +12.5%)
  • Revenue amount ($15,750 revenue)
  • Label "ROI"
• Open Rate Card:
  • Percentage display (70%)
  • Trend indicator (+6.3%)
  • Opens count (1,575 opens)
  • Label "Open Rate"
• Click Rate Card:
  • Percentage display (14%)
  • Trend indicator (+5.2%)
  • Clicks count (315 clicks)
  • Label "Click Rate"
• Contacts Sent Card:
  • Contact count (2,250)
  • Progress indicator (74%)
  • Target comparison (of 2,847 target)
  • Label "Contacts Sent"

Campaign Timeline Section

• Timeline Header: "Campaign Timeline" with calendar icon
• Start Date: "Started: 2024-01-15"
• End Date: "Ends: 2024-02-15"
• Progress Bar: Visual timeline with completion percentage (1916% Complete)
• Timeline Labels: "Start", "Today", "End" markers

Budget Utilization Section(PHASE2)

• Budget Header: "Budget Utilization" with dollar icon
• Spent Amount: "Spent: $3,200"
• Budget Total: "Budget: $5,000"
• Remaining: "$1800 remaining"
• Utilization Percentage: "68% used"
• Profit Indicator: "$12,550 profit"
• Progress Bar: Visual budget consumption indicator

Summary

• Conversions Card:
  • Count display (63)
  • Rate percentage (2.8% rate)
  • Label "Conversions"
• Bounced Card:
  • Count display (45)
  • Rate percentage (2% rate)
  • Label "Bounced"
• Unsubscribed Card:
  • Count display (12)
  • Rate percentage (0.5% rate)
  • Label "Unsubscribed"

Campaign Type Indicator

• Email Marketing Badge: Blue badge showing campaign type
• Campaign Type Label: "Active" status with type specification

Campaign Detail Tabs

Tab Navigation Bar

• Performance Tab: Selected state shows performance metrics
• Contacts Tab: Shows campaign contact management
• Segments Tab: Shows audience segment analysis
• Content Tab: Shows email templates and content
• Leads Tab: Shows lead generation and management
• Config Tab: Shows campaign configuration settings (mentioned as existing)
• Email Sends Tab: Shows email delivery management
• Activities Tab: Shows campaign activity log
• History Tab: Shows campaign change history

Performance Tab Content

Email Funnel Section

Your Email Funnel Header

• Section Title: "Your Email Funnel" displays campaign email flow analysis
• Funnel Description Text: "Expert Insights analyzes each layer of your email funnel to determine leakage points (such as blocked emails) and opportunities to improve deliverability and engagement."
• Insight Indicators:
  • Red bullet point: "Identify deliverability issues before they impact your business"
  • Blue bullet point: "Learn how to increase engagement among your recipients"

Funnel Visual Bars

• Sent Bar:
  • Dark gray/charcoal bar representing total emails sent
  • Text label "Sent" in white text on bar
  • No percentage or count displayed on bar itself
• Delivered Bar:
  • Blue bar representing successfully delivered emails
  • Text label "Delivered" in white text on bar
  • Narrower than Sent bar to show delivery rate visually
• Unique Opened Bar:
  • Purple bar representing emails opened by recipients
  • Text label "Unique Opened" in white text on bar
  • Narrower than Delivered bar to show open rate progression
• Unique Clicked Bar:
  • Purple bar representing emails clicked by recipients
  • Text label "Unique Clicked" in white text on bar
  • Narrowest bar to show click rate drop-off

Funnel Metrics Panel

• Total Sent Field:
  • Label: "Total Sent: 490"
  • Shows total number of emails sent in campaign
  • Non-editable display field
• Total Delivered Field:
  • Label: "Total Delivered: +90.2% 442"
  • Shows delivered count with trend indicator (+90.2%)
  • Sub-metrics: "Bounced: 34 6.94%, Blocked: 8 1.63%"
  • Non-editable display field
• Total Unique Opened Field:
  • Label: "Total Unique Opened: 51.13% 226"
  • Shows unique opens with percentage and count
  • Sub-metric: "Spam Reports: 1 0.22%"
  • Non-editable display field
• Total Unique Clicked Field:
  • Label: "Total Unique Clicked: 14.03% 62"
  • Shows unique clicks with percentage and count
  • Sub-metric: "Unsubscribes: 0 0%"
  • Non-editable display field

Performance Metrics Cards Row

Delivery Rate Card

• Metric Value: "90.2%" large display
• Trend Indicator: "+1.6%" showing positive change
• Card Icon: Envelope/mail icon indicator
• Label: "Delivery Rate"
• Calculation: (Total Delivered / Total Sent) * 100

Open Rate Card

• Metric Value: "51.13%" large display
• Trend Indicator: "+2.1%" showing positive change
• Card Icon: Eye/visibility icon indicator
• Label: "Open Rate"
• Calculation: (Unique Opens / Total Delivered) * 100

Click Rate Card

• Metric Value: "14.03%" large display
• Trend Indicator: "+1.1%" showing positive change
• Card Icon: Cursor/pointer icon indicator
• Label: "Click Rate"
• Calculation: (Unique Clicks / Total Delivered) * 100

Bounce Rate Card

• Metric Value: "6.94%" large display
• Trend Indicator: "+1.8%" showing change (may be negative trend)
• Card Icon: Warning/bounce icon indicator
• Label: "Bounce Rate"
• Calculation: (Total Bounces / Total Sent) * 100

Performance by Segment Section

Section Header

• Section Title: "Performance by Segment" with analytics icon
• Expand/Collapse Button: Toggle to show/hide segment details

Segment Performance Rows

• Enterprise Segment Row:
  • Segment Name: "Enterprise" label
  • Open Rate: "70%" with blue text styling
  • Click Rate: "14%" percentage display
  • Conv. Rate: "2.8%" conversion rate display
  • Revenue Amount: "$12,000" in green text (top right)
• SMB Segment Row:
  • Segment Name: "SMB" label
  • Open Rate: "70%" with blue text styling
  • Click Rate: "14%" percentage display
  • Conv. Rate: "2.8%" conversion rate display
  • Revenue Amount: "$8,100" in green text (top right)
• Startup Segment Row:
  • Segment Name: "Startup" label
  • Open Rate: "70%" with blue text styling
  • Click Rate: "14%" percentage display
  • Conv. Rate: "2.7%" conversion rate display
  • Revenue Amount: "$3,600" in green text (top right)

Segment Metrics Rules

• Open Rate Calculation: (Segment Opens / Segment Delivered) * 100
• Click Rate Calculation: (Segment Clicks / Segment Delivered) * 100
• Conversion Rate Calculation: (Segment Conversions / Segment Sent) * 100
• Revenue Tracking: Total revenue attributed to each segment

Device Performance Section

Section Header

• Section Title: "Device Performance" with device icon
• Chart Type: Donut/pie chart visualization

Device Performance Chart

• Chart Display: Circular donut chart with three segments
• Desktop Segment: Blue section (largest portion)
• Mobile Segment: Green section (medium portion)
• Tablet Segment: Orange/yellow section (smallest portion)
• Center Hole: White center space in donut chart

Device Legend

• Desktop Legend Item:
  • Blue dot indicator
  • "Desktop" text label
  • Clickable to toggle segment visibility
• Mobile Legend Item:
  • Green dot indicator
  • "Mobile" text label
  • Clickable to toggle segment visibility
• Tablet Legend Item:
  • Orange dot indicator
  • "Tablet" text label
  • Clickable to toggle segment visibility

Device Performance Rules

• Chart Interactivity: Click legend items to show/hide chart segments
• Percentage Calculation: Each device type shows percentage of total opens
• Data Source: Based on email open tracking by device type
• Chart Animation: Smooth transitions when toggling segments
• Hover Effects: Show detailed metrics on chart segment hover

Performance by Time of Day Section

Section Header

• Section Title: "Performance by Time of Day" with clock icon
• Chart Type: Horizontal bar chart with time intervals

Time-Based Bar Chart

• Y-Axis Scale: Numbered scale from 0 to 220
• X-Axis Time Intervals: 6 AM, 9 AM, 12 PM, 3 PM, 6 PM
• Chart Bars: Horizontal bars showing performance at each time slot

Time Slot Performance Bars

• 6 AM Time Slot:
  • Blue bar (shortest) - approximately 40 units height
  • Green bar (very short) - approximately 5 units height
  • Orange bar (minimal) - approximately 2 units height
• 9 AM Time Slot:
  • Blue bar (medium) - approximately 120 units height
  • Green bar (short) - approximately 20 units height
  • Orange bar (minimal) - approximately 5 units height
• 12 PM Time Slot:
  • Blue bar (tall) - approximately 180 units height
  • Green bar (medium) - approximately 35 units height
  • Orange bar (short) - approximately 8 units height
• 3 PM Time Slot:
  • Blue bar (tallest) - approximately 220 units height
  • Green bar (medium) - approximately 40 units height
  • Orange bar (short) - approximately 10 units height
• 6 PM Time Slot:
  • Blue bar (tall) - approximately 160 units height
  • Green bar (medium) - approximately 30 units height
  • Orange bar (short) - approximately 8 units height

Time Chart Rules

• Data Representation: Each bar represents email engagement at specific times
• Color Coding: Three different metrics per time slot (opens, clicks, conversions)
• Peak Performance: 3 PM shows highest engagement across all metrics
• Trend Analysis: Performance builds from morning to peak afternoon
• Time Zone: All times displayed in campaign owner's time zone
• Hover Functionality: Show exact numbers when hovering over bars

Contact Tab

• Contact
• Company & Position
• Score
• Campaign Status
• Score
• Last Activity
• Actions
• bulk select option
• filters - campaign status , segments
• add contacts tab - allows you to add contacts to this campaign.

Segment Performance Comparison

Summary Metrics Cards

Total Contacts Card

• Icon: People/users icon indicator
• Metric Value: "950" - total number of contacts across all segments
• Label: "Total Contacts"
• Calculation: Sum of all contacts in active segments
• Click Action: Expands to show contact breakdown by segment
• Update Frequency: Real-time when contacts are added/removed

Active Segments Card

• Icon: Target/bullseye icon indicator
• Metric Value: "3" - number of currently active segments
• Label: "Active Segments"
• Calculation: Count of segments with "Active" status
• Click Action: Filters segment table to show only active segments
• Update Frequency: Immediate when segment status changes

Avg Open Rate Card

• Icon: Envelope/mail icon indicator
• Metric Value: "46%" - average open rate across all segments
• Label: "Avg Open Rate"
• Calculation: Weighted average of segment open rates by contact volume
• Click Action: Shows detailed open rate breakdown by segment
• Update Frequency: Hourly based on email engagement data

Total Revenue Card

• Icon: Dollar/currency icon indicator
• Metric Value: "$102,258" - total revenue generated across all segments
• Label: "Total Revenue"
• Calculation: Sum of revenue attributed to all segments
• Click Action: Opens revenue analytics with segment attribution
• Update Frequency: Daily based on conversion tracking

Segment Performance Comparison Chart

Chart Header

• Chart Title: "Segment Performance Comparison"
• Chart Type: Vertical bar chart with grouped bars per segment

Chart Structure

• Y-Axis Scale: Numbered scale from 0 to 60
• X-Axis Labels: "Enterprise", "SMB", "Startup" segment names
• Grid Lines: Horizontal reference lines at intervals of 15 (0, 15, 30, 45, 60)

Enterprise Segment Bars

• Blue Bar: Primary metric bar - height approximately 30 units
• Purple Bar: Secondary metric bar - height approximately 15 units
• Green Bar: Tertiary metric bar - height approximately 5 units
• Bar Spacing: Grouped closely together under "Enterprise" label

SMB Segment Bars

• Blue Bar: Primary metric bar - height approximately 55 units (tallest)
• Purple Bar: Secondary metric bar - height approximately 10 units
• Green Bar: Tertiary metric bar - height approximately 5 units
• Bar Spacing: Grouped closely together under "SMB" label

Startup Segment Bars

• Blue Bar: Primary metric bar - height approximately 55 units (tallest)
• Purple Bar: Secondary metric bar - height approximately 8 units
• Green Bar: Tertiary metric bar - height approximately 6 units
• Bar Spacing: Grouped closely together under "Startup" label

Chart Interactivity

• Hover Effects: Show exact values when hovering over bars
• Click Actions: Click bar to drill down into segment details
• Legend: Three metric indicators (not visible but implied by three bar types)
• Zoom Functionality: Double-click chart area to zoom in/out

Campaign Segments Section

Section Header

• Section Title: "Campaign Segments" with target icon
• Add Segment Button: Blue button with plus icon and "Add Segment" text
• Button Action: Opens new segment creation modal/form
• Button State: Always enabled when user has segment creation permissions

Segments Table Headers

• Segment Name Column:
  • Header text "Segment Name"
  • Sortable column (click to sort alphabetically)
  • Left-aligned text content
• Contacts Column:
  • Header text "Contacts"
  • Sortable column (click to sort by contact count)
  • Right-aligned numeric content
• Region Column:
  • Header text "Region"
  • Sortable column (click to sort alphabetically by region)
  • Left-aligned text content
• Open Rate Column:
  • Header text "Open Rate"
  • Sortable column (click to sort by percentage)
  • Contains percentage value and progress bar
• Click Rate Column:
  • Header text "Click Rate"
  • Sortable column (click to sort by percentage)
  • Contains percentage value and bullet indicator
• Conversion Rate Column:
  • Header text "Conversion Rate"
  • Sortable column (click to sort by percentage)
  • Contains percentage value and trend arrow
• Revenue Column:
  • Header text "Revenue"
  • Sortable column (click to sort by dollar amount)
  • Right-aligned currency values
• Distribution Column:
  • Header text "Distribution"
  • Sortable column (click to sort by percentage)
  • Shows percentage of total campaign
• Actions Column:
  • Header text "Actions"
  • Non-sortable column
  • Contains action buttons for each row

Enterprise Segment Row

• Segment Name: "Enterprise" - clickable text to open segment details
• Contacts: "450" - total contacts in segment
• Region: "North America" - geographic targeting region
• Open Rate: "32%" with progress bar indicator
• Click Rate: "16%" with bullet point indicator
• Conversion Rate: "5%" with upward trend arrow
• Revenue: "$27,182" - total revenue attributed to segment
• Distribution: "47%" - percentage of total campaign contacts
• Actions: Red delete/trash button for segment removal

SMB Segment Row

• Segment Name: "SMB" - clickable text to open segment details
• Contacts: "320" - total contacts in segment
• Region: "Europe" - geographic targeting region
• Open Rate: "51%" with progress bar indicator
• Click Rate: "11%" with bullet point indicator
• Conversion Rate: "5%" with upward trend arrow
• Revenue: "$55,763" - total revenue attributed to segment
• Distribution: "34%" - percentage of total campaign contacts
• Actions: Red delete/trash button for segment removal

Startup Segment Row

• Segment Name: "Startup" - clickable text to open segment details
• Contacts: "180" - total contacts in segment
• Region: "Asia" - geographic targeting region
• Open Rate: "55%" with progress bar indicator
• Click Rate: "9%" with bullet point indicator
• Conversion Rate: "7%" with upward trend arrow
• Revenue: "$19,313" - total revenue attributed to segment
• Distribution: "19%" - percentage of total campaign contacts
• Actions: Red delete/trash button for segment removal

Data Validation and Business Logic

Segment Creation Rules

• Minimum Contacts: Segments must contain at least 1 contact
• Maximum Segments: Campaign can have maximum 10 active segments
• Unique Names: Segment names must be unique within campaign
• Region Validation: Region must be selected from predefined list
• Contact Overlap: Contacts can belong to multiple segments

Contact Count Validation

• Total Consistency: Sum of segment contacts may exceed total contacts due to overlap
• Live Updates: Contact counts update when contacts are added/removed
• Bulk Operations: Support bulk contact assignment to segments
• Import Validation: Imported contacts validated against existing database

Performance Metrics Calculations

• Open Rate: (Segment Opens / Segment Delivered) * 100
• Click Rate: (Segment Clicks / Segment Delivered) * 100
• Conversion Rate: (Segment Conversions / Segment Sent) * 100
• Revenue Attribution: Sum of purchase values attributed to segment
• Distribution: (Segment Contacts / Total Campaign Contacts) * 100

Progress Bar Rules

• Open Rate Progress:
  • 0-25%: Low performance indicator
  • 26-50%: Medium performance indicator
  • 51-75%: Good performance indicator
  • 76-100%: Excellent performance indicator
• Click Rate Indicators:
  • Bullet point size correlates to click rate percentage
  • Larger bullets indicate higher click rates
  • Minimum 1% required to show bullet indicator
• Trend Arrows:
  • Upward arrow: Improvement over previous period
  • Downward arrow: Decline from previous period
  • Flat arrow: No significant change
  • Calculation based on 7-day comparison

Interactive Element Behaviors

Table Row Actions

• Row Hover: Highlight entire row when mouse hovers
• Row Click: Click anywhere on row to open segment detail view
• Checkbox Selection: Support multi-row selection for bulk actions
• Context Menu: Right-click row for additional options

Delete Button Functionality

• Delete Confirmation: Show confirmation dialog before segment deletion
• Cascade Rules: Ask user how to handle contacts in deleted segment
• Undo Option: Provide 30-second undo after deletion
• Audit Trail: Log all segment deletions with timestamp and user

Content Tab

Content Metrics Row

• Total Sent Card:
  • Count display (829)
  • Send icon indicator
  • Rate information (61% rate)
  • Label "Total Sent"
• Total Opens Card:
  • Count display (502)
  • Eye icon indicator
  • Rate information (61% rate)
  • Label "Total Opens"
• Total Clicks Card:
  • Count display (39)
  • Click icon indicator
  • Rate information (5% rate)
  • Label "Total Clicks"
• Conversions Card:
  • Count display (12)
  • Conversion icon indicator
  • Rate information (1% rate)
  • Label "Conversions"

Content Sub-tabs

• Email Templates Tab: Selected tab for email template management
• Performance Analysis Tab: Tab for content performance metrics
• Content Trends Tab: Tab for content trend analysis

Email Templates Section

• Section Title: "Email Templates (1)" showing count of templates
• Create Template Button: Blue button to create new email template

Email Template Table

• Table Headers:
  • Template: Template name and description
  • Category: Template categorization
  • Status: Active/inactive status
  • Performance: Send and open metrics
  • Open Rate: Percentage with progress bar
  • Click Rate: Percentage with progress indicator
  • Conversion Rate: Percentage with trend indicator
  • Actions: Edit/delete/view buttons

Template Data Row

• Welcome Series Template:
  • Name: "Welcome Series Template"
  • Description: "Welcome to our platform!"
  • Category: "Onboarding" with green active badge
  • Performance: "829 sent, 502 opened"
  • Open Rate: 53% with progress bar
  • Click Rate: 18% with bullet indicator
  • Conversion Rate: 7% with up trend arrow
  • Action Icons: View, edit, and copy buttons

Leads Tab

Lead Metrics Row

• Total Leads Card:
  • Count display (1)
  • People icon indicator
  • Label "Total Leads"
• Qualified Leads Card:
  • Count display (0)
  • Target icon indicator
  • Label "Qualified Leads"
• Hot Leads Card:
  • Count display (1)
  • Fire icon indicator
  • Trend arrow indicator
  • Label "Hot Leads"
• Pipeline Value Card: (PHASE2)
  • Dollar amount ($25,000)
  • Dollar icon indicator
  • Label "Pipeline Value"

Campaign Leads Section

• Section Title: "Campaign Leads (1)" with lead count
• Export Button: Download leads data
• Add Contacts Button: Blue button to add new contacts to campaign

Lead Filters

• All Statuses Dropdown: Filter leads by status (All Statuses selected)
• All Segments Dropdown: Filter leads by segment (All Segments selected)

Leads Table Headers

• Checkbox Column: Select individual or all leads
• Contact: Lead name and contact information
• Company & Position: Company name and job title
• Score: Lead scoring number
• Campaign Status: Status within campaign
• Engagement Level: Level of lead engagement
• Last Activity: Time since last interaction
• Actions: Contact and interaction buttons

Lead Data Row

• Sarah Johnson Row:
  • Checkbox: Unchecked selection box
  • Contact: "SJ" avatar, "Sarah Johnson", "sarah.johnson@techcorp.com"
  • Company: "TechCorp Solutions", "VP of Sales"
  • Score: "95" with high score indicator
  • Status: "opened" with green badge
  • Engagement: "High" level indicator
  • Last Activity: "2 hours ago"
  • Actions: Profile, email, and call buttons

Configuration Tab --- (covered in create campaign part)

Email Sends Tab

Email Send Metrics

• Total Sends Card:
  • Count display (1)
  • Send icon indicator
  • Label "Total Sends"
• Delivered Card:
  • Count display (1)
  • Delivery icon indicator
  • Success rate (100%)
  • Label "Delivered"
• Opened Card:
  • Count display (1)
  • Open icon indicator
  • Open rate (100% rate)
  • Label "Opened"
• Failed/Bounced Card:
  • Count display (0)
  • Warning icon indicator
  • Attention text "Needs attention"
  • Label "Failed/Bounced"

Email Send Management Section

• Section Title: "Email Send Management"
• Pause Sending Button: Button to pause email campaign
• Search Field: "Search by email subject..." with magnifying glass icon
• All Statuses Filter: Dropdown to filter by send status

Email Send Table Headers

• Contact: Recipient contact information
• Subject: Email subject line
• Send Date: Date and time of email send
• Status: Delivery status of email
• Engagement: Recipient engagement metrics
• Attempts: Number of send attempts
• Actions: Action buttons for email management

Email Send Data Row

• Contact #1 Row:
  • Contact: "01" avatar, "Contact #1", "template compliant"
  • Subject: "Transform Your Business with TechCorp Solutions"
  • Send Date: "2024-01-21 10:30 AM"
  • Status: "delivered" with green check icon
  • Engagement: "Opened on 21/01/2024, Clicked on 21/01/2024"
  • Attempts: "1 / 3" showing current/max attempts
  • Actions: View details button

Activities Tab

Activity Metrics Row

• Campaign Actions Card:
  • Count display (2)
  • Activity icon indicator
  • Label "Campaign Actions"
• Email Activities Card:
  • Count display (0)
  • Email icon indicator
  • Label "Email Activities"
• Configuration Changes Card:
  • Count display (0)
  • Settings icon indicator
  • Label "Configuration Changes"
• Audience Changes Card:
  • Count display (0)
  • People icon indicator
  • Label "Audience Changes"

Campaign Activities Section

• Section Title: "Campaign Activities (2)" with activity count
• Export Activities Button: Download activity data
• Search Field: "Search activities..." with magnifying glass
• Filter Dropdowns:
  • All Types: Filter by activity type
  • All Users: Filter by user who performed action

Activity Timeline

• Date Header: "Monday, January 15, 2024" with "2 activities" count

Activity Entries

• Campaign Started Activity:
  • Time: "10:00:00"
  • Icon: Play button icon
  • Action: "Campaign Started"
  • Description: "Campaign was started and first emails sent"
  • User: "by John Doe" attribution
• Campaign Created Activity:
  • Time: "09:00:00"
  • Icon: Plus/creation icon
  • Action: "Campaign Created"
  • Description: "Campaign 'Q4 Product Launch' was created"
  • User: "by John Doe" attribution

History Tab - Performance Over Time Section

Performance Chart

• Chart Title: "Performance Over Time"
• Date Range: Shows daily performance from Jan 15-21
• Checkboxes for Metrics:
  • Jan 15: Checkbox with date selection
  • Jan 16: Checkbox with date selection
  • Jan 17: Checkbox with date selection
  • Jan 18: Checkbox with date selection
  • Jan 19: Checkbox with date selection
  • Jan 20: Checkbox with date selection
  • Jan 21: Checkbox with date selection

Daily Performance Columns

For each date row, four metric columns:

• Sent: Number of emails sent that day (300, 280, 320, 290, 310, 340, 410)
• Opened: Number of emails opened (210, 196, 224, 203, 217, 238, 287)
• Clicked: Number of email clicks (42, 39, 45, 41, 45, 48, 58)
• Converted: Number of conversions (8, 7, 9, 8, 9, 10, 12)

Detail View Navigation

Campaign Detail Funnel

• Your Email Funnel Section: Visual funnel representation
• Email Sent Bar: Shows percentage (285%) and recipients
• Delivered Bar: Shows percentage (70%) and delivery rate
• Unique Opened Bar: Shows percentage (14%) and opens
• Unique Clicked Bar: Shows percentage (12%) and clicks

Funnel Metrics Details

• Email Metrics: Performance breakdown with step-by-step analysis
• Sent: Total number (63) and rate (Campaign Timeline)
• Open Rate: Percentage (45) and rate (2% rate)
• Click Rate: Number (12) and rate (0.5% rate)
• Campaign Type: "Email Marketing" badge with "Active" status

General System Behaviors

Button States

• Enabled State: Full opacity, clickable, shows hover effects
• Disabled State: Reduced opacity, not clickable, gray appearance
• Loading State: Shows spinner or loading indicator during processing
• Selected State: Highlighted background or border for active items

Data Validation Rules

• Required Fields: Must be completed before form submission
• Email Format: Must contain valid email address format
• Phone Format: Must contain valid phone number format
• Date Range: End date must be after start date
• Budget Values: Must be positive numbers greater than zero
• Percentage Values: Must be between 0% and 100%

Real-time Updates

• Metrics Refresh: Updates every 15 minutes automatically
• Lead Scores: Updates when new engagement activity occurs
• Campaign Status: Changes immediately when user actions occur
• Budget Tracking: Updates when expenses are recorded
• Performance Charts: Refreshes with new data points daily

Export Functionality

• Supported Formats: CSV, PDF, Excel formats available
• Data Selection: Users can select specific data ranges and fields
• File Naming: Auto-generates descriptive filenames with timestamps
• Download Location: Files download to user's default download folder
• File Size Limits: Maximum 10MB per export file

Search Capabilities

• Partial Matching: Supports searching with incomplete terms
• Case Insensitive: Search works regardless of capitalization
• Multi-field Search: Searches across name, email, company fields
• Auto-complete: Suggests matching results as user types
• Search History: Remembers recent search terms for quick access

Note: AI Optimize and Auto-Optimize features will be implemented in Phase 2 of the system rollout.

8. Sample Data

Campaign Data:

{
"campaign": {
"name": "Q4 Product Launch",
"status": "Active",
"type": "Email Marketing",
"priority": "High",
"created_date": "2024-01-15",
"start_date": "2024-01-15",
"end_date": "2024-02-15",
"assigned_to": "Sarah Johnson",
"description": "Launch campaign for our new enterprise software suite"
}
}

Performance Metrics:

json

{
"metrics": {
"roi": "285%",
"roi_revenue": "$15,750",
"open_rate": "70%",
"total_opens": "1,575",
"click_rate": "14%",
"total_clicks": "315",
"contacts_sent": "2,250",
"total_reach": "6,562",
"conversion_rate": "2.8%",
"conversions": "63"
}
}

Segment Performance:

json

{
"segments": [
{
"name": "Enterprise",
"contacts": 450,
"region": "North America",
"open_rate": "45%",
"click_rate": "12%",
"conversion_rate": "8%",
"revenue": "$28,520",
"distribution": "47%"
},
{
"name": "SMB",
"contacts": 320,
"region": "Europe",
"open_rate": "20%",
"click_rate": "9%",
"conversion_rate": "5%",
"revenue": "$17,379",
"distribution": "34%"
},
{
"name": "Startup",
"contacts": 180,
"region": "Asia",
"open_rate": "57%",
"click_rate": "14%",
"conversion_rate": "4%",
"revenue": "$43,800",
"distribution": "19%"
}
]
}

Hot Leads Data:

json

{
"hot_leads": [
{
"name": "Sarah Johnson",
"company": "TechCorp Solutions",
"position": "VP of Sales",
"email": "sarah.johnson@techcorp.com",
"phone": "+1 (555) 123-4567",
"score": 95,
"engagement_level": "Very High Engagement",
"source": "Email Click",
"last_activity": "2 hours ago",
"notes": "Showed high interest in enterprise features, requested demo"
},
{
"name": "Michael Chen",
"company": "InnovateTech",
"position": "CTO",
"email": "m.chen@innovatetech.io",
"phone": "+1 (555) 987-6543",
"score": 92,
"engagement_level": "Very High Engagement",
"source": "Multiple Opens",
"last_activity": "1 day ago",
"notes": "Engaged with pricing content, visited product pages 5+ times"
}
]
}

9. Acceptance Criteria

1. The system must display real-time campaign performance metrics including ROI, Open Rate, Click Rate, and Conversion Rate with automatic updates every 15 minutes
2. The system must provide a campaign dashboard showing Active Campaigns count, Total Reach, Average Open Rate, and Total ROI across all campaigns
3. The system must allow users to drill down into individual campaign details showing timeline progress, budget utilization, and detailed performance metrics
4. The system must track and display Hot Leads with engagement scores above 90 and provide real-time notifications when new hot leads are identified
5. The system must support segment-based performance analysis with visual charts comparing Enterprise, SMB, and Startup segment metrics
6. The system must provide email template management with individual template performance tracking (Open Rate, Click Rate, Conversion Rate)
7. The system must maintain a complete activity log showing all campaign actions, timestamps, and user attribution
8. The system must calculate and display budget utilization as percentage with remaining budget amount ($3,200 spent / $5,000 budget)
9. The system must support campaign timeline visualization showing start date, end date, current progress, and completion percentage
10. The system must provide Performance Over Time tracking with daily breakdown of Sent, Opened, Clicked, and Converted metrics
11. The system must enable export functionality for campaign activities, reports, and performance data in multiple formats (CSV, PDF, Excel)
12. The system must support contact management with detailed interaction history and engagement timeline for each contact
13. The system must automatically calculate lead pipeline value and track qualified vs hot leads distribution
14. The system must provide role-based access control with different dashboard views for Marketing Managers, Campaign Specialists, and Sales Managers
15. The system must integrate with CRM systems to sync hot leads and maintain consistent contact information
16. The system must support multi-channel campaign tracking with email send status monitoring (Sent, Delivered, Opened, Failed/Bounced)
17. The system must provide campaign comparison capabilities allowing users to analyze performance across multiple campaigns simultaneously
18. The system must maintain data integrity with automatic validation of contact counts, segment assignments, and performance calculations
19. The system must support real-time collaboration with shared access to campaign data and synchronized updates across user sessions
20. The system must provide mobile-responsive design allowing access to key metrics and lead information from mobile devices

10. Process Changes

11. Impact from Solving This Problem

12. User Behavior Tracking

Marketing Manager Tracking Plan

Questions Answered:

How do Marketing Managers consume performance data?

Which metrics drive the most decision-making activity?

What reporting cadence is most valuable?

Campaign Specialist Tracking Plan

Questions Answered:

Where do Campaign Specialists spend most time in campaign management?

Which features are most critical for operational efficiency?

How can campaign creation be streamlined?

Sales Manager Tracking Plan

Questions Answered:

How effectively do Sales Managers convert marketing-qualified leads?

Which campaigns produce the highest quality leads?

What lead scoring thresholds optimize conversion rates?

Link - https://preview--crmcopy1.lovable.app/contacts