Digital marketing workflow: from campaign brief to approved send
This template turns a campaign brief into drafted copy, holds it for a marketing lead's approval, and only then sends it to the audience you chose. It keeps the brief, the approved text and the approver with each run.
Last reviewed 7 October 2026
Starting point
The status rests on the openai multi modal workflow, which generates short text from a topic with a model node, and the HubSpot contact workflow, which lists and creates contacts. Neither is a campaign process. The audience check, approval and send are yours to assemble.
The library has a template, chatflow, MCP server or governed template that covers part of the job. You assemble the rest in Studio.
What this template does
Campaign work usually starts as a message in a chat or a row in a planning sheet. Someone writes the email, someone else adapts it for the landing page, and a third person pulls the list from the CRM. The owner is the marketing lead, who has to be sure the right words reach the right people. By hand, the weak points are version drift between channels, a list pulled last week, and a send that nobody reread.
This flow puts the brief at the front. An agent drafts variants from it, a code step checks them against the rules you write, and a named person approves before anything goes out. The flow does not decide your offer or your audience. It carries your decisions through the same steps each time and leaves a record of who approved what.
The workflow, step by step
Steps marked as approval gates pause the run until a named person approves. Nothing after a gate runs before that decision, and the decision is recorded.
- 01
Receive the campaign brief
A marketer submits the brief: audience, offer, channel, dates and the claims that must not appear. A form or a webhook starts the run. The brief is stored as the first record, and every later step reads from it instead of from a chat thread. - 02
Read the audience
The flow reads the segment from the CRM, for example HubSpot contacts, and counts it. It reads only. The segment reference and the count go forward with the brief so the approver sees how many people the send will reach. - 03
Draft the variants
An agent writes subject lines, a short email body and a matching line for the landing page, using a model reached through Connect. It works from the brief and your tone notes only, and passes two or three variants to the next step. - 04
Check against your rules
A code step tests each variant: required unsubscribe text present, banned claims absent, length within limits, links well formed. Variants that fail go back to the agent once, then stop with a note. Passing variants move on with the results attached. - 05
Marketing lead approves
The Studio approval step pauses the run for a named person, who sees the brief, the segment count and the checked variants, and approves one, edits it or rejects. Assign someone other than the brief's author if your policy asks for two people.Approval gate: a named person approves before the next step runs. - 06
Send or schedule
After approval, the flow creates the campaign in the email tool with the approved text and the segment, and sends or schedules it as the brief says. The campaign identifier returns to the run. If the email tool rejects the campaign, the run stops and flags it for the marketer. - 07
Record the run
The run keeps the brief, segment reference, every variant, the check results, the approver, the decision time and the campaign identifier, so a later question about a send, from a colleague or a complaint, has an answer in one place.
What it can do, cannot do, needs approval for, and records
Can
- Draft copy variants from a brief
- Check text against your written rules
- Read an audience segment and count it
- Create and schedule the campaign after approval
Cannot
- Send before a person approves
- Choose the offer, the audience or the budget
- Judge whether a list has consent to be mailed
- Buy or manage paid advertising
Requires approval
- Every send or schedule action
- Any change to the audience after approval
- Copy that failed a check twice
Records
- The brief as submitted
- Segment reference and count
- Variants and check results
- Approver, decision and time
- Campaign identifier
What the library holds for this job
| Asset | Type | Covers | Role in this flow |
|---|---|---|---|
| Openai Multi Modal | Workflow template | Part of the job | Shows a model node writing short copy from a topic held in a Set step; you replace the topic with the brief. |
| HubSpot Contact Workflow | Workflow template | Part of the job | Lists contacts and creates one in HubSpot; the audience read in this flow starts from that pattern. |
| Brainstorm Marketing Slogans | Prompt | Used inside the flow | A starting prompt for headline and subject line options. |
| Lead enrichment + sequencing | Marketplace sample listing | Sample listing, no template behind it | A sample Marketplace listing for enrich, score and draft outreach; nothing is seeded behind it. |
| Mailchimp | Integration | Used inside the flow | The send and audience tool for email campaigns. |
Integrations this flow uses
- Mailchimp: Holds the audience and sends the approved campaign.
- HubSpot: Source of the segment and the contact records.
- LinkedIn: A channel for the same approved message, posted by a person or a later step.
- WordPress: Where the landing page copy is published once approved.
The full list of tools Studio connects to is on the integrations page.
What you supply, and what this page does not cover
- You supply the brand rules, banned claims and tone notes the check step uses. The template carries none.
- Consent and lawful basis for mailing a list are yours to establish. The flow counts a segment; it cannot tell whether those people agreed to hear from you.
- The rule that decides which sends need a second approver is <send approval rule - set by the marketing lead>.
- This page covers email and landing copy. Paid media buying, attribution and reporting are not part of it.
Common questions
- Can the workflow send a campaign without anyone approving it?
- Not as described here. The send step sits behind the approval step, and the run waits there until the named person decides. You could remove the gate in Studio, but then the page no longer describes your flow. We recommend keeping it for any send to a live list.
- How is this different from the automation inside my email tool?
- Email tools automate sequences inside one product. This flow sits across tools: it reads the CRM segment, drafts with a model of your choice, checks text against your rules and then sends through the email tool. It complements the tool rather than replacing it.
- Does it write the whole campaign strategy?
- No. It drafts copy from a brief a person wrote. Strategy, offer, pricing and audience choice stay with your marketing lead. The agent has no view of your market beyond what the brief and your tone notes contain.
- Who should approve, and should it be the person who wrote the brief?
- Studio does not enforce separation of duties, so you decide by assignment. For sends to large lists, assign an approver who did not write the brief. For small internal tests, one person is usually enough.