Campaign Email Workflow

Create campaign email drafts, select recipients, use templates, send or schedule messages, and troubleshoot common delivery issues in Sanka.

Last updated: May 28, 2026

Use this guide when your team sends campaign emails from Sanka to contacts, companies, or direct email recipients. It explains the expected workflow, required fields, template behavior, safe AI drafting, and the checks to run before treating a campaign issue as a product bug.

What campaign email does

Campaign email helps teams prepare one-to-many messages without leaving Sanka customer data. A campaign email can be saved as a draft, sent immediately, or scheduled for later. The compose drawer brings together:

A sending channel, such as the Sanka default sender or a connected email channel.
Sender name and sender email, when the selected channel allows them to be edited.
Recipients selected from active contacts and companies that have email addresses.
Direct email recipients entered manually.
Subject, body, and reusable templates.
A scheduled send time when the email should be sent later.

Campaign email is different from a one-to-one support reply. Use it for newsletters, announcements, onboarding sequences, renewal notices, or customer education where the same message is sent to a selected audience.

Before you send

Confirm these items before sending or scheduling a campaign email:

The audience is correct and each recipient should receive the message.
Contacts and companies have valid email addresses.
Direct email recipients are spelled correctly and separated clearly.
The sending channel is approved for this type of message.
The sender name and sender email match the selected channel.
The subject and body are complete, accurate, and localized for the audience.
The message follows your consent, unsubscribe, privacy, and brand review rules.
A teammate has reviewed the content if the message is customer-facing, sensitive, or sent to many recipients.

Ask AI for a draft first

AI can help draft, segment, and review campaign emails, but it should not send or schedule the message without human approval.

Sample prompt

/sanka Draft a campaign email for selected Sanka contacts and companies. Include the goal, audience, subject, body, review checklist, and any personalization assumptions. Do not send or schedule the email. Flag missing consent, missing recipient data, unclear sender information, and anything that needs human approval.

Create a campaign email

Open the campaign email compose drawer from the relevant campaign, customer list, or workflow entry point.
Select the sending channel.
Confirm the sender name and sender email. If the default Sanka sender is selected, these fields may be locked.
Select recipients from contacts or companies.
Add any direct email recipients if needed.
Enter the subject and body.
Apply a template if one matches the message, or save the current body as a reusable template.
Choose one of the actions:
- Save draft: keeps the campaign email editable.
- Schedule: requires a scheduled send time.
- Send: sends the message immediately.

Sanka requires at least one recipient, a subject, and a body before saving, scheduling, or sending.

Use templates safely

Templates help keep repeated campaign messages consistent. Workspace templates can be saved, updated, and deleted by users with access. Sanka-provided templates can be applied, but they may be read-only to protect the standard copy. When using a template, check the message before sending. A template may still need audience-specific edits for names, dates, product details, pricing, renewal terms, links, or language.

Expected behavior

Area	Expected behavior
Recipients	Sanka lists active contacts and companies that have email addresses. Direct recipients can also be entered manually.
Required fields	Recipient, subject, and body are required for draft, schedule, and send actions.
Sender	The default sender uses Sanka sender details. Connected channels may allow channel-specific sender details.
Drafts	Drafts keep the selected channel, recipients, subject, body, template, and sender details for later editing.
Scheduling	Scheduled emails require a scheduled time. If the time is missing, Sanka should ask for it before saving the schedule.
Sending	Immediate send attempts delivery to the resolved recipient email list. A send failure should leave a visible error or failed state.
Templates	Workspace templates can be reused. Standard templates may be read-only.
Notifications	Users should see success or error feedback after draft, schedule, send, template save, or template delete actions.

Checkpoints before sending

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Campaign email checkpoints

Logs

Search logsAll actionsAll dates

ID / ActionDateTarget / ItemChangeActor

1Audience reviewedMay 23, 2026Campaign emailContacts, companies, and direct recipients confirmedCampaign owner

2Content approvedMay 23, 2026Campaign emailSubject, body, links, language, and consent reviewedMarketing lead

3Send action selectedMay 23, 2026Campaign emailDraft, schedule, or immediate send chosen after reviewCampaign owner

Review these checkpoints before sending, scheduling, or asking AI to troubleshoot a campaign email. They help separate expected validation from product issues.

Troubleshoot campaign emails

Issue	What to check
Recipients do not appear	Confirm the contact or company is active and has an email address.
Direct recipients are missing	Check that addresses are separated clearly and do not contain extra spaces or invalid characters.
Sender name or email cannot be edited	Confirm whether the selected sending channel locks sender details.
Schedule fails	Confirm a scheduled time is entered and is in the intended timezone.
Send fails	Check the sending channel, sender address, recipient addresses, and whether the message was blocked by provider or permission rules.
Template cannot be edited	Confirm whether the template is a workspace template or a protected standard template.
Wrong audience received the message	Review selected contacts, companies, direct email recipients, filters, and any imported customer data used to build the audience.
AI suggests sending immediately	Change the instruction so AI drafts and reviews only. Human approval should come before send or schedule.

AI-safe support guidance

When a customer reports a campaign email problem, AI should first determine whether the behavior is expected validation, audience data, sending channel setup, template permissions, schedule settings, or delivery failure. It should not propose a code change until those checks are complete.