Library·SOP·Operations
Review documented permission and deduplicated recipients, approve the message, send now or schedule with a time zone, and inspect results.
Last reviewed: · Editorial review
Clarity, structure and references reviewed in this version. This is not a test in a live account.
Prepare, review, approve and send a small newsletter campaign in 6am, with documented permission, deduplicated recipients, individual unsubscribe links and an auditable result for each address.
Available now: plain-text drafts, saved-list audience preparation, approval, explicit immediate or scheduled sending requests, cancellation of pending recipients and provider status checks. Limits: up to 30 eligible addresses per campaign; up to 30 new email requests per company per hour, including individual commercial emails. Automatic sequences, HTML templates and open/click analytics are not part of this release.
Owner: an operator with contact-management access in the correct company. The company must have an enabled, verified Resend sender configured by an administrator. Membership in a list, an imported contact or an open opportunity does not establish newsletter permission. Use real evidence; label synthetic QA records clearly.
Write down the audience need, one topic, the purpose and one useful next action. Confirm the company and the saved smart list. Review its rules using SOP 088. Narrow broad lists before preparing a campaign; the system rejects audiences above 30 instead of silently truncating them.
Open Newsletter Audience. Apply Smart list and Newsletter permission together. Only Permission recorded addresses are eligible. Unknown, unsubscribed and suppressed addresses are excluded.
Use Record preference only after checking evidence for this address, company and purpose. Record the source, evidence and actual permission time in UTC using YYYY-MM-DD HH:MM:SS; confirm and save. Do not invent consent or use a future time. Reinstating an unsubscribed or suppressed address requires new permission strictly after the last exclusion. Preference history shows who changed the record and when.
Preferences belong to the company and normalized email address. Importing, deleting/recreating a contact, moving lists or editing a contact does not remove exclusions. A new email address requires its own permission. Upper/lowercase and surrounding spaces are normalized; plus tags and dots remain distinct.
Open Newsletter Campaigns → New draft. Enter the internal name, saved list, message language, subject and plain-text message. Include a clear reason for the newsletter and a useful next action. Check factual claims and links. Select English or Brazilian Portuguese for the message; changing the interface language does not translate its content. Save the draft.
Every message receives its own private unsubscribe link automatically. Do not paste another recipient’s private link into the shared message. Saving edits clears prior review and approval. A scheduled campaign or one whose sending was requested is immutable; do not create a replacement to retry uncertain deliveries.
Choose Prepare audience, confirm, then Review campaign. Preparation freezes the currently eligible addresses from the selected list and removes duplicate normalized emails. Check the subject, body, footer, sender/reply-to, list, review date and every recipient.
If the audience is empty, correct the list or investigate missing permission without bypassing exclusions. If content, sender, list rules or permission changes before approval, prepare again. Preparation and review do not send email.
Choose Approve campaign, inspect the review again and explicitly confirm it. Approval is valid for 24 hours. It is tied to the content, language, sender, list configuration and reviewed recipients. It does not request sending. The approver must remain authorized and unblocked when sending is processed.
Choose Request sending, check the exact message and reviewed addresses, confirm authorization and submit once. The system creates one sending record per reviewed email. New members added to the list after approval are not automatically included.
Immediately before each provider request, the system rechecks the campaign, sender, requester and approver, list membership and the original email’s permission/version. Unsubscribe, suppression or changed permission excludes that address. Even renewed permission does not restore an old campaign approval. Requests waiting more than 15 minutes expire instead of sending late. A changed sender or list configuration invalidates pending work.
For QA, use clearly labeled synthetic records. Addresses under .test, .invalid or .localhost are cancelled before external sending and show the reason in Results. A real test email requires a specifically authorized recipient and purpose; synthetic validation is not evidence of inbox delivery.
While approval is still valid, choose Schedule sending instead of Request sending. Inspect the frozen message and addresses, enter Local date and time, and explicitly select the Time zone. The date is interpreted in that zone, not automatically in your browser’s zone. Select a time from 1 minute to 30 days ahead. Confirm the authorization checkbox and submit once.
Check Scheduled, the local date/time and named zone in the table. Results → Schedule details also shows the resolved UTC instant. Approval alone does not schedule anything. A valid schedule preserves its approved version beyond the initial 24-hour approval window until the authorized execution window; it does not add recipients or authorize a recurring sequence. The reviewed unsubscribe footer is frozen with the content.
Daylight-saving times that do not exist or occur twice are rejected. Choose an unambiguous time or select UTC and enter the exact UTC instant. The worker checks due schedules approximately once per minute; this is not an exact-second delivery guarantee. Access for both the approver and scheduling operator, sender, list definition and each recipient’s permission are rechecked. Changed or excluded addresses never regain eligibility through an old approval.
A schedule more than 15 minutes late, or one that exceeds the shared 30-email hourly limit at execution, is Schedule blocked. Check the reason in Results. It is not silently postponed or retried. Investigate, then prepare and approve a new version before explicitly scheduling again. To stop a schedule, use Cancel campaign before execution. To change an active schedule, cancel it and create/review a new draft; no background date edit retains the old authorization. Already started messages cannot be recalled.
Open Results to inspect each recipient and the campaign history. Sending requested is a campaign state, not proof of delivery. Accepted by provider means the API accepted the message; Delivered to receiving server still does not prove the person read it.
Use Check provider status to query available results without sending again. Provider read access is required. If the lookup is unavailable, the existing status is preserved. A confirmed bounce or complaint suppresses that address for future newsletters in this company. These checks are operator-triggered; the interface does not claim continuous webhook monitoring.
For unknown or stalled sends, investigate with the technical owner. Never request another campaign merely to retry an uncertain result. The recovery worker does not resend unknown outcomes. Cancel campaign cancels pending recipients only; messages already being sent or accepted cannot be recalled. The history retains the cancellation and processing events.
The private link opens a confirmation page without requiring login. Opening it alone does not unsubscribe. Confirming the form records the exclusion; repeated confirmation is safe. A link continues to refer to the original email even if its contact is edited later. Do not share private links publicly. A request already started at the provider cannot be recalled by a subsequent unsubscribe.
Related workflows: SOP 110 — individual commercial email and SOP 111 — investigate delivery. Use Newsletter Campaigns for this procedure; do not substitute a sales opportunity to bypass audience permission.
