​​​​Documenting Campaigns For Shared Understanding

Whether you created all the campaigns in your account personally or inherited a large and complex system, documentation is always challenging.  There are various naming conventions for campaigns that can help, but the fundamental problem remains: 

How do you Document Campaigns For
Knowledge Transfer and Improvement?

Although you can add “Notes” inside of a campaign, there is nothing externally visible unless you open each campaign individually.  Therefore, most people use an external application, such as a spreadsheet or document, to store campaign notes.  That works but leaves your documentation detached from everything you need in Infusionsoft to take action based on that documentation.  

Additionally, not only do you need to document the purpose of your campaigns, you will also want to keep track of any issues you have to address, such as whether your campaign is fully complete, or if there is additional functionality you still need to develop.

Here are some of the items that InfusionAudit allows you to document specific to each campaign:

  1. Does the campaign have opt-in forms?
    This helps you find the entry-points to your system inside campaigns.
  2. Are they double-opt-ins (confirmed)?
    You know they should be double, so InfusionAudit helps identify where that still needs to be addressed.
  3. Is there an internal form on the campaign?
    If you’re not centralizing all internal forms in one campaign, there is otherwise no way to find them quickly.
  4. What free-form text notes do you want to be associated with the campaign?
    The purpose of the campaign, special conditions, whatever you want to say goes here.
  5. What is the “status” of the campaign for sorting and reporting?
    • Not Initialized
      Imported but not analyzed/audited.  (Default state).
    • Needs Review
      There is something about the campaign to discuss.
    • Broken
      There are logic flaws, failure to do what it’s supposed to do.
    • Action Needed
      Something needs to change or be addressed.
    • Minor Issues
      It works, but it could be better.
    • Development
      The campaign is still being worked on.
    • OK
      No issues found.
    • Ignore
      We don’t care about this for auditing.
    • Retired
      This campaign is no longer relevant.

Benefits of InfusionAudit Campaign Documentation

Below is a sample report.  The campaigns on the left are links directly into the campaign editor within Infusionsoft.  

Normally, the notes one makes would be about the purpose or conditions the campaign should be used. In the image below, this is the output of running an audit on a client’s campaigns. The notes are areas of improvement based on that audit.

Three dates above are relevant for each campaign.

  • Last Imported
    The most recent date that data from Infusionsoft was imported to InfusionAudit.
  • Last Published
    When the campaign was published in Infusionsoft.
    If published after the last import, that would not be recognized yet.
  • Last Reviewed
    This is the last date that the auditing tool examined the campaign.