Monthly List-Refresh Workflow
Run this checklist before every send. Target: ≤15–30 minutes per month once blockers are resolved. No audience is contacted without your explicit approval.
Steps marked AUTO run without any monthly action from you — the system handles them. Steps marked MANUAL require you to upload a file or take an action before that month's send can proceed.
AUTO — runs without monthly actionMANUAL — requires your action each month
Ready Action needed Blocked (depends on earlier step)
Blocker: Blocker: Provider personal contact emails are not in this system. Upload a minimal CSV (provider_id, email) at /admin/newsletter-previews once you have the list. No credentialing data is needed or accepted.
Suppression Rules (both programs)
- Unsubscribes:Permanent. Never re-add a contact who has unsubscribed, even if they re-appear in a new CSV export.
- Bounces:Hard bounces are removed permanently. Soft bounces are retried by Zoho Campaigns automatically — do not manually re-add.
- Unknown consent:Exclude. Missing status fields remain unknown — never invent consent or subscription status.
- Inactive patients:Exclude. Only active_status=true patients are eligible.
- Departed providers:Exclude immediately. Deactivate in the providers DB and remove from the send list before the next send.