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Broadcast Campaigns & Lead List Management Guide

While real-time transactional auto-responders deliver single emails upon form completion, FormMail Hub’s Broadcast Campaign Engine enables Administrators to send targeted bulk communications to collected respondents.

To practice configuring templates and response rules before launching a campaign, test submissions on our official Live Demo Form or install the add-on via the Google Workspace Marketplace Listing.

1. Prerequisites & Platform Constraints

Section titled “1. Prerequisites & Platform Constraints”

Before launching a broadcast campaign, the following requirements must be met:

  1. Custom SMTP Requirement & UI Lock State: Admins MUST configure and test custom SMTP settings before unlocking Templates, Rules, Campaigns, or Analytics. Until custom SMTP is active, these feature tabs remain strictly locked in the UI.
  2. Google Sheets Add-on Exclusivity: Bulk sending (Campaigns) is ONLY available when launched from the FormMail Hub Google Sheets add-on. It is not accessible from Google Forms entry add-ons.

2. Campaign Creation & Dispatch Workflow

Section titled “2. Campaign Creation & Dispatch Workflow”

To send a proactive campaign to form respondents, the Admin follows this exact step-by-step workflow:

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| 1. Admin creates a campaign template                                             |
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| 2. Admin configures filtering rules to target respondents in responses Sheet     |
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| 3. Admin enables the rule as an active campaign                                   |
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| 4. Within FormMail Hub Google Sheets add-on interface on responses sheet,        |
|    Admin switches to Campaign view                                                |
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| 5. Admin selects the synchronized campaign name                                  |
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| 6. Admin clicks 'Dispatch' button to initiate bulk email dispatch                |
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Detailed Workflow Steps:

Section titled “Detailed Workflow Steps:”
  1. Admin creates a campaign template: The Admin navigates to the template builder, drafts the message content, and saves the template.
  2. Admin configures filtering rules to target respondents in responses Google Sheet: In rule settings, set targeting criteria against the backing responses Google Sheet™.
  3. Admin enables the rule as an active campaign: Toggle the rule state to active to synchronize it for campaign dispatch.
  4. Switch to Campaign View: Within the FormMail Hub Google Sheets add-on interface on the responses sheet, the Admin switches to the Campaign view.
  5. Select Synchronized Campaign Name: The Admin selects the synchronized campaign name from the dropdown list.
  6. Click ‘Dispatch’: The Admin clicks the ‘Dispatch’ button to initiate the bulk email dispatch processed by the FormMail Hub cloud platform engine.

3. Compliance & Dynamic Tags

Section titled “3. Compliance & Dynamic Tags”
  • Dynamic Tag Syntax: Dynamic template tags support {Tag}, {{Tag}}, and ${Tag} enclosure formats. The valid built-in system tags are strictly {Form title}, {All fields}, {Linked form}, {Unsubscribe link}, {QR Code}, {Verify Link}, {Check-in Scanner}, {Check-out Scanner}, and {Full Scanner}, alongside any dynamic form question field title.
  • Security Isolation: Scanner authorization tags ({Check-in Scanner}, {Check-out Scanner}, {Full Scanner}) are populated strictly in staff/team emails and automatically stripped from respondent campaign emails to guarantee security isolation.
  • QR Code Tickets in Campaigns: For event ticketing or verification broadcasts, Admins can include {QR Code} or {Verify Link} in campaign templates. The cloud platform engine embeds a secure visual QR code ticket or clickable link for instant real-time attendee validation.
  • Granular Unsubscribe Scopes: Every marketing campaign includes {Unsubscribe link} to maintain compliance with our Terms of Service and Privacy Policy. Unsubscribe mechanics operate across 3 strict backend scopes:
    • Form-Specific Respondent Unsubscribe: Clicking {Unsubscribe link} in campaign emails unsubscribes the respondent strictly from future emails related to that specific Form.
    • Form-Specific System Daily Report Unsubscribe: Unsubscribe links in daily reports stop summary emails for that specific Form.
    • User-Level SMTP Error Alert Unsubscribe: Unsubscribe links in SMTP failure alerts stop failure warnings across all forms for that user.
  • Suppression Enforcement: When an opt-out event is processed, the recipient address is flagged and automatically excluded from future campaign dispatches, returning an OPT_OUT_SKIPPED log status.

4. Monitoring Dispatch Performance

Section titled “4. Monitoring Dispatch Performance”

Once Dispatch is clicked, the Admin can monitor batch processing and analytics within the Google Sheets add-on management client:

  • Delivered Count: Messages accepted by downstream mail servers.
  • Bounces & Errors: Tracked via hard (BOUNCED_HARD) and soft (BOUNCED_SOFT) status codes.
  • Opt-Out Counts: Total unsubscribes recorded for the campaign run.

For questions regarding deliverability or campaign limits, reach out via Support & Contact.

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