EMAIL CONTACT MANAGEMENT · Workflow idea
Organize supplied contact details so an authorized owner can add, update, or look up an email audience record. Check identity and preferences first, and treat the record itself separately from any decision to send a message.
01 / The starting point
Contact information supplied for an approved audience-management task
“Prepare a contact lookup or proposed record change, verify the intended person and communication preferences, and wait for approval before changing an audience.”
02 / The work
Helps a team manage email contact records while keeping their intended use and communication preferences clear.
Check the approved purpose for the lookup or record change and limit access to people who need the details.
Check for a matching contact and have an owner resolve duplicates or uncertain identity before making a change.
Check the person’s permission, selected email preferences, and any unsubscribe or suppression status.
Show proposed additions or updates alongside the relevant existing details so a reviewer can verify them.
Have an authorized owner approve the exact record change and separately confirm permission before external email is sent.
03 / The result
A reviewed contact lookup or proposed addition or update, with uncertain identity, consent, and opt-out cases held for an owner.
Email · Example outcome
A reviewed contact lookup or proposed addition or update, with uncertain identity, consent, and opt-out cases held for an owner.
Contact details are personal information. Keep only what is needed, honor consent and suppression records, and do not treat a saved contact as permission to send. Require an authorized person to approve audience changes and any external message.
04 / Make it yours
A few choices shape the work around your team.
Select where contact details may come from and document the permitted purpose for using them.
Set the minimum fields needed and decide how possible duplicates or incomplete records are reviewed.
Make permission, opt-outs, and communication preferences available to the responsible record owner.
Check a new contact, an existing match, and an opt-out to ensure each is held or handled appropriately.