Dejon Email Workflow Analysis

Comprehensive workflow documentation and AI automation roadmap

Workflow Owner: Dee Surico Analyst: Quintin Henry Date: March 25, 2026 Duration: 46 min recording

Applications

in a single workflow

Friction Points

across 9 categories

Automation Opps

identified

15-41h

Monthly Savings

potential time recovered

01 Applications & Tools Inventory

The email campaign workflow spans 14 distinct applications across 10 categories, with 3 overlapping email marketing platforms creating significant redundancy.

Salesforce CRM

CRM

Campaign records, leads~4 min

Salesforce Marketing Cloud

Email Marketing

Campaign building, HTML~12 min

Email on Acid

QA / Testing

Spam, accessibility, links~3 min

Adobe Workfront

Project Management

Tasks, approvals, docs~3 min

Miro

Collaboration

Visual QA, variant review~3 min

Google Drive

File Storage

Image assets<1 min

Mailchimp

Email Marketing

Templates, collaboration~6 min

Klaviyo

Email / CDP

Campaign config~1 min

Code Editor

Development

HTML template editing~1 min

Local File System

File Storage

HTML, images, docs~3 min

Newsletter Builder ESP

Email Marketing

Drag-and-drop templates~1 min

Microsoft Outlook Web

Email Client

Inbox rendering QA<1 min

02 Current Workflow Flow

The email campaign lifecycle flows through 6 major phases with 25+ application transitions, each requiring manual context switching and often re-authentication.

Scroll to pan. Use controls to zoom.

flowchart TD
  A["1. Salesforce CRM
Review campaign records"] --> B["2. Email on Acid
Login + OTP auth"]
  B --> C["3. SFMC Content Builder
Build email template"]
  C --> D["4. Code Editor
Manual HTML editing"]
  D --> E["5. Adobe Workfront
Track project status"]
  E --> F["6. File System
Locate campaign assets"]
  F --> G["7. Google Drive
Find image assets"]
  G --> H["8. Miro
Visual QA + variant review"]
  H --> I["9. Email on Acid
Re-authenticate + QA test"]
  I --> J["10. Mailchimp
Duplicate campaign setup"]
  J --> K["11. Klaviyo
Third platform config"]
  K --> L["12. Newsletter Builder
Drag-and-drop template"]
  L --> M["13. Outlook Web
Manual inbox rendering QA"]

  classDef crm fill:#0176d322,stroke:#0176d3,stroke-width:2px
  classDef email fill:#032d6022,stroke:#032d60,stroke-width:2px
  classDef qa fill:#b4530922,stroke:#b45309,stroke-width:2px
  classDef pm fill:#eb100022,stroke:#eb1000,stroke-width:1.5px
  classDef storage fill:#4285f422,stroke:#4285f4,stroke-width:1.5px
  classDef collab fill:#f7c92222,stroke:#f7c922,stroke-width:1.5px
  classDef code fill:#1e1e1e22,stroke:#78716c,stroke-width:1.5px

  class A crm
  class C,J,K,L email
  class B,I,M qa
  class E pm
  class F,G storage
  class H collab
  class D code

Key Observation

3 Email Platforms, 1 Job

SFMC, Mailchimp, and Klaviyo all handle overlapping email campaign functions. Campaign configuration is performed independently in each, creating 5-10 minutes of redundant work per campaign.

Data Flow Pattern

Manual Asset Shuttle

Images flow from Google Drive / local file system through manual download-upload cycles into SFMC and Mailchimp. No centralized DAM or automated pipeline connects storage to builders.

03 Friction Points & Challenges

23 friction points identified across 9 categories. The top 5 account for an estimated 60-90 minutes of lost productivity per campaign session.

#1 Highest Impact

Tool Fragmentation + Platform Duplication

14 tools with 3 overlapping email platforms. 25+ context switches per session. 15-35 min lost per campaign.

#2 Highest Impact

Manual Newsletter Content Aggregation

Staff profiles, events, articles gathered from multiple sources by hand. 15-30 min per newsletter.

#3 Highest Impact

Disconnected QA Processes

Email on Acid as a separate auth-gated tool + Miro for visual comparison. 15-25 min per campaign.

#4 Highest Impact

Fragmented Asset Management

Assets scattered across local file system, Google Drive, and Workfront. 5-15 min searching per campaign.

#5 Highest Impact

Status/Feedback Outside Production

Miro stamps and annotations for campaign status and design feedback creates sync risk. 10-20 min cross-referencing.

View full friction catalog (23 items)

ID	Category	Description	Severity	Time Cost	Automation
F-1.1	Context Switching	14 apps in single workflow, 25+ switches	High	12-25 min/session	High
F-1.2	Context Switching	15-20+ browser tabs simultaneously	Med	1-2 min/session	Med
F-1.3	Context Switching	Manual multi-window arrangement	Low	1 min/occurrence	Med
F-2.1	Duplicate Platforms	3 email marketing platforms (SFMC, Mailchimp, Klaviyo)	High	5-10 min/campaign	High
F-2.2	Duplicate Platforms	Assets in 3 disconnected locations	High	2-5 min/retrieval	High
F-3.1	Authentication	Email on Acid repeated OTP	Med	2-4 min/session	High
F-3.2	Authentication	Salesforce session timeout	Low	30-60 sec	Med
F-4.1	Manual Data Transfer	Newsletter content aggregation from multiple sources	High	15-30 min/newsletter	High
F-4.2	Manual Data Transfer	Complex multi-step SFMC export	Med	90 sec/export	High
F-4.3	Manual Data Transfer	Manual asset download/upload between systems	Med	1-3 min/asset	High
F-4.4	Manual Data Transfer	Placeholder text manual replacement	Med	5-10 min/newsletter	High
F-5.1	Manual QA	Separate tool for email QA testing	High	3-5 min/cycle	High
F-5.2	Manual QA	Manual inbox rendering verification	Med	2-3 min/send	High
F-5.3	Manual QA	Visual QA via screenshots in Miro	High	10-20 min/campaign	High
F-6.1	Status Tracking	Status via Miro stamps instead of system fields	High	Ongoing risk	High
F-6.2	Status Tracking	Feedback in Miro instead of production tools	Med	5-10 min/review	High
F-7.1	Performance	"Site can't be reached" error during workflow	Med	Variable	Low
F-7.2	Performance	Loading delays across multiple tools	Low	2-5 min/session	Low
F-7.3	Performance	Cookie consent popup interruption	Low	5-10 sec	Low
F-7.4	Performance	Email builder frustration/difficulty	Low	Indeterminate	Med
F-8.1	HTML Editing	Raw HTML editing for template customization	High	5-15 min/session	Med
F-8.2	HTML Editing	Deep folder navigation for asset insertion	Med	1-2 min/insertion	High
F-9.1	Clutter	In-app advertising in Klaviyo	Low	Minor	Low

Friction Distribution by Category

Context Switching

3 items · 14-28 min

Duplicate Platforms

2 items · 7-15 min

Manual Data Transfer

4 items · 22-44 min

Manual QA

3 items · 15-28 min

Status Tracking

2 items · risk-based

04 Automation Opportunities

18 automation opportunities across 3 implementation horizons. Combined potential: 15.5-41.5 hours/month recovered for strategic and creative work.

A-06

Quick Win

HTML Email Code Generation

Claude generates HTML/CSS changes from natural language descriptions. Eliminates manual code editing in the WYSIWYG's code view.

Solves F-8.10.5-2 hrs/mo

A-07

Quick Win

SFMC Export Automation

Computer use or API bypasses the complex multi-step save/export dialog. Single command replaces 90-second manual process.

Solves F-4.20.5-1.5 hrs/mo

A-09

Quick Win

Session & Auth Management

API-based access eliminates OTP authentication. Session keepalive prevents Salesforce timeouts.

Solves F-3.1, F-3.20.5-1 hr/mo

A-11

Quick Win

Pre-Send Checklist Agent

Claude validates subject line, preheader, from address, links, and images before every send. Catches errors before QA.

Solves F-5.10.5-1 hr/mo

A-13

Quick Win

Template Variant Generation

Given a base template and regional variations, Claude generates all variant HTML files automatically.

Solves F-4.4, F-8.11-2 hrs/mo

A-14

Quick Win

Workfront Auto-Update

Agent detects campaign milestones and updates Workfront task statuses automatically.

Solves F-6.10.5-1 hr/mo

A-15

Quick Win

Content Proofreading

Claude reviews email copy for grammar, brand voice, compliance, and accessibility before sending.

Quality improvementError reduction

A-17

Quick Win

Accessibility Remediation

Claude auto-generates alt text, fixes contrast issues, and adds ARIA labels to email HTML.

Solves F-5.10.5-1 hr/mo

A-03

Medium-Term

Centralized Asset Management

MCP servers index Google Drive, local file system, and Workfront. Natural language search: "find the Colorado hero image." Auto-uploads to destination platform.

Solves F-2.2, F-4.3, F-8.21-4 hrs/mo

A-04

Medium-Term

Automated Email QA Pipeline

Email on Acid API eliminates browser auth. Claude parses results, suggests fixes, auto-remediates routine issues, retests.

Solves F-5.1, F-3.1, F-5.21.5-3.5 hrs/mo

A-05

Medium-Term

Variant Visual Comparison

Computer use captures screenshots of all variants. Claude Vision compares them and generates diff reports. Replaces Miro screenshot workflow.

Solves F-5.3, F-6.1, F-6.21-2.5 hrs/mo

A-08

Medium-Term

Campaign Status Sync

Agent polls SFMC, Mailchimp, Klaviyo for status changes. Auto-updates Miro stamps and posts Slack notifications.

Solves F-6.1, F-6.20.5-1.5 hrs/mo

A-12

Medium-Term

Miro Board Auto-Generation

Agent creates campaign review boards programmatically: screenshots, variant grids, status stamps, and annotation templates.

Solves F-5.31-2 hrs/mo

A-16

Medium-Term

Brief-to-Template Kickoff

Claude reads the campaign brief, selects the best template, pre-populates content, and sets up the initial campaign in SFMC.

Solves F-4.2, F-4.41-2 hrs/mo

A-01

Transformative

AI Newsletter Content Aggregation

Custom agent monitors content sources, extracts structured items, generates newsletter copy in brand voice, and pre-populates templates. Dee reviews and approves.

Solves F-4.1, F-4.41.5-2.5 hrs/mo

A-02

Transformative

Cross-Platform Campaign Sync

Configure campaign once in SFMC. Agent propagates to Mailchimp and Klaviyo via MCP servers. Field mapping, audience validation, send-time conflict detection.

Solves F-2.1, F-1.11-2.5 hrs/mo

A-10

Transformative

Unified Command Interface

Single chat-based interface orchestrates all 14 tools. "Show March P&C status across all platforms" queries SFMC, Mailchimp, Klaviyo, and Miro simultaneously.

Solves F-1.1, F-1.2, F-1.33-5 hrs/mo

A-18

Transformative

Performance Learning Loop

Agent analyzes send results, identifies winning patterns, and recommends optimizations for future campaigns. Continuous improvement feedback.

Strategic valueROI improvement

Use the category tabs above to filter, or expand the sections below.

Quick Wins (8 opportunities)

A-06 HTML Code Gen, A-07 SFMC Export, A-09 Auth Management, A-11 Pre-Send Checklist, A-13 Template Variants, A-14 Workfront Auto-Update, A-15 Proofreading, A-17 Accessibility. Combined: 4.5-13 hrs/mo.

Medium-Term (6 opportunities)

A-03 Asset Management, A-04 QA Pipeline, A-05 Variant Comparison, A-08 Status Sync, A-12 Miro Auto-Gen, A-16 Brief-to-Template. Combined: 6.5-17.5 hrs/mo.

Transformative (4 opportunities)

A-01 Newsletter Aggregation, A-02 Campaign Sync, A-10 Unified Interface, A-18 Learning Loop. Combined: 4.5-11+ hrs/mo.

05 Implementation Roadmap

Phased implementation ordered by impact-to-effort ratio, building capabilities incrementally.

Phase 1: Foundation & Quick Wins

Weeks 1-2

Deploy Claude API for HTML code generation (A-06), template variant generation (A-13), content proofreading (A-15), and pre-send checklist (A-11). Set up API-based access to Email on Acid to eliminate OTP auth (A-09). Automate SFMC export workflow (A-07).

Cumulative savings: 4.5-9.5 hrs/month

Phase 2: Integrated QA & Asset Pipeline

Weeks 3-6

Build automated QA pipeline connecting SFMC to Email on Acid API (A-04). Deploy centralized asset management with MCP servers for Google Drive, local file system, and Workfront (A-03). Implement automated variant visual comparison (A-05).

Cumulative savings: 8-20 hrs/month

Phase 3: Cross-Platform Orchestration

Weeks 7-12

Build MCP servers for SFMC, Mailchimp, and Klaviyo APIs. Deploy cross-platform campaign sync agent (A-02). Implement campaign status synchronization (A-08). Auto-generate Miro review boards (A-12). Connect brief-to-template kickoff (A-16).

Cumulative savings: 12-32 hrs/month

Phase 4: Unified Intelligence

Months 4-6

Deploy AI-powered newsletter content aggregation (A-01). Build the unified command interface that orchestrates all tools from a single chat (A-10). Implement the performance learning loop for continuous optimization (A-18).

Cumulative savings: 15.5-41.5 hrs/month (2-5 working days)

06 Projected Impact

Current State

The Manual Marathon

14 tools with no integration
25+ manual context switches per session
3 email platforms doing the same job
Manual HTML editing for customizations
Separate auth-gated QA tool
Screenshot-based visual review in Miro
Status tracked with manual stamps
60-90 min lost per campaign to friction

Future State

AI-Orchestrated Workflow

Single command interface for all tools
Automated cross-platform campaign sync
Claude-powered HTML generation
API-based QA with auto-remediation
Vision-based variant comparison
Real-time status synchronization
AI newsletter content assembly
2-5 working days/month recovered

2-5

Days/Month

recovered for strategic work

80%

Error Reduction

with automated QA

Faster Campaign

setup with sync agent

Status Sync Risk

with automated tracking