How to Use an Email Campaign Template in Jira to Launch Campaigns Faster

Great email campaigns run on clockwork processes. And Jira templates can serve as a backbone for creating a smooth workflow. Using an email campaign template will speed up and streamline campaign preparation, enabling you to kick-start the process in mere seconds. Another benefit is that your team will gain a ready action plan with clearly defined stages and dependencies. With a well-documented process and better-organized teamwork, you will be able to prepare email campaigns more quickly and efficiently.

In this blog post, we provide you with customizable email campaign templates and explain how to use them in Jira.

What is a Template for an Email Campaign Launch?

It’s a structured checklist that includes a sequence of documented steps for preparing an email campaign. In practice, this means you have a Jira issue with a list of all the things you need to complete. Each of them has a separate sub-goal and can require the involvement of different people. Automatically generating these Jira issues speeds up the process and improves resource management.

Why Use an Email Campaign Template in Jira?

Smooth project organization

After your template is prepared, you can initiate the campaign setup in just a few clicks. You also have the option to put this process on autopilot with Jira automation. Then, the template for your next campaigns will be applied automatically according to your workflow rules. Apart from that, the documented process structure and the checklist format make it easier to track progress. You will always know which stage you are at and which steps are already completed.

Better team alignment

Keeping everyone on the same page is crucial for efficient campaign management and cross-team collaboration. With the whole end-to-end process laid up in one checklist template, everyone can see the complete picture. When the next steps are well-defined, and everyone has clear instructions, your team is more aligned and productive. 

Time optimization

There’s no need to start from scratch every time. An email campaign template allows you to automate repetitive tasks and save time on planning and managing the process. You only need to provide the goals for a new campaign and set deadlines. All the steps, documented as checklist items, will be already included in your email campaign template. This saves significant time, especially if you launch campaigns regularly. 

Standardized processes

A reusable template enables you to document the campaign creation process and reproduce it accurately. This ensures that your team is not reliant on a single knowledge holder and their availability. With an email campaign template, it’s easy to organize the process even with minimum background knowledge. This allows you to reduce the risk of errors, ensure seamless work, and easily onboard new team members.

As a result, having an email campaign template in Jira helps you boost efficiency and launch campaigns faster.

How do you Create a Template for an Email Campaign Launch?

You will need to use Smart Checklist for Jira to add the templatized checklist to your issue. You can take our generalized template as a basis and customize it for your needs. For example, add new stages and deadlines, tag people, and so on. 

You will get a structured checklist like the one below:

Building an Email Campaign Template Step-by-Step

1. Install Smart Checklist for Jira by TitanApps. This handy tool helps you create and manage templatized ToDo lists in Jira.
2. Add your template to Jira and customize it. Copy our example template from the section below and paste it into the Smart Checklist field of your Jira issue. Then, use the markdown editor to customize the template for your specific use cases. Alternatively, you can create your own process structure from scratch.  
3. Save the checklist as a template. Use the Smart Checklist menu to save the result as a Jira template. Once done, share it with the team, manage permissions, include any additional information, set up an automation with this template, and so on. 

Generalized Email Campaign Template 

Use Smart Checklist to paste this template into your Jira issue in markdown format and adjust it to your needs.

Customization Example: Marketing Email Campaign Template

Here’s an example of a template tailored to the needs of a marketing team. 

Preview Markdown view

## Prepare Email Campaign Brief by YYYY-MM-DD
– Set campaign goals (i.e., Reactivation)
– Define the target audience (i.e., Churned Users)
– Outline the format (a single email/sequence)
– Specify what the email(s) should be about
– Provide context (i.e., related marketing activities)
## Craft email copy by YYYY-MM-DD
– Subject line
– Preview text
– Email body copy
– CTAs
– Proofread the email copy
## Make other preparations
– Design the email template by YYYY-MM-DD
– Prepare links with UTMs
– Segment email list
## Test the email and launch the campaign
– Conduct testing on various platforms
– Verify mobile responsiveness
– Set A/B testing parameters
– Schedule email send-out by YYYY-MM-DD
## Analyze results
– Monitor the KPIs
– Check open and click-through rates
– Check the A/B testing results
– Switch to the best-performing option
– Send follow-up or reminder emails
– Combine email client data with GA4 data
– Analyze campaign performance funnel
– Check landing page performance
– Prepare a campaign report

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Add Your Email Campaign Template Once, Save Time Forever

Utilizing Jira templates for email campaigns is essential for efficient project management and time optimization. This approach offers numerous advantages, such as an instant preparation launch, better cross-team collaboration, and clear process documentation. As a result, you get a well-structured process and minimize the chance of errors. Thanks to Jira templates, you can be sure nothing is forgotten, and the email campaign launch is well-planned. 

We recommend creating an email campaign template with Smart Checklist for Jira. This tool can also be used to build new templates for other purposes, such as feature releases or employee onboarding templates. This will allow you to further expand the native functionality offered by Atlassian and make the most of Jira. 

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Article by Olga Cheban

Content Writer at TitanApps. I love it when my writing helps people find smarter ways to manage their time. Whether for individual professionals or large companies, even small changes in managing daily tasks can have a huge impact. My goal is to share practical advice that promotes efficiency and facilitates growth.