--- title: "Run a campaign" slug: "run-a-campaign" updated: 2025-08-14T08:13:37Z published: 2025-08-14T08:13:37Z --- > ## Documentation Index > Fetch the complete documentation index at: https://knowledge.lightico.com/llms.txt > Use this file to discover all available pages before exploring further. # Run a campaign The campaign tool enables you to send out multiple instances of a preplanned session to a contact list. In this article you'll learn how to: - [Create and run a campaign](/v1/docs/run-a-campaign#create-and-run-a-campaign) - [Edit and monitor your campaigns](/v1/docs/run-a-campaign#edit-and-monitor-your-campaigns) ## Create and run a campaign ### Outline Here is an outline of the steps for creating and running a campaign: 1. [Create a campaign file](/v1/docs/run-a-campaign#create-a-campaign-file) - Create a CSV file with each contact name and a phone numbers and/or email. Optionally you can also define attributes for each contact. 2. [Create a Workflow](/v1/docs/run-a-campaign#create-a-workflow) - The Workflow must not require any agent or additional participant actions. 3. [Configure the campaign](/v1/docs/run-a-campaign#configure-the-campaign) - Upload the campaign file and configure a few campaign settings. 4. [Launch the campaign](/v1/docs/run-a-campaign#launch-the-campaign) - Initiate the process of sending out the Workflow to your contacts and follow the campaign's progress. ### Create a campaign file The campaign file contains the contact information for all customers that you will include in the campaign. **To create a campaign file:** 1. Open a new worksheet and name the first three columns “customerName”, “phone”, “email”. These columns are mandatory. 2. Transfer all contacts into these rows. You can include up to 50,000 contacts. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_158637d8.png) 3. If desired, create columns for attribute values. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_158705b7.png) 4. Save the worksheet as a CSV UTF-8 file. Note The CSV format causes Excel to encode number columns making them incompatible with the Campaign tool. If this happens, format the column as text. The following constraints apply when creating the CSV file: - First three columns are mandatory and must be named: “customerName”, “phone”, “email”. - Additional columns are optional and are named for existing attributes. - Each row must contain a customerName and either a phone, or email, or both. - Attribute values may be left blank. - No empty rows allowed. ### Create a Workflow The Workflow you create must be able to get started without a human agent. A campaign is most effective when the entire Workflow is designed to let your customer complete it entirely on their own. To create a Workflow, see [Create Workflows](/v1/docs/design-workflows). ### Configure the campaign **To configure the campaign:** 1. On the Lightico Administration page, in the left pane, click **Campaigns**. The Campaign manager page opens. 2. Click **Create campaign**. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_15a67d51.png)The campaign configuration window appears. 3. In the main section of the window: 1. Enter a **Campaign Name**. 2. Under **Upload a campaign file**, click **Select file** and select the campaign CSV file that you created. 3. Under **Campaign setup**, select a team for the campaign. The selected [team settings](/v1/docs/use-session-settings-from-a-different-team) will apply to the sessions created in the campaign. 4. Select the Workflow that you created for the campaign. 5. Enter a description of the campaign (optional). 6. Turn on the **Store draft in external storage** toggle (optional). See [below](/v1/docs/run-a-campaign#store-draft-in-external-storage) for more information. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/2024-11-11_15-59-01.png) 4. In the right panel: 1. Under **Schedule execution routine**, select the days, time range and time zone when to allow customer invitations to be sent out. 2. Under **Notification**, select who you would like to notify when the campaign is completed. The email includes a detailed report of the campaign execution (see [below](/v1/docs/run-a-campaign#view-report)). 3. If you selected **Someone else**, enter up to 10 emails in the field that appears. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/image(136).png) 5. Click **Save campaign**in the top right corner. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/image(137).png) The Campaign manager page appears with the new campaign added to the table. #### Store draft in external storage Campaigns sometimes do not reach the recipient or the recipient may receive the Workflow, but not complete it. Because of possible cases like these, you can choose to save a copy of every Workflow sent during a campaign. When the campaign begins, an initial copy is created for each recipient and sent to external storage. The copy can be used as a record that a document was sent to the customer even if they did not complete it. **To store a draft of each Workflow in the campaign:** Turn on the **Store draft in external storage** toggle when you [configure the campaign](/v1/docs/run-a-campaign#configure-the-campaign). > [!NOTE] > **Notes** > > - A separate file is created for every HTML and PDF included in the Workflow unless your system settings are set to [combined PDF.](https://knowledge.lightico.com/docs/design-workflows#define-how-the-documents-are-saved) > - Normally, draft documents are replaced by the completed document, in the case of drafts created before a campaign, copies continue to be saved even after the document is completed. > [!TIP] > **Tip** > > We recommend defining a watermark for all incomplete documents to make it clear that they are drafts and not completed. See [Allow agents and customers to download incomplete documents](https://knowledge.lightico.com/docs/en/document-handling#allow-agents-to-download-completed-documents). ### Launch the campaign Launching the campaign initiates sending out the Workflow to all your contacts. The amount of time it takes to complete the campaign depends on how many contacts are included in it. **To launch the campaign:** 1. Click **Launch**next to the relevant campaign. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_1f3ef779.png) 2. Click **Continue**to approve the launch. The pop-up lets you know how many contacts are in the campaign. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_1abebed8.png) 3. Follow the progress of the campaign in the Campaign manager table. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_1f40e29f.png) 4. Click **Pause**to pause the campaign. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_1f418557.png) 5. Click **Resume**to continue. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_1f42d40f.png) When the campaign is finished running, the Status column will show **Done**. ## Edit and monitor your campaigns ### Search for campaigns Search for campaigns according to recent timeframes or use the advanced filter. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_32f1d1bf.png) ### Delete a campaign You can delete a campaign at any point in the progress of the campaign. **To delete a campaign:** 1. If the campaign has been launched, click **Pause**. 2. Click the menu icon and select **Delete**. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_63abaab.png) ### Edit a campaign You can edit a campaign when it is in New status, before it is launched. Once it's has been launched, only the description can be edited. **To edit a campaign:** 1. Click the menu icon and select **Edit**. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_6399fd5.png) 2. The Edit campaign window appears. Edit the campaign as needed. ### View Report At any point in the campaign, you can view a campaign report. Click the menu for the relevant campaign and select **Report**.![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_635f7bd.png) The report is displayed. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_1fe41e96.png) Note: Reports that contain all user action on campaigns are available in the **Reports > Audits** page. ### Export the CSV file At any point in the campaign, you can export a copy of the CSV file for a campaign. Click the menu for the relevant campaign and select **Export**.![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_635a0f2.png) ### Set data deletion rule Campaigns may contain sensitive or private information. To help protect this data, you can limit the amount of time that it remains in the Lightico system. In System settings, under **Security > Data deletion > Campaigns**, turn on the toggle and set the amount of time following creation of a campaign after which the campaign's data will be deleted. ![](https://cdn.document360.io/473bb8c5-ff1b-4930-8109-2321ac6ab967/Images/Documentation/Snag_660f981.png) A series of customer interactions that must be completed in a certain order. Workflows are configured by a business configurator (BC) and added to the session by an agent or API. A user that communicates with end-customers to complete tasks in a Collaboration Room session or a Case Manager case. Each user is associated with a team. A team defines unique settings that affect how a Collaboration Room session functions and what cases are available in Case Manager.