Poka Campaign Structure

Campaign Structure &
Workflows Refresher

Everything you need to launch a campaign correctly — from Salesforce to HubSpot.

"Before we dive in — this structure exists to support you. The marketing team owns this process; my role is to make sure we're following a robust framework and that our automations are running as intended. If you need additional assets, or if there are assets you no longer need, we can always adjust. Nothing here is set in stone."

Start here

Key Reference Documents

These two docs are your source of truth. Keep them open while you work.

📋 Structure Doc Campaign Structure & Member Status

Tracking Docs

Each tracking doc contains:

Salesforce Parent/Child Campaigns
HubSpot Campaigns
HubSpot Workflow
Dashboard/Reports
Scanning Process
And More

The Basics

Step-by-Step: Setting Up a Campaign

The goal is simple: you should feel confident creating and updating assets, and understand why each one exists and how it all connects.

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Best way to avoid missing something? Copy a similar past event and use the checklist below. After copying, set all asset statuses back to To Do and start fresh from the Parent Campaign.

1 Create the Salesforce Parent Campaign (if it doesn't exist yet). Refer to the structure doc for the correct campaign type.
2 Create the Salesforce Regular Campaign. Check the structure doc for the right type and member status.
3 Create the Campaign Assignment Workflows in HubSpot — from scratch, using Action Set. Or clone an existing workflow for this step.
4 Update the Tracking Document every time a Salesforce campaign is added or updated. This prevents duplicated assets and the confusion that comes with them. If there are links to reports, landing pages, or dashboards worth sharing — add those too.

Edge cases

When Things Don't Fit the Template

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Some events will have assets that behave differently or fall outside the standard setup — and that's completely fine. If something feels too complex, or you're unsure how to build it, reach out. The goal is that we understand the basics, the why, and the how — not that you do everything alone.

Advanced

HubSpot Campaigns: Visibility & Cloning

HubSpot Campaigns were introduced this year to bring consistency and visibility across the large volume of simultaneous campaigns. Here's what they unlock:

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Cross-asset reporting

Report on multiple assets (emails, forms, ads, workflows) as a single campaign — one view, full picture.

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HubSpot Calendar

A shared calendar view of all live and upcoming events. Add events manually in the calendar view so the whole team stays informed.

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Cloning with Assets

When cloning a campaign, a form lets you set the date, type, and Salesforce Parent Campaign link. The Clone Assets tab lets you pick exactly which assets carry over — workflows, forms, and more. Note: lists/segments aren't cloned (they're shared); clone them manually if needed.

What's next

Questions? Need a Hand?

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Send a message

Not sure about an asset or a setup? Drop a message — happy to walk through it or build it together.

💬 Submit a Ticket