Workflow template for advertising and lead generation
Stale promotion code review
Before the next campaign, the marketing or e-commerce manager gets one review of the store's discount codes: every expired, unused or duplicate code, the live and scheduled campaigns that still name each one, and a proposed action for a person to approve. It ends, deletes and changes nothing.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
Every store collects discount codes: one for each season, each creator, each apology, each banner. After a year or two nobody can say which still matter, and the next campaign adds more. This workflow template sorts them before that happens.
Each code gets one state on the review date: expired, used up, switched off, starting later, or working. Working codes nobody has used for a set time are called unused. Codes that repeat each other are grouped, whether they share the same text in different letter case or give the same offer under different names. Then every live or scheduled campaign that names a code is checked against that code's dates and limit, so a pop-up still offering a code that ran out of uses months ago, or a launch email naming a code that ends ten days before the campaign does, is caught before a shopper finds it at checkout.
Every code on the list carries one proposal from a short, fixed list: keep it, fix the campaign first, confirm first, end the code, or clear the expired code. A code that a campaign still needs is never proposed for ending. The approver decides each line, and a person makes every change.
Who starts the work, and when
The e-commerce manager or the marketing manager runs it when old codes have piled up and a campaign is coming, when a campaign has gone out naming a code that did not work, or as a routine tidy once a quarter.
Whoever approves changes to codes reads the review and decides each line. Each campaign owner answers for their own campaigns, and whoever named a code on the keep list, such as the customer service lead, confirms it.
What they supply
- Review settings: the store, who it is prepared for, who approves changes, the review date, and how many days without use make a code unused (90 unless you set another number).
- The code export from the store, one row per code: the offer, what it applies to, the minimum order, its status, its dates, its usage limit, how often it has been used and when it was last used.
- Campaign references, one row for each place a campaign names a code: the campaign, its channel, where the code appears, its status, its dates and its owner. Emails, ads, site banners, creator posts, printed inserts and customer service replies all count.
- A keep list, if you have one: codes someone has said must stay, with the reason and who said so.
The column headers are checked first. If one does not match, the work stops and asks which column is which. Nothing is opened or connected, and the workflow template never asks for a password, a login code or a key.
What comes out
One review in a fixed order. It opens with the date lines and a summary that counts every code, so the list and the counts can be checked against the export. Then come the data checks, where the export disagrees with itself. The codes follow under three headings (no longer works, unused, and other codes on the list), each with its offer, dates, use, duplicate group, the campaigns that name it and its proposal. After them come the duplicate groups, the campaigns to fix, each with its owner and what would settle it, and the questions for the person the review is prepared for. An empty section says "None."
Each line ends with "Decision: open." The review closes by saying what it did not check and that nothing in the store or any campaign has been changed.
An invented example
Illustrative example with invented data. The store, the roles, the platform, the codes, the campaigns, the dates and every figure below are invented. Store K is an invented online candle shop with seventeen discount codes built up over two years. Its e-commerce manager ran the workflow template a few days before a spring launch. First come the inputs the e-commerce manager supplied, in full, then the review the workflow template returned.
The inputs
1. Review settings
Store: Store K (an invented online candle shop)
Prepared for: E-commerce manager
Approves changes: E-commerce manager
Review date: 2027-03-15
Unused after days: 90
New code days: 30
Currency: $
2. Code export (codes.csv)
code,discount_type,value,applies_to,minimum_order,status,created_on,starts_on,ends_on,usage_limit,times_used,last_used_on
WELCOME10,percent,10,All products,,active,2025-06-01,2025-06-01,,,412,2027-03-14
FREESHIP50,free_shipping,,All products,50,active,2025-09-01,2025-09-01,,,950,2027-03-14
REFILL5,amount,5,Refills,,active,2025-08-01,2025-08-01,,,230,2027-03-13
HOLIDAY25,percent,25,All products,,expired,2026-11-20,2026-11-25,2026-12-31,,388,2026-12-31
VIP20,percent,20,All products,,active,2026-02-14,2026-02-14,,,61,2026-10-02
SORRY10,amount,10,All products,,expired,2026-02-01,2026-02-01,2027-01-31,,22,2027-01-29
SHIPFREE50,free_shipping,,All products,50,active,2026-04-02,2026-04-02,,,3,2026-08-19
SUMMER20,percent,20,Summer range,,disabled,2026-05-20,2026-06-01,,,210,2026-08-30
BUNDLE20,percent,20,Bundles,,active,2026-06-01,2026-06-01,,,97,2027-03-10
CREATORA15,percent,15,All products,,active,2026-09-01,2026-09-01,,,140,2027-03-12
CREATORB15,percent,15,All products,,active,2026-09-01,2026-09-01,,,0,
FIRST100,amount,15,All products,,active,2026-10-01,2026-10-01,,100,100,2026-10-09
GIFTSET,amount,5,Gift sets,,active,2025-11-01,2025-11-01,,,75,2026-12-20
giftset,amount,8,Gift sets,,active,2026-11-15,2026-11-15,,,0,
PRESS15,percent,15,Candles,,active,2026-03-01,2026-03-01,,,12,
GIFTING10,percent,10,Gift sets,,active,2027-03-05,2027-03-05,2027-03-28,,4,2027-03-14
SPRING15,percent,15,All products,40,scheduled,2027-03-01,2027-03-20,2027-03-31,,0,
3. Campaign references (campaigns.csv)
Gathered by the e-commerce manager from the email tool, the ad account on Platform A, the site, the creator list and the packaging file.
campaign,channel,where_used,status,starts_on,ends_on,owner,code
Welcome flow,Email,Welcome email 1,live,2025-06-01,,Email marketer,WELCOME10
Free shipping banner,Website,Site-wide banner,live,2026-01-10,,E-commerce manager,FREESHIP50
Refill reminder,Email,Reminder email,live,2025-08-01,,Email marketer,REFILL5
Holiday gift guide,Email,Gift guide email,ended,2026-11-25,2026-12-31,Email marketer,HOLIDAY25
Holiday ads,Platform A,Ad text,ended,2026-11-25,2026-12-31,Paid media lead,HOLIDAY25
VIP early access,Email,VIP email,scheduled,2027-04-01,2027-04-07,Email marketer,VIP20
Summer range insert,Packaging,Printed insert card,,2026-06-01,,E-commerce manager,SUMMER20
Creator A programme,Creator posts,Captions and link,live,2026-09-01,,Creator programme lead,CREATORA15
Creator B programme,Creator posts,Captions and link,ended,2026-09-01,2026-12-31,Creator programme lead,CREATORB15
First order pop-up,Website,Home page pop-up,live,2026-10-01,,E-commerce manager,FIRST100
Gift set search ads,Platform A,Ad text,live,2026-11-15,2027-03-31,Paid media lead,GIFTSET
Spring gifting,Platform A,Ad text,live,2027-03-05,2027-03-28,Paid media lead,GIFTING10
Spring launch,Email,Launch email,scheduled,2027-03-20,2027-04-10,Email marketer,SPRING15
Spring launch,Email,Launch email,scheduled,2027-03-20,2027-04-10,Email marketer,SPRINGSHIP
4. Keep list (keep_list.csv)
code,reason,named_by
SORRY10,Customer service sends it after a late delivery,Customer service lead
The review
STALE PROMOTION CODE REVIEW: Store K (an invented online candle shop)
For: E-commerce manager. Approves changes: E-commerce manager. Review date: 2027-03-15.
Unused: no use on or after 2026-12-15 (90 days before the review date).
Too new to judge: created after 2027-02-13 (30 days before).
From: code export, 17 codes; campaign references, 14;
keep list, 1.
SUMMARY
Codes in the export: 17. On this list: 13.
Not on this list: 0 starting later; 1 too new to judge;
3 working and used since 2026-12-15.
Proposed: Keep 4; Fix the campaign first 2; Confirm first 3;
End the code 3; Clear the expired code 1.
Campaigns to fix: 3, of which 1 name a code not in the export.
DATA CHECKS
FIRST100: status "active", but 100 of a limit of 100 uses made; treated as used up.
PRESS15: used 12 times with no last-use date; treated as last use not known, not unused.
Summer range insert, naming SUMMER20: status blank; treated as unconfirmed.
NO LONGER WORKS
HOLIDAY25: 25% off, All products, no minimum. Expired.
Created 2026-11-20; ends 2026-12-31; used 388 times;
last used 2026-12-31. Group: none.
References: Holiday gift guide (Email, ended, Email marketer);
Holiday ads (Platform A, ended, Paid media lead).
Proposed: Clear the expired code, because it ended on 2026-12-31 and only
ended campaigns name it.
Decision: open.
SORRY10: $10 off, All products, no minimum. Expired.
Created 2026-02-01; ends 2027-01-31; used 22 times;
last used 2027-01-29. Group: none.
References: none.
Keep list: Customer service sends it after a late delivery, named by Customer service lead.
Proposed: Confirm first, because it is on the keep list but ended on 2027-01-31. See question 1.
Decision: open.
SUMMER20: 20% off, Summer range, no minimum. Switched off.
Created 2026-05-20; no end date; used 210 times;
last used 2026-08-30. Group: none.
References: Summer range insert (Packaging, status not stated, E-commerce manager).
Proposed: Confirm first, because a reference with no status may still be in use. See question 2.
Decision: open.
FIRST100: $15 off, All products, no minimum. Used up.
Created 2026-10-01; no end date; used 100 times of a limit of 100;
last used 2026-10-09. Group: none.
References: First order pop-up (Website, live, E-commerce manager).
Proposed: Fix the campaign first, because a live campaign names a code that no
longer works. See campaigns to fix 1.
Decision: open.
UNUSED
VIP20: 20% off, All products, no minimum. Works.
Created 2026-02-14; no end date; used 61 times;
last used 2026-10-02. Group: none.
References: VIP early access (Email, scheduled, Email marketer).
Proposed: Keep, because a scheduled campaign names it and it works for that
campaign's dates.
Decision: open.
SHIPFREE50: free shipping, All products, minimum $50. Works.
Created 2026-04-02; no end date; used 3 times;
last used 2026-08-19. Group: G1.
References: none.
Proposed: End the code, because it has not been used since 2026-08-19 and
nothing names it.
Decision: open.
CREATORB15: 15% off, All products, no minimum. Works.
Created 2026-09-01; no end date; used 0 times;
last used never. Group: G2.
References: Creator B programme (Creator posts, ended, Creator programme lead).
Proposed: End the code, because it has never been used and only an ended
campaign names it.
Decision: open.
giftset: $8 off, Gift sets, no minimum. Works.
Created 2026-11-15; no end date; used 0 times;
last used never. Group: G3.
References: none.
Proposed: End the code, because it has never been used and nothing names it. See duplicate group G3.
Decision: open.
OTHER CODES ON THE LIST
FREESHIP50: free shipping, All products, minimum $50. Works.
Created 2025-09-01; no end date; used 950 times;
last used 2027-03-14. Group: G1.
References: Free shipping banner (Website, live, E-commerce manager).
Proposed: Keep, because a live campaign names it and it works for that
campaign's dates.
Decision: open.
CREATORA15: 15% off, All products, no minimum. Works.
Created 2026-09-01; no end date; used 140 times;
last used 2027-03-12. Group: G2.
References: Creator A programme (Creator posts, live, Creator programme lead).
Proposed: Keep, because a live campaign names it and it works for that
campaign's dates.
Decision: open.
GIFTSET: $5 off, Gift sets, no minimum. Works.
Created 2025-11-01; no end date; used 75 times;
last used 2026-12-20. Group: G3.
References: Gift set search ads (Platform A, live, Paid media lead).
Proposed: Keep, because a live campaign names it and it works for that
campaign's dates. See duplicate group G3.
Decision: open.
PRESS15: 15% off, Candles, no minimum. Works.
Created 2026-03-01; no end date; used 12 times;
last used not in the export. Group: none.
References: none.
Proposed: Confirm first, because its last use is not known and no live or
scheduled campaign names it. See question 3.
Decision: open.
SPRING15: 15% off, All products, minimum $40. Starts later.
Created 2027-03-01; starts 2027-03-20; ends 2027-03-31; used 0 times;
last used never. Group: none.
References: Spring launch (Email, scheduled, Email marketer).
Proposed: Fix the campaign first, because the code ends before a scheduled
campaign that names it. See campaigns to fix 2.
Decision: open.
DUPLICATE GROUPS
G1, same offer: FREESHIP50 (free shipping, All products, minimum $50), SHIPFREE50 (free shipping, All products, minimum $50).
G2, same offer: CREATORA15 (15% off, All products, no minimum), CREATORB15 (15% off, All products, no minimum).
G3, same text, ignoring case: GIFTSET ($5 off, Gift sets, no minimum), giftset ($8 off, Gift sets, no minimum).
Check with the store which code a shopper who types it gets.
A shared offer is not a fault in itself; each code's proposal follows its own
use and references.
CAMPAIGNS TO FIX
1. First order pop-up (Website, live, 2026-10-01 to no end date,
owner E-commerce manager) names FIRST100 in Home page pop-up.
Problem: the code is used up, 100 of a limit of 100; last used 2026-10-09.
To settle: E-commerce manager changes the campaign, or E-commerce manager
approves a change to the code. Decision: open.
2. Spring launch (Email, scheduled, 2027-03-20 to 2027-04-10,
owner Email marketer) names SPRING15 in Launch email.
Problem: the code ends 2027-03-31, 10 days before the campaign ends on 2027-04-10.
To settle: Email marketer changes the campaign, or E-commerce manager approves
a change to the code. Decision: open.
3. Spring launch (Email, scheduled, 2027-03-20 to 2027-04-10,
owner Email marketer) names SPRINGSHIP in Launch email.
Problem: not in the code export.
To settle: Email marketer corrects the code in the campaign, or E-commerce
manager decides whether the code should exist. Decision: open.
QUESTIONS FOR THE E-COMMERCE MANAGER
1. SORRY10. The keep list says customer service sends it after a late delivery,
named by Customer service lead. It expired on 2027-01-31. Is it still given
out, and should it be restored or replaced?
2. SUMMER20. Switched off, with status disabled. Summer range insert (Packaging,
Printed insert card, owner E-commerce manager) names it with no status. Is
Summer range insert still running, and does it still need SUMMER20?
3. PRESS15. Used 12 times; the export gives no last-use date, and no campaign
names it. When was it last used, and who gives it out?
Not checked: what each discount costs, where codes were shared outside the
campaigns listed, and how the checkout treats letter case.
Nothing has been ended, deleted, archived or changed in the store or in any
campaign. Each proposal waits for the E-commerce manager's approval; a person
makes every change.
Every statement traces to the review settings, the code export, the campaign
references and the keep list supplied.
How the figures were reached, for checking by hand: the review date, 15 March 2027, less 90 days is 15 December 2026, and less 30 days is 13 February 2027. The three codes counted as working and used since 15 December are WELCOME10, REFILL5 and BUNDLE20; GIFTING10, created on 5 March 2027, is the one too new to judge. Thirteen listed plus four counted makes seventeen, and the proposals (4 + 2 + 3 + 3 + 1) make thirteen. Spring launch runs to 10 April and SPRING15 ends on 31 March: ten days apart. GIFTING10 ends on 28 March, the same day as Spring gifting, so it works for that campaign and is not listed.
Where it fits
- Advertising and lead generation, where an ad that sends shoppers to a code that no longer works wastes the spend behind it.
- Marketing and content, where welcome emails, banners and creator posts keep naming codes long after anyone remembers making them.
- E-commerce and retail, where every season, partner and apology adds another code to the store.
- Consumer brands, where codes printed on packaging and handed to creators outlive the campaigns that made them.
- Marketing and advertising, where an agency tidies a client's codes before launching a campaign of its own.
- Established businesses, where years of codes have piled up and nobody is sure which are safe to end.
- Growth & scaling, when more channels and partners mean more codes than one person can hold in mind.
It sits beside affiliate onboarding, which checks a new partner's code before it goes out, and creator publication tracking, which checks the code in each published post. Setting up a new campaign is the campaign build sheet, and a price below list for one customer is the discount request review.
What has to change for your company
- Your export, with its column names renamed once to the defaults, and the status words your store uses.
- Your numbers: how many days without use make a code unused, and how new a code must be before it is judged. A store with weekly offers may want shorter windows than one that sells in seasons.
- Your sources of campaign references: the email tool, the ad accounts, site banners, partner and creator lists, printed inserts and customer service replies. A code a campaign names but nobody lists is the one that breaks.
- Who approves, and whether ending a code that any campaign has ever named needs a second person.
- What clearing means for you: archive or delete, and how long expired codes are kept for reporting.
- Your AI product. It runs in ChatGPT, Claude, Copilot or Gemini from the files you supply. It needs no connection to your store and changes no code.
What has been checked
Fully Powered AI wrote this workflow template from its own published map of e-commerce and retail work. It was editorially reviewed on 11 November 2026. It was tried on its invented example on 11 November 2026 in Claude; the record is published with it, and lists the small edits made afterward that have not been run again. It has not yet been tested in a client environment, and has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past export your e-commerce manager knows well, plus hard cases written in advance: an export with a renamed column, a code that ends on the campaign's last day, an unused code a scheduled campaign still needs, a campaign that names a code in different letter case, a code used often with no last-use date. The e-commerce manager checks every state and every date against the store before anyone approves a change. Pilot acceptance-test preparation sets those cases up, and what we test before we call an AI workflow ready describes the record we keep.
Who decides
Your people keep
- Each line of the review, decided by whoever approves changes to codes
- Changes to each campaign, by its owner
- Whether a code on the keep list stays
It does not
- End, delete or change a code
- Change a campaign
- Connect to your store
- Propose ending a code a campaign still needs
Questions people ask
Who is it for?
The e-commerce manager or the marketing manager runs it when old codes have piled up and a campaign is coming. Whoever approves changes to codes reads the review and decides each line.
What do I need to supply?
Review settings, the code export from the store, campaign references for each place a campaign names a code, and a keep list if you have one.
Does it end or delete codes?
No. It ends, deletes and changes nothing. The approver decides each line, and a person makes every change.
What do I get?
One review in a fixed order: the codes with their campaigns and a proposal for each, the duplicate groups, the campaigns to fix and the questions for the person the review is prepared for.
What has been checked?
It was editorially reviewed and tried once on its invented example in Claude, with the record published beside it. It has not yet been tested in a client environment.
The full workflow template
Everything above is the outline. The complete workflow template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
Put this workflow template to work for your team: on your plan, or built with you in a sprint.
Build this in a sprint
In a sprint, Fully Powered adapts this workflow template to your rules, proves it on your own work and puts it in the hands of the roles that own it.
Two ways to begin: