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Read the case studyBusiness process automation
Automating promotion approvals
Established a promotion approval and launch process, from a shared Google Sheets register to automation in an internal approval system.
Project leadContext and challenge
Marketers and analysts agreed promotions in private conversations in the corporate messenger, while other departments were informed through a shared team chat. Approvals were missed, deadlines slipped and notifications contained errors. Changes to promotion mechanics after approval did not always reach everyone involved, leading to conflicting actions and disputes during launch.
My contribution
I analysed the process, defined the required promotion parameters and established a workflow from request submission to launch notifications. I first organised approvals in Google Sheets and documented the procedures. Once the process had been refined, I prepared its logic and requirements for transfer to the internal approval system and handed the solution to the IT team for automation.
Approach and solution
Stage 1. Shared register and procedures
- Consolidated the required promotion parameters in a shared Google Sheets register. Each request had clearly defined fields for promotion terms and deadlines, giving participants a consistent set of data to work with.
- Developed procedures for submitting and approving requests, entering promotions into the operational system and informing other departments. Documented the sequence of actions and handovers between participants.
- The main approval and launch breakdowns were resolved at this stage. Google Sheets made it possible to refine the process in practice, but its usability and reliability limitations prompted the move to an internal system.
Stage 2. Automation in the internal system
- Prepared a process flowchart, promotion attributes and data flows based on the established workflow. This design provided the basis for moving approvals from the spreadsheet to the internal system.
- The internal system automated request routing and reassignment between approvers according to the defined workflow. The approval sequence became part of the system-managed process.
- After entering a promotion, the responsible employee marked the task as complete in the system. This automatically triggered notifications to all relevant departments, linking communication to the promotion being ready.
Marketing calendar and data for analysis
- Records of promotions entered into the system formed a marketing calendar with the terms and dates of activities carried out. The company gained a shared source of information on implemented promotions.
- Structured promotion parameters became a new data source for subsequent analysis of promotional and marketing activities in relation to the calendar.
Outcome
Promotion approval and launch became a standard, fast and clear process. Errors and launch failures were virtually eliminated, while automated notifications kept relevant departments informed on time. The company gained an established coordination process and a structured promotion history for further analysis of marketing activities.
Get in touch
I’d be happy to discuss working together
We can discuss ongoing collaboration, a project or a specific analytical task. Contact me by email or WhatsApp.
I live in Tbilisi, Georgia.
I am available for remote collaboration only and am not open to relocation.
I work under employment contracts governed by the Russian Labour Code, civil-law services contracts (GPH), employment contracts governed by the Georgian Labour Code, or as an individual entrepreneur registered in Georgia.