This article outlines the stages of approval and sampling for outreach campaigns, including how to address campaigns that may become stalled during the sample review process.

Campaign Approval Process

Before an outreach campaign can begin, it typically undergoes an approval process to ensure it aligns with your organization's communication guidelines and recruitment strategy. This stage involves:

  1. Campaign Creation: You design your outreach campaign, including messaging, target audience, and schedule.
  2. Submission for Approval: Once configured, the campaign is submitted for review.
  3. Review by Approver(s): Designated approvers (e.g., hiring managers, talent acquisition leads) review the campaign details. They verify the content, target audience, and overall strategy.
  4. Approval or Rejection: The campaign is either approved, allowing it to proceed to the sampling stage, or rejected with feedback for necessary revisions.

Campaign Sampling Process

After approval, campaigns enter a sampling stage. This process is designed to validate the campaign's target audience and ensure the messaging is appropriate for a small, representative group of candidates before a full-scale launch. The sampling process typically involves:

  1. Sample Selection: The system selects a small, random subset of candidates from your defined target audience.
  2. Sample Review: This sample is presented for a final review. This allows you to see exactly which candidates will receive the outreach and confirm that the targeting criteria are working as intended.
  3. Confirmation: Once the sample is reviewed and confirmed, the campaign is cleared to begin sending messages to the full target audience.

Identity Resolution and Reply Sign-off Overrides

For each outreach campaign, the system manages how the sender's identity is presented and how candidate replies are handled. By default, these mechanisms follow your organization's standard settings. However, campaigns can be configured with specific overrides:

  • Outreach Identity Resolution: This determines the sender's identity displayed to candidates. While there are default settings (e.g., your individual recruiter profile), a campaign-level override can specify a different sender, such as a team alias or a specific hiring manager, for all messages within that campaign.
  • Reply Sign-off Mechanisms: This dictates where candidate replies are routed and how they are managed. Default settings might route replies directly to the sender. A campaign-level override can direct all replies for that specific campaign to a shared inbox, a different team member, or require a specific sign-off process before a reply is sent.

When campaign-level overrides are set for identity resolution or reply sign-off, these settings take precedence over any default system or user-specific configurations. This ensures that the campaign's communication strategy is consistently applied throughout its duration.

Troubleshooting: Campaigns Stuck in 'Sample Review'

Occasionally, an outreach campaign may become stuck in a 'sample review' state, preventing it from progressing. This can sometimes occur due to what is referred to as 'status-unaware logic,' particularly with campaigns created under older configurations. In such cases, the system may not correctly interpret the current status of candidates or the campaign itself, leading to a halt.

If your campaign is stuck in 'sample review':

  1. Review Campaign Status: Double-check the campaign's overall status and any associated candidate lists. Ensure there are no pending actions or unresolved issues indicated within the campaign's dashboard.
  2. Check Configuration: Verify that all campaign settings, especially targeting criteria and scheduling, are correctly configured and up-to-date. Sometimes, outdated configurations can lead to processing delays.
  3. Contact Support: If the campaign remains stuck despite your review, contact Mokka Support. Provide the campaign ID and a description of the issue. Our team can investigate the underlying logic and manually assist in moving the campaign forward or identifying specific configuration adjustments needed.