Mailchimp Campaign Approval Workflow

Overview

This flow adds governance to Mailchimp email sends. On a daily schedule it finds Mailchimp draft campaigns that are waiting to go out, posts each draft to a Teams review channel, routes it through a Power Automate Approval to marketing leadership, and only sends the campaign on approval - recording the sign-off (approver, comments, timestamp) back in Teams as the audit record.

Why it matters: Email mistakes (wrong audience, typos, bad timing) are public and costly. An approval gate catches them before send and creates an accountability record. This is a reference implementation showing how to wire Mailchimp + Approvals + Teams end-to-end.

Status: Built as an unmanaged solution, shipped Off (demo). Going live requires only connection authorization and environment-variable configuration.

Use Case

Marketing leadership wants a required sign-off before any Mailchimp campaign is sent, with a clear, durable audit trail of who approved what and when. Instead of a person manually checking and clicking Send in Mailchimp, the flow gathers the campaign facts (subject, internal title, from name, audience size, archive preview), presents them for approval, and executes the send automatically when approved.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Mailchimp	shared_mailchimp	GetCampaigns sendcampaign
Approvals	shared_approvals	StartAndWaitForAnApproval
Microsoft Teams	shared_teams	PostMessageToConversation

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Tiered approval for large sends

Add a Condition on recipient_count against a threshold env var and require a second approver (or a manager chain) for big audiences.

Pre-send checklist

Extend the approval details with a checklist (test send done? links verified? UTM tags set?) and require the approver to confirm each.

AI brand/tone check

Before the approval, run the subject line + preview through Azure OpenAI and include the assessment in the approval request.

Schedule instead of send

Mailchimp also supports scheduling; swap sendcampaign for a schedule action and pass a send time captured at approval.

Durable sign-off store

Add a Dataverse table and CreateRecord to persist each sign-off (campaign id, approver, outcome, comments, timestamp) for reporting.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

equals(item()?['status'], variables('varDraftStatus'))

outputs('Start_Campaign_Approval')?['body/outcome']

first(outputs('Start_Campaign_Approval')?['body/responses'])?['comments']

coalesce(items('Apply_to_each_Draft_Campaign')?['recipients']?['recipient_count'], items('Apply_to_each_Draft_Campaign')?['recipient']?['recipient_count'], 0)

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