Cadama (english)

CADAMA tool – a custom application of Maileon

1.Introduction

CADAMA (Cross Account Data Manager) is a custom-built application running within Maileon’s XAPPs framework. Administrators use Maileon directly to initiate campaigns, while subaccounts/subsidiaries interact via synchronized emailings from the master account.

With CADAMA tool, a master account administrator is able to ask subaccount users (subsidiaries, branches) to participate in sending a particular emailing. With consent, they decide to take over a campaign. With just a few clicks, the subsidiaries can customize certain parts of the emailing content – such as product codes in offers or forms – while the rest of the emailing is generated automatically, including checks for product availability, prices, and other details.

Participation in the campaign is voluntary and not mandatory for subsidiaries.

CADAMA allows a subsidiary to create its own regional newsletter, resulting in more efficient and seamless distribution.

Examples of CADAMA applications:

• Supermarket chains that want to add their own regional products alongside their standard product range.
• Automotive trade, where branches and dealerships have their own designs and leasing conditions.
• Fitness studio chains that want to send out central offers, but at the same time want to promote content such as trainer introductions, course schedules, opening promotions, etc.

In addition to the examples mentioned above, CADAMA supports hotel chains, franchise restaurants, insurance companies, educational and scientific institutions, as well as partner networks in simplifying and significantly improving content management between central, comprehensive organizations and their smaller units.

Main benefits:

CADAMA’S multi-tenant architecture delivers cost efficiency by enabling shared resources across subaccounts, while the centralised platform allows administrators to oversee all subaccounts/subsidiaries from a single interface. Robust data isolation and access controls ensure strong security and privacy, and the platform’s flexible, customisable features enable organizations to tailor the service to the specific needs of each subaccount.

Note: CADAMA is an in-house development of XQueue GmbH and is constantly being further developed.

2. The Structure Of CADAMA

In this documentation, we demonstrate the structure and operation of the device using a specific example. Since this tool is highly specific and customised, its operation can only be demonstrated in this form. In case of further questions, please contact us at support@xqueue.com and we will be happy to help you.

The central account serves as the master account, which is responsible for generating campaign emailings. Before any campaign emailings are sent, the subaccounts (subsidiaries) involved receive a campaign summary – it is listed as survey in the CADAMA tool – of upcoming campaigns. This summary includes an unsubscribe option and has the same name as the campaign itself.

In the summary, subaccounts can preview what to expect during a predefined upcoming period (e.g., the next quarter), including campaign topics and planned dispatch dates.

Subaccounts may unsubscribe after receiving campaign summaries if needed; however, by default, all subsidiaries are subscribed. No action is required to continue benefiting from centrally managed, effective email marketing. The master account sends emailings to the configured distribution lists.

Note: Campaigns are forwarded from the central account to subaccounts, through which the emailings are sent. Users with the Administrator role have access to campaigns. All campaign content is managed within Maileon.

CADAMA uses predefined sending schedules for all campaigns, ensuring a transparent, efficient, and streamlined workflow while maintaining consistent quality standards.

Note: Although the main dynamic content of the emailings is synchronized centrally, the format and header image are always personalised to the supplier. A franchise may grant a subaccount access to an account, though this is typically limited to viewing reports relevant to them.

3. Login to XAPPS

Using this tool requires access to the Maileon XAPPs service (fig. 1). Follow the toolbar from top to bottom.

3.1. Create A Campaign Summary

In this example, we will demonstrate how to use CADAMA via the admin interface.
Within the CADAMA tool, the campaign summary is referred to as survey. Therefore, we refer to them as follows below.
To create a survey, click on ‘Add participation surveys’ (Teilnahmeumfrage hinzufügen) (fig. 2).

Note: Surveys in draft (Entwürfe) can also be edited by clicking on the pencil icon.

After opening the draft, add a Title, description (Beschreibung), and scheduling time (Geplant für) (fig. 3). Finalisation of the content is not necessary.

After editing, click on ‘Add newsletter’ (Newsletter hinzufügen) button.

3.2. Creation And Activation

The interface connects to all Maileon accounts, allowing to read the emailings in Maileon via the API key linked to the main account. Selecting the name (Maileon newsletter) and the target group (Zielgruppe) by clicking on the drop-down menu is required (fig. 4).

The timing (Newsletter planen für) and planned unsubscription (Abstimmungsdeadline) date can be modified.

Once the name and target group for the emailing is selected, the subject line (Betreffzeile) and preview text (Vorschautext) will be filled in automatically (fig. 5).

After completing these steps, click on save (Speichern) button. To start the dispatch to the subaccounts, click on the green envelope icon (fig. 6).

Clicking the icon allows you to see which accounts will receive the survey (fig. 7).

Note: With the yellow double arrow icon CADAMA can also be used as a planning tool. This option is useful for synchronizing or replicating emailings and sending them automatically, without requiring a survey. (fig. 8).

After completing the survey, create the emailing in your Maileon account and edit the content in the editor according to the information provided. For assistance, please refer to the UI2 section of Maileon Help Center.

3.3. Synchronization

After completing the emailing, the next step is synchronization (fig. 9). In this section, you can view the upcoming emailings and its estimated schedule.

Gray icons indicate that an emailing has not yet been synchronized, while green check marks show that synchronization has been completed.

Other emailings can also be set up as desired using the pen icon, while the green recycle icon indicates the synchronization. After the synchronization, you have the opportunity to send a test emailing to yourself and to all suppliers by clicking on the envelope icon.

After clicking on the synchronization icon, you will be transferred to the synchronization status (Newsletter-Synchronisierung) (fig. 10). The completion of synchronization is indicated by a green line, while processes that are still in progress are indicated by a red line at the top of the page.

For surveys awaiting synchronization the accounts that participated in the most recent survey (top row, marked in yellow) will be synchronized automatically.

Those that did not participate in the most recent survey (bottom row, marked in red) can also be selected by checking the boxes.

After making your optional selections, click ‘Transfer Selected Elements’ (Ausgewählte Elemente übertragen) (marked in purple).

Note: If a subaccount unsubscribes after the survey is received, it will no longer be included in this list.

The status of surveys that have already been synchronized—both in the master account and subaccounts—is marked in green (fig. 11). Once the survey is activated, the scheduled time will appear under ‘Activated’ (Aktiviert).

Note: By clicking the Mailing ID you are taken directly to the emailing.

Using the test emailing option (green envelope icon), you can send a test emailing only to this account. This limitation also applies to synchronization.

The red brush icon is a safety feature used only in Maileon. It allows the administrator to adjust in processes that could interrupt the dispatch or the database.

After synchronization, select the accounts to be activated by checking the boxes, then click ‘Activate selected elements’ (Ausgewählte Elemente aktivieren) button (fig.12).

Confirmation is required to complete the process which provides the option to modify the schedule at this stage. By clicking the blue ‘Send newsletter upon dispatch’ (Newsletter  zum Versandzeitpunkt versenden) button, the emailing will be sent at the estimated scheduled time (fig. 13).

The red button (Newsletter sofort versenden) triggers immediate dispatch.

3.4. Reporting

CADAMA’s key and unique advantage is that it collects data from all subaccounts into a single summary, providing overall performance without the need for manual collection.

Note: Statistics are aggregated for all newsletters (opens/clicks).

Click on the green graphic icon to see the individual details (fig. 14).

Note: This management tool offers practical and effective support for managing a large number of accounts.

Automatic translations are also possible upon request. In this case, CADAMA will translate the dynamic content into the target language. The correct language for each subaccount must be set manually.

Optional Addition: Selecting Categories to the Survey

Selecting categories to the survey provides greater flexibility. The dynamic part of the survey can include product-related categories, with tags corresponding to the products which can be easily selected in the checkboxes belonging to each category of notifications (Kategorieabmeldungen) (fig. 15).

Advantages: The survey is not limited to titles but also includes tags, allowing recipient accounts to unsubscribe from specific categories—for example, if a product is out of stock.

In this case, the entire emailing will be synchronized with the subaccounts, but the selected products remain hidden.