Plan — Archive Program Communications

Created 2026-04-21

Status planned

Tags planarchivecommunicationsfluentcrm

Separate archival workflow for administrative emails sent through FluentCRM — study group logistics, event onboarding, platform launch announcements, enrollment comms. These are not newsletters but may be worth preserving as historical operational records, reference material for future program cycles, and context for how participants were communicated with.

Status: planned. Not executed yet. Estimated 13 English campaigns + Japanese/Spanish equivalents when they exist.

Why This Is Separate

The /archive-newsletter skill and 02-areas/communications/newsletters/ folder are scoped to editorial broadcast content — newsletters sent to the main list with voice/topic consistency. Program communications are a different category:

Audience is small and specific (8–50 recipients vs 150+ for newsletters)
Content is logistical — session reminders, waiver links, location details, enrollment deadlines
Value of archival is operational, not editorial — future cycles of the same program reference these
Cross-linking targets are different — program comms belong to a specific event, cohort, or enrollment window, not to the broader content graph

Mixing them into the newsletter archive would dilute the newsletter timeline and make “what did we publish editorially” harder to answer.

Scope — English Program Communications

From the FluentCRM inventory at _fluentcrm-campaign-inventory:

Study Group (6)

427 · 2026-04-08 · Before We Meet This Saturday — Session 2 Assignment · 8 recipients
358 · 2026-01-29 · A Few Resources to Explore Before Saturday · 22
357 · 2026-01-25 · Session 2 Assignment Reminder – Session 1 Recap – Tuesday Session Approaching · 22
356 · 2026-01-23 · Program Logistics: Location, Studios & What to Bring · 23
136 · 2025-01-14 · Montreal Study Group Details · 9

Event-Specific (Open Day) (3)

240 · 2026-01-09 · Action Required: Complete Your Participation Waiver for Montreal Open Day · 13
121 · 2024-12-11 · Baseworks Open Day Recap & Winter Schedule · 47
119 · 2024-12-05 · Final Details & Attendance Information - Baseworks Open Day · 33
- Duplicate 118 (6 recipients) to skip — likely a re-send

Enrollment (3)

235 · 2026-01-08 · Alumni Rate Expires Saturday | Your Options for 2026 · 8
193 · 2025-12-23 · Montreal Study Group Returns – January 2026 | Special Alumni Rate · 8
123 · 2024-12-24 · 2025 Baseworks Study Groups Now Open for Early Enrollment · 42

Platform / Course Launch (2)

137 · 2025-01-19 · Baseworks Introductory Course: Now Live · 10
135 · 2025-01-11 · Update: Baseworks Montreal Online Course Launch · 10

Output Location

02-areas/communications/follow-up-sequences/ — sibling of newsletters/, scaffolded 2026-04-21. Structure and role rules are documented in _follow-up-sequences-index.

The index doc carries the full frontmatter standard, the source-of-truth rule (CRM is authoritative), the role split vs email-templates/ (no content dilution), and a future-flattening note in case the per-archive sub-folder pattern becomes unnecessary nesting.

Structure mirrors newsletters/: one folder per archived send at the top level + a sequence-designs/ folder for orchestration notes. No deep nesting by program-category or cohort — grouping is handled via frontmatter (program-category, cohort, event-cohort) and tags, navigable via cohort-folder hubs and simple SQL queries against vault-index.db.

Workflow (When Executed)

This reuses the /archive-newsletter machinery with adjusted output paths and frontmatter. Effectively the same phases:

1. Fetch

ssh u4_baseworkscrm@5.180.253.171 "cd /var/www/crm.baseworks.com && wp db query 'SELECT email_subject, email_pre_header, email_body, scheduled_at, utm_source, utm_medium, utm_campaign, utm_term, utm_content FROM 3ZGRM_fc_campaigns WHERE id=<ID>' 2>/dev/null"

2. Parse & Extract

Same text extraction as /archive-newsletter:

Strip <style>, <script>, head/title, table template markup
Collapse block tags to paragraph breaks
Collect <img src> values with alt text
Collect <a href> with anchor text, classify by destination type

3. Migrate Images to B2

Upload under a flat program-communications path (same reasoning as the flat vault structure — grouping via metadata, not path depth):

media.baseworks.com/program-communications/<slug>/

Example: media.baseworks.com/program-communications/2026-01-23-program-logistics-study-group-spring/

4. Write the Archive Note

Frontmatter:

---
title: "<Subject>"
type: program-communication
program-category: study-group | open-day | enrollment | platform-launch
cohort: "<Cohort/cycle, e.g., 2026-spring, 2026-01-montreal>"
status: archived
created: <today>
send-date: <YYYY-MM-DD>
source: fluentcrm-archive
source-campaign-id: <FluentCRM ID>
subject-line: "<Subject>"
audience: "<Segment name if known; else recipient count>"
related-program: "[<program note, e.g., 2026-spring-study-group-campaign>](/program-note-eg-2026-spring-study-group-campaign/)"
related-events:
  - "[<event note if applicable>](/event-note-if-applicable/)"
utm-campaign: <if set>
image-migration:
  - original: <url>
    cdn: <url>
tags:
  - program-communication
  - <category>
  - <cohort>
  - archived
---

Body follows the same section-preservation rule as newsletters — exact wording, all body + button links in a table, skip social/footer boilerplate.

5. Correlation

Query vault for:

Program-specific notes (e.g., 2026-spring-study-group-campaign, 2026-01-montreal-open-day)
Event notes (02-areas/website/events/)
Participant profiles if named
Related session summaries (for study group emails)

Present proposed correlations for user approval before writing.

6. Bidirectional Linking

Required, same as newsletter archive:

Add ## Related entry in every correlated file
Update the program-communications index
Update the FluentCRM inventory (move row from ⏳ to ✅)

Program comms do not appear in _newsletter-index.md. They appear in _program-comms-index.md only.

Considerations Before Starting

Is this worth the token/time investment? These are administrative emails. If the value is only “completeness,” it may not justify the effort — unless they get referenced when planning future program cycles. Decide case-by-case or at a category level (e.g., “yes to study group, no to enrollment pitches”).
Image migration is still real work — each comm may have 2–5 images that need B2 migration. Consider if a lighter “text-only archive” mode is acceptable for these vs full image preservation. Open day event banners may be worth keeping; generic CTA graphics probably not.
Study group session reminders may cross-reference session summaries. The /session-summary skill already creates these. Archiving the reminder emails can add useful backlinks showing “what participants were told going in” — a good complement to the summaries themselves.
Build a dedicated /archive-program-comm skill, or extend /archive-newsletter with a --type=program flag? The workflow is ~90% the same. A flag is cheaper to build and maintain. The main differences are output path, frontmatter type, and skipping the newsletter-index update.

Suggested Next Step (when this plan is executed)

Build the /archive-program-comm skill (or add --type=program flag to /archive-newsletter).
Start with the 2026 spring study group cohort — it’s most recent, has 5 program comms (IDs 356, 357, 358, 427, and 240 if counted as event-onboarding), and the context is fresh.
Link bidirectionally to the existing campaign note 2026-03-winter-study-group-campaign and the session summary for Session 1.
Work backward chronologically once the 2026 cohort is done.

_fluentcrm-campaign-inventory — source inventory with all 59 campaigns
_archive-newsletter-guidelines — reference workflow this plan adapts
_newsletter-index