How RGE Studio helped a leading university centralize its email processes

When a higher education institution realized its email creation process had become too fragmented and time-consuming, the team knew it was time for a change.With hundreds of communications sent out every year by different teams, multiple tools, and manual steps between content creation, approval, and distribution, the process had become a burden for marketers, faculty, and departments alike.

The Challenge: Disconnected flows among teams

The challenge wasn’t just managing distributed teams but also ensuring brand governance and maintaining the existing technology stack for email distribution. 

The institution needed an intuitive, easy-to-use platform that would empower users across departments, whether they were seasoned marketers or not, to create professional, on-brand emails with confidence and a degree of autonomy. Striking the balance between flexibility and brand control was key, and the team knew that the right solution had to meet some key requirements:

• A reliable email approval process that ensures the right people review content at the right time—and that supports multiple approval layers.
• Granular control over who can export designs, ensuring that only approved and authorized users can push designs forward.
• Strong brand control, supported by a library of on-brand templates and granular editing permissions to prevent designs from going off-brand.

Finally, the solution had to integrate seamlessly with the team’s existing ecosystem, in particular Salesforce Marketing Cloud. RGE Studio's (previously known as Beefree) connectors with Salesforce Marketing Cloud and Gmail, along with its add-on capabilities, addressed this requirement by enabling efficient, secure workflows across all teams.

The Solution: An easy-to-use central place with guardrails

RGE Studio replaced the fragmented process with a centralized, collaborative environment that gave every team a clear path from creation to approval.

The marketing team organized their account to mirror the institution’s distributed model: There’s one central workspace where all approved templates and rows are designed. Those are then shared to the departments’ workspaces. This setup enables departments to operate independently while remaining aligned under a shared brand vision.

The intuitive drag-and-drop builder made it simple for non-technical users to design professional, compliant, and beautiful emails. Meanwhile, the central team implemented a multi-step approval workflow with automatic status resets whenever edits were made to approved designs. Granular permissions ensured that each message passed through the proper review stages, guaranteeing high-quality and error-free output, every time.

Workspaces and user roles strengthened governance and visibility, allowing faculties to work freely while the central marketing team maintained a clear line of sight into progress and brand compliance.

Through close collaboration and continuous feedback, RGE Studio's team and the institution streamlined the integration with Salesforce Marketing Cloud, enabling direct exports of emails and modular components that were previously managed manually. This improvement reduced errors, accelerated delivery, and made the process far more efficient.

A streamlined and efficient email production shared among teams

The transformation was immediate. Creating emails is faster and more efficient, and tight brand controls prevent campaigns from going off-brand. Multi-level approvals and restricted permissions now prevent unapproved sends, while every email follows pre-approved templates and brand guidelines.

The direct export to Salesforce Marketing Cloud ensures a smooth and reliable publishing process, allowing distributed teams to work efficiently while maintaining centralized control.

‍Trusted by leading colleges and universities

Higher Ed institutions rely on RGE Studio to save time, maintain brand standards, and collaborate across departments. Learn more. 

Looking to streamline content creation at your institution? Schedule a complimentary consultation to explore how we can help your institution achieve its goals.

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