Content Management System Automation

ClickUp Content & Campaign Management System

Client: Pedif Digital GmbH Location: Dresden, Germany

Industry: Digital Marketing & SaaS Enablement

Project Type: Workflow Design & Automation

Delivered: September 2025 🧭

Project Overview Pedif Digital GmbH sought to centralize their content and campaign operations into a single, scalable system. Their goal was to unify editorial workflows, marketing campaign execution, and governed knowledge management across a hybrid team of in-house staff and freelancers. The solution had to support: ● Reuse of content across multiple marketing channels

● Real-time document collaboration via Microsoft 365

● Governance over field dictionaries and workflow rules

● Automated campaign readiness and reporting

🛠️ Our Approach We designed and implemented a ClickUp-based workspace called “Marketing & Outreach” with three core pillars:

Content Library – all reusable assets (blogs, PDFs, guides, visuals) managed through a lifecycle: Idea → In Development → In Review → Ready → Published

Campaigns Folder – structured by quarter and audience (ICP), including channel-specific subtasks with eight standardized QA checklists (LinkedIn, Overloop, Email, Paid Ads, Web, etc.).

Knowledge Base – governed dictionaries for ICPs, Personas, Industries, Channels, Languages, and Regions — ensuring consistent analytics and automation triggers.

Authoring remains in Office 365 (OneDrive/Teams), while ClickUp controls workflow, automations, and visibility.

⚙️ Highlights & Automations The project deployed six native ClickUp automations to remove manual steps: ● AUTO–C01: Notify content owners when items reach “Ready”

● AUTO–C02: Mark parent Content Pack “Ready” once all assets are “Published”

● AUTO–CMP01: Notify channel owners when channel subtasks reach “Ready”

● AUTO–CMP02: Auto-schedule campaign parent when all subtasks are ready

● AUTO–QA01: Require reason & PM review when any task is canceled

● AUTO–C03: Reset content to “Idea” when version increments

Each automation was UAT-tested with sample campaigns (CP-001 / CMP-001) to confirm readiness, dependency behavior, and reporting integrity.

📊 Results ● ✅ 100% end-to-end automation coverage across content and campaigns

● 🧩 Governed Knowledge Base (ICP, Persona, Channel, Language) for reliable reporting

● 💡 Unified editorial & campaign planning in ClickUp with live data views:

○ Content Calendar (Publish Date view)

○ Campaign Readiness Board

○ Persona × Industry × Language Matrix

● 🕓 Reduced status handoff time by ~35% through automated notifications

● 🔗 Full traceability from content creation → campaign launch → live URL

🧑‍💼 Client Impact “With ClickUp now acting as our operational backbone, we finally have full visibility — from idea to publication to campaign launch — without leaving our core Microsoft 365 environment.” — Project Manager, Pedif Digital GmbH