Newsletter Infrastructure

Status: 🟡 Building | Owner: ARCH | Created: S158 | Decision: D112 (pending)

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Architecture Overview

Stack: Notion Form (capture) → Subscriber DB (storage) → GEN/ARCH session (composition) → Gmail MCP (draft creation) → Operator (send)

Zero external SaaS. Fully internal to existing tool ecosystem.

How It Works

Layer 1: Email Capture

• Notion Form linked from every Type 1 (CLP) and Type 2 (TAC) Insights post
• Form contains one visible field: Email
• One form per exemplar — the form identity carries the RV_Class + Geography tag (visitor never sees these)
• Submissions land as rows in the Subscriber DB below

Layer 2: Subscriber Storage

• Subscriber DB (inline database on this page — see below)
• Each row = one subscriber, tagged by RV_Class + Geography derived from Source_Form
• Multi-select tags support subscribers who enter through multiple exemplar forms
• Deduplication by email: first submission creates the record; subsequent submissions from different exemplar forms append tags

Layer 3: Newsletter Composition

• Type 6 Newsletter Entry content is already produced by WEB-BP-PRV during Stage 27
• GEN session loads the Type 6 content + queries Subscriber DB for the target segment
• GEN composes HTML email using subject line template and CAN-SPAM footer

Layer 4: Draft Creation & Delivery

• GEN calls gmail_create_draft with:
• to or bcc: subscriber batch (≤100 per draft to avoid spam flags)
• contentType: text/html
• subject: per STEP-008-WEB template — [Market_Geo] [Crisis_Label]: What the Latest Data Shows
• body: HTML email with Type 6 content + CAN-SPAM footer
• Operator reviews draft in Gmail → clicks Send
• GEN updates Subscriber DB: Last_Newsletter_Sent, Newsletter_Count

Layer 5: Prospect DB Sync

• GEN periodically queries new subscribers (Prospect_Synced = unchecked)
• Creates Prospect DB record with Source = "Inbound: Newsletter"
• Checks Prospect_Synced on subscriber record
• Deduplicates against existing Prospect records by email

Cadence Rules

Email Compliance (CAN-SPAM / GDPR)

• Every email includes unsubscribe instruction (reply "UNSUBSCRIBE" or mailto: link)
• Physical mailing address in email footer
• Unsubscribe honored within 10 business days
• GEN session searches Gmail for unsubscribe replies → updates Subscriber DB Status = Unsubscribed
• Unsubscribed addresses are never re-added, even on new form submissions

Gmail Send Limits

BCC batch size: ≤100 per draft to avoid spam classification.

Upgrade Trigger

Migrate to dedicated ESP (Mailchimp, ConvertKit, Beehiiv) when:

• Subscriber count exceeds 500 (free Gmail) or 2,000 (Workspace), OR
• Exemplar count exceeds 10, OR
• Segmentation complexity requires automated workflows beyond manual GEN sessions

At migration: update form embed URLs in all WEB-BP blueprints (one-time edit).

Form Inventory

HTML Email Template

Subscriber DB Schema

See inline database below. Fields:

• Email (title) — subscriber address
• RV_Class (multi-select) — risk vector tags, derived from Source_Form
• Geography (multi-select) — market area tags, derived from Source_Form
• Status (select) — Active / Unsubscribed / Bounced
• Source_Forms (text) — which Notion Form(s) they submitted through
• Subscribed_Date (date) — first submission date
• Last_Newsletter_Sent (date) — most recent email sent
• Newsletter_Count (number) — total emails sent to this subscriber
• Prospect_Synced (checkbox) — whether Prospect DB record exists

Open Items (Future Sessions)