Keep your campaign list organized
Find any Mailsoftly campaign in seconds. Search, filter and sort your campaign list, tidy it in bulk, and see where archived and older drafts go.
After a year of sending, the campaigns screen stops being a list and starts being a pile. Half of it is drafts you abandoned, the rest is monthly sends with almost the same name, and the one campaign you actually want is four pages down.
Nothing here is lost. This guide shows you how to read the list, how to search and filter it down to one campaign, how to clear the clutter in bulk, and what the difference is between archiving a campaign and deleting it.
Read the list before you change it
Open Campaigns from the sidebar. The page title is a dropdown, so clicking Campaigns lets you swap between your live campaigns and Archived. Beside it, Total counts whatever the current view holds, which is a useful sanity check once you start filtering.
Under the header sit the status pills, each with its own live count.
- All Campaigns is everything except archived.
- Sent, Draft and Scheduled split the rest.
- Sending only appears while something is genuinely in flight, whether that is a queued campaign, a gradual send, a campaign waiting on your daily limit, or a running A/B test. When nothing is going out it is not there at all, which is normal.
If a campaign is sitting in a state you did not expect, Understand campaign statuses reads every pill and every chip and says what moves a campaign out of each one.
Each row is a card rather than a table line. On the left is a live preview of the email. Then the campaign name, its subject line, and a meta row with the contact list it went to, how many people it reached, the sending address and one date. A campaign that has already sent swaps its footer for five tiles: Recipients, Opens, Clicks, Bounces and Unsubscribe, with a Live badge when the numbers are still updating.
Two things the list deliberately leaves out: emails sent by an automation, and the individual A/B or resend records that sit under a campaign. This screen shows campaigns you created, and nothing else.
The pencil beside a campaign name renames it in place, without opening the campaign. It works on sent campaigns too. Five seconds spent renaming "Draft copy 3" to "September Program Guide" is the cheapest search you will ever do.
Open your campaigns in Mailsoftly
Search by name, subject or body
The search box sits at the left of the filter bar and its placeholder tells you its reach: Search Name, Subject or Body. That is the whole email, not just the title you gave it.
This matters more than it sounds. If you remember the subject line but not what you called the campaign, search the subject. If all you remember is a phrase from the email itself, a product name, a venue, a discount code, search that. The list narrows as you type, so there is nothing to submit.
The x inside the box clears the term, and a Clear Filter link appears at the end of the bar whenever anything is active. If nothing matches, Mailsoftly says No matching campaigns and lists your active filters as chips, so you can see at a glance which one is too narrow.
The global search at the top of the app also finds campaigns, but it is deliberately shallower: it matches the name and the subject only, never the body, it shows five results at a time, and it never returns archived campaigns. When a search there comes up short, come back to this box.
Narrow it down with the filters
Three more controls sit beside the search box, and they combine.
- The date chip starts on All Time and opens a picker with Today, Yesterday, Last 7 Days, Last 30 Days, This Month, Last Month and Custom Range. It filters on when the campaign was created, not when it was sent, which is worth knowing when you are hunting for something you drafted in one month and sent in the next.
- Contact list narrows the view to campaigns that went to one audience. The dropdown has its own search box, so a long list of lists is not a problem.
- Sort offers Most recent, Oldest first, Name A→Z and Name Z→A.
At the far right, a two button toggle switches between this list and the calendar. Same campaigns, different question: the list is for finding one, the calendar is for seeing the shape of your month.
At the bottom of the list, once you have more than ten campaigns in view, a Campaign Per Page selector offers 10, 20 or 50. Setting it to 50 turns three pages of scanning into one.
Understand the older drafts strip
If you have drafts you have not touched in over a month, a quiet grey strip appears above the list saying something like "3 drafts untouched for over 30 days are tucked away to keep this list focused. You can still find them in the Draft tab."
That is exactly what it does, and the wording is precise. Mailsoftly hides nothing and deletes nothing. Drafts that have gone untouched for more than 30 days simply drop out of the All Campaigns view so that your recent work is on the first page instead of buried. Every one of them is still sitting in the Draft tab, in full.
Two buttons control it. Show them brings the older drafts back into the All view for as long as you stay there. Once they are showing, the button becomes Tuck them away and puts them back out of sight.
Two details that catch people out:
- The strip only exists on All Campaigns. Open Sent, Draft, Scheduled or Archived and it is gone, because those views never tuck anything.
- The moment you search or set a filter, tucking switches off automatically. A search always looks at every campaign you have, so a tucked draft can never hide from it.
If your problem is emptier than that, you may see a second strip instead, in pale yellow, counting drafts that were created and never written in. Its Delete empty drafts button clears them in one go. Because they hold nothing, this is the one bit of cleanup with nothing to weigh up, though it is still permanent.
Tidy several campaigns at once
Hover any card and a checkbox appears at its left edge. Tick one and a toolbar slides in above the list showing how many you have selected, with Select all on page and Deselect beside the count, and three actions.
- Compare opens the comparison view for the campaigns you picked. It needs at least two and takes at most eight, and it only works on campaigns that have actually sent. Compare campaign results covers what it shows you.
- Archive selected moves them out of the main list. This is the safe one, and it is a straight toggle: do the same thing from the Archived view and the button reads Unarchive selected.
- Delete selected is the destructive one. It asks "Permanently delete N campaigns?" before it does anything.
Escape clears the selection at any point, and if the window is narrow some buttons move into a "…" overflow menu rather than wrapping.
Delete does not treat every campaign the same way. A draft, including a scheduled one, is destroyed for good along with everything you wrote in it. A campaign you have already sent is moved to Archived instead, because Mailsoftly will not throw away the record of a real send. A campaign that is currently going out is left alone entirely. Refresh the page after a bulk delete so you are looking at what really happened, and when you only want a crowded list, choose Archive rather than Delete.
Archive a campaign instead of deleting it
Most of the time, archiving is what you actually want.
Hover a single card and a small strip of icons appears on the right: the chart icon opens its stats, then Duplicate, Edit, a box icon for Archive, and a bin for Delete. The same five actions live in the three dot menu on that row. Archiving takes the campaign out of All Campaigns and out of every status pill, and drops it into the Archived view, where its content, its recipients and its statistics all survive untouched. The bin is different: Delete on a draft removes it permanently, and the confirmation says so.
To find what you archived, click the page title Campaigns and choose Archived. It is the same screen with the same search box, the same filters and the same bulk toolbar, so you can hunt through your archive exactly the way you hunt through your live list. Un-archiving is the same box icon again, or Unarchive selected from the toolbar.
Archiving is completely reversible and costs you nothing. Deleting a draft is not reversible, and neither is Delete empty drafts. If you are tidying rather than removing, archive.
Find a campaign from months ago
Put it all together and an old campaign is a few clicks away, not a scroll.
1. Start with the search box and a phrase you actually remember. It reads the body as well as the name and the subject, so a product name or a date mentioned inside the email is a perfectly good search term. 2. If you remember roughly when you wrote it, set the date chip to Last Month or open Custom Range and give it a window. Remember it filters on the created date. 3. If you remember who it went to, set Contact list and let that do the narrowing instead. 4. To walk backwards through your history, set Sort to Oldest first and Campaign Per Page to 50. 5. If it was a draft you abandoned, open the Draft tab, which always holds every draft including the tucked ones. 6. If you cannot find it anywhere, open Archived. Archived campaigns are excluded from every tab and from global search, so a campaign that seems to have vanished is very often simply archived.
One last thing to look for. When you send the same campaign repeatedly, for example a monthly newsletter under one name, the list collapses those repeats into the newest one and puts a small multiply badge next to the name, such as ×7. Click it and the earlier sends unfold underneath, each with its own numbers. That is where a year of "Monthly Roundup" is hiding, and it is also the fastest way to see whether a recurring campaign is improving.
A list you can search is a list you can trust. Archive what you are done with, rename anything you would not recognise in six months, and let the older drafts strip keep the first page about the work in front of you.
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