$ provenance-docs — user guide

mailing list

Manage contacts and email outreach.

Mailing list

Manage contacts and send email outreach to collectors, curators, and your network.

Access

Go to Mailing List (/mailing-list) from the Toolbox. Available to artists and gallery team members with appropriate permissions.

Contacts

The mailing list shows contacts from your CRM (artist_leads table). Each contact includes:

  • Name and email
  • Source (manual, site form, import)
  • Tags and notes
  • Last contacted date

Adding contacts

Add contacts manually or import from CRM leads. Contacts created in the CRM automatically appear here.

Email outreach

Compose and send emails to contacts directly from the mailing list panel. Emails are sent via Provenance's transactional email system (Resend).

Note: Respect CAN-SPAM and GDPR requirements. Only email contacts who have opted in or have an existing relationship with you.

Integration with CRM

The mailing list and CRM share the same contact database. Changes in one reflect in the other:

  • Move a lead to Engaged in CRM → still available in mailing list
  • Add a note in mailing list → visible in CRM card details

Best practices

  • Segment contacts by interest (collectors, curators, press).
  • Track last contacted date to avoid over-emailing.
  • Link outreach to specific exhibitions or artworks for context.