Delphi editorial schedule: subscription status synced with shop and CRM

Three worlds: planning desk, shop and CRM

The publisher plans editions and ship dates in Delphi. Marketing sells bundles in the shop. Sales maintains contacts and campaigns in the CRM.

Without automation, name changes, stops and trial subscriptions drifted—with wrong mail risk.

A trial subscription in the shop must not ship to the wrong address from the mailing plan.

Nightly jobs and manual corrections

Previous CSV exports needed manual cleanup; shop webhooks were missing. Editorial spotted drift only on dispatch day.

Trial subscriptions and special bundles from marketing did not flow automatically into the mailing calendar.

Editorial noticed drift often only on dispatch day—too late for correction without returns.

Target state: authoritative mailing calendar in Delphi

Shop and CRM sync via secured jobs; Delphi stays authoritative for dispatch windows and familiar editorial screens remain.

Marketing campaigns should no longer require manual mailing list corrections.

Support needs a conflict matrix instead of case-by-case decisions on address changes.

Editorial remains authoritative for dispatch windows—shop and CRM deliver changes only.

Webhook latency for critical stops should be in the minute range—not only in the nightly batch.

Pilot titles validate round trips before broad rollout in the title portfolio.

Read/write APIs with explicit rules

We defined canonical IDs for subscribers and contract variants. A nightly reconciliation pulls shop and CRM deltas; critical updates can follow via webhook.

Writes are idempotent and logged; Delphi remains authoritative for the mailing calendar.

Pilot titles validated round trips before broad title rollout.

Connectivity under our Delphi development service; interface practice in the interfaces blog category.

Phase 1: nightly reconciliation and OAuth2

OAuth2-protected REST endpoints to shop and CRM; nightly jobs with PostgreSQL logging and error dashboard.

Pilot titles validate round trips before broad title rollout.

Field mappings between shop, CRM and Delphi are versioned and documented.

Error dashboard shows failed sync runs with retry without database intervention.

Conflict policy for addresses and status

CRM wins on communication data, Delphi on dispatch windows—documented in a short matrix signed off by support and editorial.

Support runbook covers typical address drift and manual correction paths.

Webhook path for critical stops complements nightly batch reconciliation.

Conflict rules must be plain text—not only in support's head.

Fewer returns and support loops

Teams share the same statuses; campaign prices align with fulfilment. Manual CSV fixes after nightly runs dropped sharply.

Editorial and sales keep familiar screens; interface changes are documented for reuse in follow-on work.

Return rate on address drift fell in the pilot phase.

Support uses conflict matrix instead of ad-hoc decisions on address changes.

KPIs and operations

Return rate and support tickets on address drift fell in the pilot phase; webhook latency for critical stops is in the minute range.

Nightly batch and webhook path complement each other for shop and CRM deltas.

OpenAPI specs ease follow-on CRM schema updates without Delphi downtime.

Pilot titles validated round trips before broad title rollout without dispatch interruption.

PostgreSQL logging makes nightly runs and webhook events traceable for support and audit.

Engineering and care by Groenewold IT Solutions—media sync Made in Germany with release notes per milestone.