Apsis Vega - Actions & Access explained

A plain-language guide to everything you can ask the connector to do in Apsis One, and the safeguards that sit behind each action. You talk to it in ordinary language; it carries out the steps in your account. Anything that sends, imports, changes, or removes something always pauses for your explicit go-ahead first.

A few safeguards repeat across everything below, so it's worth stating them once:

See the accounts you can work in. Lists the Apsis accounts you're able to act in. If you only have one, it's used automatically. If an account isn't enabled for the connector, you're told who to contact to fix that.

See the sections in an account. Lists the sections inside an account so you can choose where to work. If an account has only one section, it's selected for you.

See your recent emails. Lists every email in a section, newest first, each with its status so you always know what state it's in: a draft can still be edited and sent; a sent email has already gone out and can never be sent again; scheduled, queued, processing or paused means a send is already booked or under way. The list also distinguishes emails the connector built for you (which it can go on to edit) from emails built by hand in Apsis One (which it can preview, test, duplicate and send, but not rewrite). This is also how you find a booked send when you want to move or cancel it.

Build an email. Creates a draft from your own content. Before it plans anything it asks you for the two lines that decide whether an email gets opened — the subject and the preheader (the preview text next to it in the inbox) — and both stay editable afterwards. It then shows you a short plan (which account and section it will live in, the subject, the links it will wire, and whether links are click-tracked) and waits for your go-ahead before creating anything. This confirmation matters because an email's section can't be changed after it's created and there's no delete, so the draft is permanent once made. Links in your content are turned into trackable links automatically (click tracking is on by default; you can turn it off for the whole email or for individual links), and a "View in browser" and unsubscribe footer is added for you. You can personalise with fields like first name, and you get a preview link to see the result.

Edit a draft. Changes an existing draft in place — its subject, its preheader, or its entire design — rather than making a new one. Only drafts can be edited, and the full design can only be rewritten on emails the connector itself created (for emails built in Apsis One, only the subject can be changed). Because editing changes the content, any earlier review is cleared and you're given a fresh preview to look at before sending again.

Reuse an existing email. Copies an email into a brand-new draft. This is how you "send the same one again" (an email can only ever be sent once) or start a new email from an old one as a template. The copy preserves all your personalisation exactly, and arrives pointed at the same audience and sender as the original — which you re-confirm before it goes out.

See the fields you can personalise with. Lists the personalisation fields available in a section — standard ones like first name, your own custom fields, and send-time fields — so you know what you can drop into an email.

Preview the email. Gives you a link to the real, fully rendered email, exactly as recipients will see it. Personalisation shows as placeholders (for example <<First Name>>) rather than any real person's data, and the link needs no login. This is the review step: the connector can't send an email you haven't been shown.

Check the email for problems. A read-only pre-flight that reports whether an email is ready to send, and flags issues such as a missing unsubscribe link or images hosted on another site. A freshly built draft usually isn't sendable until you've given it an audience.

Send a test. Sends a test copy to up to ten addresses of your choice — normally your own — so you can see the delivered email in your inbox before committing. It needs a valid sender address, and it does not send the real campaign.

See the sending options. Shows you what you need to send: the sender domain rules for the account, the subscriptions you can send to, and any segments you can narrow the audience by. The sender display name (what recipients see) and the reply-to address have no sensible default, so you'll always be asked for those.

Send or schedule the campaign. Sends the real email — this is not a test and can't be undone. It only proceeds once you've actually previewed or test-sent the email and approved it. Before it commits, it reads back who the email will come from, who it's going to, and roughly how many people that is, for you to confirm. Extra protections apply automatically: if the email has no unsubscribe link (a GDPR issue) it stops and asks you to confirm again on purpose; if it contains images on links that will expire and break later, those must be fixed or knowingly accepted first. You can send now or schedule for later — scheduled sends always show you the local time and timezone so nothing goes out at the wrong hour, and it tells you clearly whether the campaign has gone out or is booked. Two things worth knowing about scheduling: the audience is worked out at the moment it sends (not when you book it), and the content isn't frozen, so an edit made in Apsis One before it fires changes what ships.

Cancel or reschedule a booked send. Calls off a send that's booked but hasn't gone out yet, returning it to an editable draft (rescheduling is simply cancelling and then booking a new time). Before it cancels, it names the campaign back to you — subject, the local time and timezone it's booked for, and who it was going to — so you're cancelling the right thing. The window to cancel closes at the booked moment.

Upload one image / upload several images. Gives you a link to add your own images. You pick the files in your own browser and they go straight to Apsis storage — the image itself never passes through the AI. Supported formats are PNG, JPEG and GIF, up to 5 MB each; larger files should be resized first.

Publish an uploaded image / publish a set. Makes your uploaded images live and ready to use in the email. When several are uploaded together, one problem file never costs you the others — each is handled independently and you're told which succeeded.

Host images from a web address. Moves images that already live on another website into Apsis hosting. Apsis fetches them itself, so there's nothing for you to upload. This is worth doing because an image left on someone else's site can be blocked or changed after you send, and every time it loads it can reveal who your recipients are — hosting it at Apsis removes both risks. If an image can't be hosted (many web images are in a format Apsis doesn't host), the email still works perfectly with the image where it is.

See where a file can be imported. Shows where profiles will land and how the columns in your file line up with your fields. People are matched on their email address. At this stage you also decide two things: whether the people in the file should be subscribed to something (only ever with your explicit agreement, since that creates consent), and whether people already in your account should be updated from the file or left exactly as they are.

Start an import. Begins an import — adding new people and, if you chose, updating existing ones — and gives you a link to open and upload your file. The file goes from your browser straight to storage; the connector never uploads or reads it for you. Two things are always your explicit decision, because they write over data that already exists: whether existing profiles get updated at all, and whether empty cells in the file should clear values already stored. Nothing is overwritten unless you say so.

Track an import. Follows progress and reports the counts: how many rows were found, imported, updated, skipped and failed. "Skipped" usually isn't a problem — it's people the import was set to leave untouched, or rows with no usable email address — and you're told which. If you chose to subscribe people as part of the import, it also reports whether that actually took effect.

See exactly what an import did. When some rows were skipped or failed, this explains why, grouped by reason and with a few real example rows from your own file, so you can see and fix the cause. The row-level detail is kept for 30 days after the import.

See recent imports / cancel a running import. Lists your recent imports so you can find one you've lost track of or understand why a new one was blocked (there's a limit on how many run at once). You can stop an import that's still running — everything already imported stays, and only the remaining rows halt. It isn't an undo.

Manage your profile fields. You can add a new custom field (for example when an import column has nowhere to map), rename a field, or retire one you no longer use. Each change is confirmed with you first. Renaming is safe and reversible, and doesn't disturb stored values or any personalisation already using the field. A field can never be truly deleted — retiring it hides it from view while keeping every stored value intact, so segments and emails that rely on it keep working.

Build an audience. You describe who you want to reach, and the connector turns that into a filter on your profile fields and engagement events — you never have to write any query language. Text matches default to ignoring capitalisation, so you don't silently miss people whose data was entered as "Gold" instead of "gold".

Size an audience. Tells you roughly how many people match before you commit to anything, along with a plain-language description of exactly who's included, so you can sanity-check it.

Save an audience. Saves an audience as a reusable, dynamic segment — a named filter that re-checks who matches every time it's used, so it stays current. Saving is deliberate: for a one-off send you don't need to save anything, so the connector checks whether you actually want to keep it for later (across future campaigns, or as a do-not-contact list) rather than just look now. A saved audience can't be permanently deleted, only hidden.

See your saved audiences. Lists the audiences you've saved so you can reuse one instead of rebuilding it.

Change a saved audience. Renames a saved audience, or rebuilds who it targets. Because a saved audience is a live filter rather than a snapshot, changing who it targets also changes who anything already using it will reach — including a scheduled send that hasn't gone out yet. That's often exactly what you want, and the connector tells you before it makes the change so you can confirm.

Show or hide a saved audience. Hides an audience to declutter your list, or brings a hidden one back. Hiding is fully reversible and never breaks anything already using the audience — it just removes it from your everyday list.

See your subscriptions. Shows everything people can opt in to and how it's organised into folders, along with how much room you have left before you reach the limits. Names aren't guaranteed unique, so when two look alike you're told which folder each is in.

Add a subscription. Creates a new thing people can opt in to (it has to go in a folder). It's confirmed with you first, and the folder is fixed at creation. Nobody is subscribed to it yet, so a send to it reaches no one until people opt in.

Rename a subscription. Relabels one. Safe and reversible, and the consent already collected against it is untouched — campaigns and imports pointing at it keep working.

Hide a subscription. Hiding is the only way to remove a subscription; it's never deleted. Everyone who opted in stays opted in and existing campaigns keep working, but it stops being offered for new sends, imports and counts. The connector can't bring it back — that's a request to Apsis support — so it's treated as one-way.

Add, rename or hide a folder. You can create a folder to group subscriptions, rename one, or hide a folder. Hiding a folder is the most far-reaching action here because it hides every subscription inside it too, so it takes a deliberate two-step confirmation that names each subscription that will disappear, and it can't be undone by anyone. If you only want to tidy up, hiding individual subscriptions is the recoverable route.

Count who's subscribed. Tells you how many people are currently opted in to a given subscription — useful in its own right, and the way to confirm a subscribing import worked. The number can lag recent changes by a few minutes, so a figure that hasn't moved yet means "too early to tell", not "it failed".

See a person's consent history. Produces one person's full consent record — every reliably-known change plus their guaranteed-correct current state, per subscription. It's read-only and built to be evidential: a clean record you can paste into a reply to a complaint or a regulator query. It never changes anyone's consent.

Find one person's profile. Looks up a single profile by a complete identifier, such as a full email address. It's an exact match — a partial value won't return a wider list — and if the identifier happens to match more than one person, you're asked to pick the right one rather than the connector guessing.

Erase a person's data. Permanently erases one person and all their data — for example, to action a GDPR erasure request. It's a deliberate two-step action: first it shows you the profile so you can confirm it's the right person, and tells you three things you can't see from your side — that the erasure is irreversible, that it removes the person from the whole account rather than just this section, and, where relevant, that a linked CRM record needs handling too or the profile will be recreated. Only then, on your explicit confirmation, does it erase. It handles one person at a time. Note that someone asking to stop receiving email is not an erasure request — that's handled through unsubscribing, not deletion.

This guide describes what the connector does inside Apsis One. When you use it with an external language model, how that model stores and handles data is governed by your own agreement with that provider — see the separate note on personal-data handling.