Workflow States
Turn Notifications Into Decisions.
Forty notifications arrive in a week and the useful question stops being what changed. It becomes what has been dealt with. Mark a change reviewed, flag one as important, and everyone in the workspace sees it, so the queue reflects the team's actual position rather than one person's memory of it.
"Tier 2 moved, we should look before Thursday"09:14
"Confirmed with the account team, no action needed"11:02
The queue stops being a list of things that happened and starts being a list of things somebody has decided about.
An unread badge is not a decision.
Detection is the easy half. What breaks down is the bit afterwards, once more than one person is looking at the same list.
Everything is triaged twice
Somebody works through the queue on Monday. On Tuesday a colleague works through the same queue, because nothing in it records that the first pass ever happened.
The one that mattered looks like the rest
A competitor's pricing change and a reworded footer arrive as identical rows. The urgent one gets no more attention than the trivial one until somebody happens to open it.
Give every change a status the whole team can see.
Not a personal flag on your own copy of the list. One shared position that everybody in the workspace is looking at.
Mark it, and everyone sees it
Reviewed and Important are there from day one. The moment somebody applies one, it is applied for the whole workspace, not just for them.
Add the states you actually use
Most teams already have words for this: approved, expected, escalated, waiting on legal. On a paid plan you can add them, rather than bending your process to fit two labels.
The record keeps itself
Every state change is logged with who made it and when. Nobody has to remember why something was closed, or reconstruct it from a thread three months later.
Two states, on every plan, from day one.
Between them these cover most of what a queue needs: this has been dealt with, and this has not but it matters.
Somebody has looked at this
Mark a change as seen and handled. It clears out of the active queue for everyone, so the next person through the list is not re-reading a decision that was already made on Monday.
This one needs somebody
Flag a change that needs follow-up. It stays visible at the top of the queue until it is explicitly resolved, rather than sinking down the list as ordinary notifications arrive on top of it.
Then add the words your team already uses.
Every team triages differently, and most already have a vocabulary for it. On a paid plan you can add states that match the process you run, instead of reshaping the process around two labels.
Approved
The change was intentional and sign-off is done. Common where a formal approval step already exists.
Expected
A scheduled deploy, a planned price change, a vendor release. Keeps the things you already knew about from creating noise.
Needs Review
Parked for somebody specific before it can be closed, so a change cannot be quietly dismissed by whoever saw it first.
Escalated
Raised beyond the team that found it. A dedicated state for the small number of changes that need somebody senior today.
Whichever states you use, every change to one is recorded with the person who made it and the time they did. The history sits on the notification itself, so nobody has to reconstruct a decision from memory or a thread.
How teams end up using them.
Compliance and legal
A change is detected, somebody reviews it, somebody else signs it off. Because every one of those steps is recorded against the notification, the paper trail from detection to decision writes itself.
Competitive intelligence
Flag a competitor's move as important so it stays visible, and mark the seasonal changes you were expecting as handled. The queue ends up showing only what still needs a response.
IT and security
Separate the deploys you knew about from the changes nobody can account for. The second group is short, and it is the only one worth anybody's afternoon.
Agencies working across clients
Each client's workspace carries its own queue and its own states. When somebody asks what you did about a change in March, the answer is on the notification rather than in an inbox.
States only matter because more than one person is looking.
A status you set for yourself is a note. A status the workspace shares is a decision.
Workspaces
Each workspace has its own queue and its own states, so a client's notifications are triaged by the people on that client and nobody else.
Learn more →Team Members
The people whose names end up in the history. Invite teammates, contractors and clients, and the queue becomes something a team works rather than something one person owns.
Learn more →Role-Based Access
Decide who can act on the queue and who only reads it. A client can see that their pages are being watched without being able to close anything off.
Learn more →Give every change a decision, not just a timestamp.
Mark what has been handled, flag what has not, and let the whole workspace see the same position. Reviewed and Important come with every plan, and custom states are there on a paid one. First monitor live in under five minutes.