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Client Review Hub in 15 Minutes

Build a multi-asset review hub with guided Automation — Needs Review Decision inbox, Agency Work Queue, company tenancy, and preference-gated notifications. No power-user JSON.

The loop only works if you use the named topics in the builder dropdown. Do not invent nearby names. Catalog: Topics that perform work.

What you will build

Section titled “What you will build”
  1. A Decision screen (Needs Review) for client approve / changes / reject.
  2. A Work Queue for staff intake (new email / social / project requests).
  3. Company tenancy so two users at Company A never see Company B.
  4. Preference-gated notifications into Notification Center.

Prerequisites

Section titled “Prerequisites”
  • Private OTP app; Users sheet with Role and a Client (or company) relation.
  • Asset databases with the Status options you want to write.
  • Workflow + Messaging entitlements.
  • A messaging channel that allows the work topics below (for example client-hub-workflow).

Topics this job uses

Section titled “Topics this job uses”
Topic Item type Where the card / resume happens
client.review.requested decision Decision / Needs Review
client.intake.submitted task Agency Work Queue
client.decision.approve — Wakes Wait for message
client.decision.changes_requested — Wakes Wait for message
client.decision.reject — Wakes Wait for message

Same channel, two item types: reviews stay off the staff queue; intake stays off Approve. Notification Center is the ping — turning a preference off does not remove the card.

Steps

Section titled “Steps”

1. Audience policy (2 min)

Section titled “1. Audience policy (2 min)”

Open App audience & notification prefs:

  1. Tenant mode → Relation → users-sheet Client.
  2. Role field → Role.
  3. Add a notification category (for example reviews).
  4. Save.

Details: Configure App Audience and Notification Prefs.

2. Needs Review Decision + Agency Work Queue (3 min)

Section titled “2. Needs Review Decision + Agency Work Queue (3 min)”
  1. Add a Decision screen for clients. Require claim is usually off on a client portal.
  2. Add a Work Queue for staff intake. Include the asset sheets.
  3. Bind Conversation to the same workflow channel so threads stay on the asset.
  4. Put Decision first in the drawer for Client roles.

3. Decision outcomes (4 min)

Section titled “3. Decision outcomes (4 min)”
  1. Map outcomes to Status (for example approved → Approved by Client).
  2. Optionally require a reason and enable file attachments.
  3. Those buttons publish client.decision.approve / changes_requested / reject. The Wait step must list those exact names (or use Use all client decision topics).

4. Workflows (4 min) — guided UI

Section titled “4. Workflows (4 min) — guided UI”

Fastest path: Workflow templates → Send to Needs Review (status-changed → publish client.review.requested as a decision → wait on the three client.decision.* topics → branches). Remap Change status fields to your Status options.

For intake: publish client.intake.submitted as a task on the same channel.

Use role pool or audience routing — never pin persona emails in live steps.

5. Smoke test (2 min)

Section titled “5. Smoke test (2 min)”
  1. Move an asset to the “ready for client” status as staff.
  2. Log in as the client → Needs Review shows the item.
  3. Open Decision → Approve → Notion Status updates and the waiting workflow resumes.
  4. Confirm a second company’s client cannot see the item.
  5. Submit intake → staff Work Queue gets a task, not an Approve card.
Section titled “Related”