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Notify Teammates of a Note to Review

Note

Tagging teammates directly in notes is not yet supported. This feature is planned for the second half of 2026. In the meantime, this workflow provides a practical workaround.

The Challenge

You want to tag a colleague in a note so they receive a notification to review it. Today, Grovana doesn't support @mentions in notes or tasks.

The Workaround

Instead of tagging in the note text, you can:

  1. Create a Reviewer relation field on the Notes object
  2. Assign the reviewer when creating or editing the note
  3. Have a workflow automatically send an email to the reviewer with a link to the note

Warning

Limitation: This approach allows assigning one reviewer per field. If you need to notify multiple people, create additional relation fields (e.g., Reviewer 1, Reviewer 2). This won't scale well if you need to tag many collaborators at once.

Step-by-Step Setup

Step 1: Create the Reviewer Field

  1. Go to Settings → Data Model → Notes
  2. Click Add Field
  3. Configure:
Setting Value
Name Reviewer
Type Relation
Related Object Workspace Member
Relation Type Many Notes → One Workspace Member
  1. Save the field

Step 2: Create the Workflow

Create the Workflow Trigger

  1. Go to the main view and create a new workflow
  2. Select Record Updated as the trigger
  3. Choose Note as the object and specify the Reviewer field.
  4. This will trigger whenever the reviewer of a note is updated.

Add a Filter to Check Reviewer Was Just Assigned

Add a Filter action to ensure the workflow only continues when a reviewer is assigned:

Condition Value
Reviewer is not empty

Search for the Workspace Member

  1. Add a Search Records action
  2. Select Workspace Member (under Advanced Objects)
  3. Add a filter:
Condition Value
ID equals {{note.reviewerId}}

This retrieves the full workspace member record, including their email address and name.

Send the Notification Email

  1. Add a Send Email action
  2. Configure:
Field Value
To Search Record → First Workspace Member → User Email
Subject A note needs your review
Body See example below

Email body example:

Hi {{searchRecord.firstWorkspaceMember.name.firstName}},

You've been assigned to review a note.

View the note here:
https://yourSubDomain.grovana.ai/object/note/{{recordIsUpdated.id}}

Best,
Grovana

Note

Replace yourSubDomain with your actual Grovana workspace subdomain.

Test and Activate

  1. Click Test to run the workflow manually
  2. Create or edit a note and assign a reviewer
  3. Check the reviewer's inbox for the notification email
  4. Activate the workflow

Usage

Once set up, your team can use this workflow by:

  1. Creating a new note (or editing an existing one)
  2. Selecting a colleague in the Reviewer field
  3. The colleague automatically receives an email with a direct link to the note