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Notify Teammates of a Note to Review

packages/twenty-docs/user-guide/workflows/how-tos/crm-automations/notify-teammates-of-note-to-review.mdx

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import { VimeoEmbed } from '/snippets/vimeo-embed.mdx';

<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. </Note>

The Challenge

You want to tag a colleague in a note so they receive a notification to review it. Today, Twenty 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. A workflow automatically sends 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. </Warning>

Step-by-Step Setup

Step 1: Create the Reviewer Field

  1. Go to Settings → Data Model → Notes
  2. Click Add Field
  3. Configure:
SettingValue
NameReviewer
TypeRelation
Related ObjectWorkspace Member
Relation TypeMany Notes → One Workspace Member
  1. Save the field

Step 2: Create the Workflow

<VimeoEmbed videoId="1151897168" title="Video demonstration" />

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:

ConditionValue
Revieweris not empty

Search for the Workspace Member

  1. Add a Search Records action
  2. Select Workspace Member (under Advanced Objects)
  3. Add a filter:
ConditionValue
IDequals {{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:
FieldValue
ToSearch Record → First Workspace Member → User Email
SubjectA note needs your review
BodySee example below

Email body example:

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

You've been assigned to review a note.

View the note here:
https://yourSubDomain.twenty.com/object/note/{{recordIsUpdated.id}}

Best,
Twenty
<Note> Replace `yourSubDomain` with your actual Twenty workspace subdomain. </Note>

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