The Problem
Demetri needed a simple, Notion-based way to manage a content production pipeline after moving away from ClickUp.
The main needs were:
- A structured way to capture video editing requests through forms.
- One central pipeline to track requests by status.
- An internal workflow where editors only see the tasks assigned to them.
- Automatic timestamps for when a request is created and when it is completed.
The Solution
I built a streamlined Video Editing Management System in Notion that supports request intake, production tracking, and editor-focused visibility.
What was delivered:
- A master requests database with a clear status pipeline.
- Multiple form variations (duplicated from a “Full Form”) so different client request types can be captured consistently.
- An Editor Portal experience so each editor only sees the cards assigned to them.
- Created and completed timestamps on each request to improve tracking and reporting.
- A short walkthrough so Demetri can add new editors, assign work, and duplicate forms as the team grows.
The Process
- Discovery + workflow mapping
- Reviewed the current ClickUp flow and clarified the “simple but scalable” Notion target setup.
- Confirmed this is an internal system (editors only), not client-facing sharing.
- Designed the content request pipeline
- Set up a master database for video edit requests.
- Implemented the status stages:
- To do
- In progress
- To review
- Revisions
- Waiting for approval
- Ready to schedule
- Done
- Built form-based intake
- Created a “Full Form” structure as the base.
- Produced 3 form variations
- Added the key input needed for request identification.
- Editor-only visibility (permissions + portals)
- Built an Editor Portal view filtered by assignment.
- Set editor access using page-level access (granular) so the editor can only see assigned requests (no full database access).
- Documented how to add/assign new editors as the team grows.
- Dashboard polish + handoff
- Adjusted the main page layout so the pipeline board is accessible directly.
- Recorded quick walkthrough videos explaining how to use the system end-to-end.
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