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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. </aside>

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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. </aside>

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The Process

1. 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.
2. 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
3. Built form-based intake
   • Created a “Full Form” structure as the base.
   • Produced 3 form variations
   • Added the key input needed for request identification.
4. 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.
5. 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. </aside>