Messages and Notifications
Approval requests, Label issuance, and Promotional materials have an Activity area where you can exchange messages on the spot. The activity areas of Products and Concepts only show automatic logs left by approvals and stage changes. If your name is mentioned or there is something for you to process, you will be notified through Notifications.
Who uses this
| Role | Access path |
|---|---|
| IP Provider member | Activity section below the Approval requests, Label issuance, and Promotional materials details |
| Partner member | Activity section below the Approval requests, Label issuance, and Promotional materials details uploaded by their own company |
| All members | Notifications in the left menu |
Messages can be written by both sides. However, they must be able to view that item.
Core Concepts
Where messages can be written Messages are not on a separate bulletin board; they are attached within each screen. There are three places with input fields:
- Approval requests
- Label issuance
- Promotional materials
The Products and Concepts activity areas do not have input fields. They are places to read automatic records left by approvals, rejections, and stage movements, and anything you want to say is written in the approval request attached to that Product or Concept.
Message types
| Type | Description |
|---|---|
| General message | Written directly by a person. You can include formatting and images, and you can edit, delete, or add emojis. |
| Automatic record | Automatically left in the activity area upon status changes (approvals, rejections, stage movements, etc.). Editing, deletion, and emoji reactions are not available. |
Event badges Automatic records come with badges that indicate what happened.
| Badge | Meaning |
|---|---|
| Approval requested | Approval submission |
| Approved | Approval completed |
| Approval 1 ยท Approval 2 | Approval for that turn completed in an approval line |
| Conditionally approved | Approved with conditions attached |
| Rejected | Rejection processing |
| Revision requested | Request to resubmit after revision |
| Revision request cancelled | Reverted revision request |
| Resubmitted | Resubmitted after revision |
| Approval revoked | Reverted granted approval |
| Conditional approval revoked | Reverted granted conditional approval |
| Reopened for review | Re-evaluating a closed request |
| Request cancelled | The applicant cancelled the request |
| Updated | Content edited |
| Stage changed | Product stage movement |
| Issued | Label issuance (Label issuance only) |
| Issuance reversed | Label issuance reverted (Label issuance only) |
In Label issuance, the same things are called by terms specific to that screen โ a request is an Issuance requested, and its cancellation is a Request cancelled.
Past records may still have Withdrawn and Reactivated badges. These are no longer created since the product withdrawal feature was removed.
How to use
Writing a message
- Go to the detail page of the target you want to leave a message on (Approval requests, Label issuance, Promotional materials).
- Enter your content in the input field of the Activity area at the bottom of the screen.
- Click the Send button to submit.
Typing / in the input box brings up formatting menus such as headings, bullet lists, numbered lists, quotes, and code. You can also attach images.
Messages appear in real-time to all members viewing the same page as soon as they are written.
@mention
When you want to send a notification to a specific person, mention them with @name.
- Type
@in the input field. - A dropdown will appear showing people and User groups you can mention. You can narrow down the list by typing part of the name.
- Select the person or group to mention from the list.
- Post the message.
The mentioned person will receive a "mentioned you in a message" notification. If you call a group by @handle, a notification will be sent to the group members who can view this item. User groups are created in Workspace settings.
People who previously left a record on that item receive a "left a message" notification. That includes anyone who left an automatic record by submitting or approving, not only people who wrote messages. Mentioned persons receive only the mention notification, not this one.
Messages in other languages
If you click Translate below a message, it will be translated and displayed in your screen's language. Once translated, the translated text will immediately replace the original body from then on, and the original text can be opened via Show original. To return to the translated text, click Show translation. If someone else has already clicked it, you can view the translated text right away without having to wait.
The translated text displays a single line indicating the language it was translated from. Since only the text is translated, formatting is removed, but attached images, files, and link previews remain below as they are. The body of automated records written directly by approvers, such as approval and rejection reasons, can also be translated and viewed in the same way.
Buttons are not attached to messages already written in your screen's language.
Descriptions for Products, Concepts, and Promotional materials, as well as approval request descriptions and notices, are translated in advance the moment they are saved, so they are already visible in your language when opened.
Edit and Delete Messages
- Edit: You can edit your own message directly by clicking the pencil icon at the top right of the message. Once saved, the body text changes and a (edited) label is appended.
- Delete: Clicking the trash can icon at the top right of your own message will delete it after confirmation. It disappears from the list immediately without needing to refresh.
You cannot edit messages written by others. The only person who can delete someone else's message is the workspace administrator.
Reactions (Emojis)
Clicking the smile icon below a message opens the emoji list. You can react quickly by selecting from ๐ โค๏ธ ๐ ๐ ๐ฎ ๐ข ๐ ๐ฅ. If you have registered Custom emoji in your workspace, they will appear together in the same list. Clicking the same emoji again will remove your reaction.
Hovering over an emoji chip (or long-pressing on mobile) allows you to see who reacted.
Load earlier activity
If there are many messages, only the latest 20 are initially displayed. Clicking the Load earlier activity button at the top loads additional older messages.
Timeline filter
You can switch the display using the All / System only buttons on the right side of the Activity area.
- All: View both general messages and automated logs.
- System only: View only automated logs such as approvals, rejections, and stage changes.
This button is not available in the Activity areas for Products and Concepts because they show only automated logs from the beginning.
Notifications
View notification list
Click Notifications in the left menu to open your notification list. The most recent 50 items are displayed in reverse chronological order.
When you open notifications from within a project, only notifications related to that project are filtered and displayed. In this case, since the number in the menu counts the entire workspace, the list may appear empty even though a number remains. Remaining counts in other places are included in the View all link.
Clicking a notification moves you to that message
When you click a notification, you will be moved to the detail page of the corresponding target. In the case of Message notifications, the page will automatically scroll to the location of that message.
Mark all as read
By clicking the Mark all as read button at the top of the Notifications list, your unread notifications will be marked as read all at once. When you are viewing notifications for a specific project, it only processes the notifications for that project โ unread notifications from other projects that you haven't even viewed will not be cleared together.
Email Notifications
If you turn on Send notifications by email in profile settings, you will also receive notifications for approvals, label issuance, contracts, concepts, invitations, and messages via email. If turned off, they will only accumulate in the notifications list.
Product stage transitions and emoji reactions are not sent by email. Stages move multiple times a day and go to all managers and approvers, taking up more than half of the emails for a while (displayed only in the notifications list starting from 2026-09-08). Even if email notifications are turned on, these two will not be sent.
Situations where notifications are sent
| Situation | Recipient |
|---|---|
| Message sent | Anyone who previously left a record on that item, automatic records included (excluding the author) |
| @Mention | The mentioned person. If a group is called, members of that group who can view this item |
| Emoji reaction to my message | The author of the message (even if the same person presses consecutively, it counts as one) |
| Product stage movement | The product assignees and the approvers on the IP Provider side (excluding the person who moved it) |
| Product assignee designated | The person designated as the assignee |
| Approval requests submission, Approved, Rejected, Revision request, etc. | Relevant personnel (refer to the Approval manual) |
| Concepts submission, Approved, etc. | Relevant personnel (refer to the Concepts manual) |
| Label issuance request, Approved, Rejected, Issued | Relevant personnel (refer to the Label issuance manual) |
| Contracts registration, Approved | Relevant personnel (refer to the Contracts manual) |
Status and rules
| Action | Who can perform it |
|---|---|
| Write message | An IP Provider side member or a member of the company that uploaded the item (Partner) |
| Add/remove emoji reaction | Same as writing a message |
| Edit message | Author only |
| Delete message | Author or workspace administrator |
| Edit/delete automatic record | No one (remains as is as a basis for judgment) |
Frequently encountered situations / Cautions
There is no message input box in the product details The activity areas of Products and Concepts are where automatic logs are read. Go to the details of the approval request associated with that product or concept to find the input box.
Even when I @mention, the name does not appear in the dropdown Only people who can view this item appear in the dropdown. IP Provider members appear regardless of project assignment, but Partner members will not appear until they join and are assigned to this project.
I sent a message, but the recipient says they didn't receive it Message notifications go only to people who previously left a record on that item. On an item with no earlier records, the first message has no recipients, so include an @mention when someone needs to know. For people who have email notifications turned off, it only accumulates in the Notifications list, and notifications are not sent to people who cannot view that item.
I want to hide only automatic logs There are two timeline filters: All and System only. There is no way to hide only automatic logs.
Does a deleted message disappear immediately on other people's screens as well? Yes. When deleted, it is immediately removed from the screens of all members viewing the same page.
Related Features
- Submit and Review Approval Requests: Submission and inspection procedures for approval requests, integration with messages (reasons)
- Submit and Get Approval for Concepts: How concept status events are recorded as activity
- Register Products and Advance Stages: How stage changes are recorded as activity
- Get Approval for Promotional Materials: Messages exchanged regarding promotional materials
- Apply for and Receive Labels: Receiving label-related notifications