Automatic Progression For Idea Workflows

How does automatic progression work in Ideanote?

Ideanote moves ideas forward through your workflow based on rules you define. You set up time-based triggers (for example, seven days after submission) or condition-based triggers (such as receiving three comments or achieving a rating above 2.5). When an idea meets your criteria, Ideanote moves it to the next phase without manual intervention.

You configure these rules once in your workflow settings. After that, ideas progress automatically and the right people receive notifications at each stage.

What types of conditions trigger automatic progression?

You choose from time-based triggers, engagement metrics, and evaluation scores. Time triggers move ideas after a set number of days. Engagement conditions include comment counts or recent updates. Score-based rules advance ideas when they reach a rating threshold after evaluator reviews.

You combine multiple conditions to create more precise rules. For example, an idea moves forward only after three evaluators rate it and the average score exceeds 2.5.

How do I route ideas to the right team or department automatically?

Ideanote routes ideas based on submission form inputs and your workflow rules. When someone submits an idea, your form fields (such as department, category, or topic) determine which team or manager receives the assignment. You set up these routing rules in your workflow configuration.

Each phase assigns specific stakeholders who receive notifications when ideas arrive. This means ideas land with the right reviewers from the start, without manual sorting.

What happens to ideas that don't meet progression criteria?

You decide what happens to ideas that fall below your thresholds. Common approaches include automatically archiving low-rated ideas or moving them to a rejection phase. When an idea moves to archive, Ideanote sends a notification to the owner explaining the outcome.

You also set up rules for ideas that remain in a phase too long. For example, if an idea sits without action for 14 days, the system sends reminder notifications to assigned reviewers.

How do reminders and notifications work with automatic progression?

Ideanote sends notifications when ideas move between phases, when they get assigned to reviewers, and when deadlines approach. You configure who receives each notification type in your workflow settings. Reviewers get alerts when new ideas need their attention. Idea owners receive updates when their submissions progress or get archived.

You also set up reminder notifications for overdue actions. If reviewers haven't rated assigned ideas within your timeline, they receive automatic reminders until they complete their review.

How do I set deadlines or time limits for each phase?

You add time-based rules to any phase in your workflow. Set a duration (such as seven days for initial review or 14 days for evaluation), and Ideanote automatically moves ideas forward when that time elapses. This creates a steady flow through your innovation funnel.

You combine time limits with other conditions. For instance, an idea moves forward after seven days only if it has received at least two comments. This prevents ideas from advancing without proper engagement.

How do I prevent spam or low-quality ideas from clogging the workflow?

You set up automatic filtering in your first workflow phase. Create rules that archive or reject ideas based on keywords, initial ratings, or form responses. When evaluators rate new submissions, ideas below your quality threshold move to archive automatically rather than advancing.

This keeps your active funnel focused on viable ideas. Your team spends review time on submissions that meet your minimum standards.

How do I distribute evaluation work evenly across my review team?

Ideanote assigns ideas to evaluators based on your workflow configuration. You designate who reviews ideas in each phase, and the system notifies them when submissions arrive. While the platform doesn't automatically balance the count of ideas per person, you control assignments through your routing rules and phase ownership settings.

For larger review teams, you set up multiple parallel evaluation phases or use form-based routing to divide submissions by category or department. This spreads the workload across your available reviewers.