Responding whenever a proposal-view notification arrives can look fast and attentive. But when the same person opens a document several times in a short period, and internal checks or anonymous views enter the same channel, notifications quickly become noise. The owner starts reacting in arrival order instead of reviewing context.
Treat a view notification not as a purchase-intent score but as an event entering a queue that a person must review. The policy should not maximize or minimize alert volume. It should define which events appear, who reviews them, and when a repeated event should appear again.
Separate the link switch from the space-level rule
FeatPaper lets you turn document-view notifications on or off in each link’s sharing settings. Whether a notification is delivered also depends on the space’s default notification rules. Even when the link-level switch is on, the configured recipient, interest threshold, and repeat-notification cooldown can affect delivery.
The first policy field should therefore be scope, not channel. List which link for which document belongs in the operating queue and who owns it. Instead of enabling every link, separate distributions that require different handling, such as a new proposal, renewal material, or a public resource.
Choose audiences by what the reviewer can do next
Notification audiences may include information-form submitters, recipients of individually tracked links, and anonymous viewers shown as unknown. A team does not have to receive all three. Choose based on the action that is actually available after review.
An individually tracked link already carries recipient context, so the event can be reviewed alongside an existing conversation. An anonymous view cannot identify a person and is better suited to reviewing public-material behavior than triggering individual outreach. A form submitter has submitted information, but that fact alone does not establish purchase readiness.
Use the threshold as the queue entrance, not an intent label
The interest threshold can be set to all activity, Warm or above, or Hot only. These are product settings used to filter notifications. Warm and Hot do not mean MQL, SQL, purchase intent, or contract probability.
When choosing a threshold, do not ask which grade represents a “real customer.” Ask how many events an owner can review in a day and what context must accompany them. For a new policy, start with a limited set of documents, observe the distribution, distinguish important events from repeated noise, and then adjust the threshold. Record the date and reason for every change so periods with different rules are not compared as if they were identical.
Decide revisit exceptions and cooldown separately
When the always-notify-on-revisit option is enabled, a reopened document may trigger a notification even below the interest threshold. This gives repeat viewing a separate route into the review queue. It still does not reveal why the document was reopened.
The repeat-notification cooldown controls how often notifications from the same viewing activity may recur. Documented settings include off, 30 minutes, 6 hours, and 24 hours. The shortest interval is not automatically the most responsive policy. If an owner checks the queue between meetings, several alerts within 30 minutes may make one event look like multiple tasks. If important documents are reviewed once a day, a 24-hour interval may fit better.
Keep “revisit exception” and “cooldown” in separate fields. One decides whether a revisit can enter below the threshold; the other decides how repeated notifications are spaced.
Connect the channel to ownership without calling it storage
Notifications may be delivered through email and a connected Slack workspace within the scope documented by the current official sources. Once a channel is chosen, define the queue owner, review cadence, backup owner, and a small set of processing states such as new, reviewing, question prepared, and closed.
Receiving a Slack notification is not the same as storing a contact record. View notifications are also separate from sending information-form submitters to Notion or Google Sheets. This policy does not extend into CRM storage or automatic sales-stage changes; it remains a review queue for notification events.
Test internal and external viewing before rollout
Run one internal QA view and one external control view before activating the policy broadly. Confirm the intended audience and any analytics exclusion setting. Record its owner and effective date. Do not assume that past alerts disappear or past analytics are recalculated after a rule changes.
After a week, review more than the alert count. Look for duplicate events, events without an owner, and useful events that fell below the threshold. A notification policy is not a permanent filter. It is an operating rule that matches queue capacity to the team’s actual review context.
Too many notifications are not solved by searching for a stronger signal. Put link scope, audience, threshold, revisit exception, cooldown, and owner in one policy. The result is a review order for preparing better questions, not a machine judgment about intent.
