Optional internal tracker (Google Sheet)
No Google Form — you add a row manually when each media@ email arrives.
For new teammates: The Sheet is optional. If you hate spreadsheets, skip it—but then accept that deletion cross-checks will be slower (mail + Drive search only).
Why you might want it
At even modest volume, “Is anyone still allowed to host letter abc123?” is a filter away if statuses and IDs are clean. Without a Sheet, you rely on memory and search operators.
How to use it well
- One row per inbound request thread, not per email in the thread.
- When status becomes
Published, paste the live URL of the external piece in Notes—future you will thank you. - Link each row to its Drive subfolder (paste URL in Notes or a dedicated column).
Suggested columns
- Received date
- Creator name
- Channel / platform URL
- Letter ID or URL
- Project summary
- Target publish date
- Status:
Received|Tier A Review|Approved|Denied|Tier B Escalated|Published|Revoked - Notes / link to Drive subfolder
If you skip the Sheet: Use Drive + media@ search only; deletion cross-check takes a bit longer.
Full reference
Workbook tabs, every column, where each field is collected from, status list, enforcement tab: Drive & Sheets — full reference.