ServiceNow solution to monitor identified tickets and create notes viewable to group members only

[LeahJ]

Hello, 

I am looking for a solution idea in Service Now Management that will help my team monitor service now items (tasks, requests, incidents, defects, and enhancements most commonly). The company that I work for has Service Now Management and I am a user in our company. In most cases, I can request access permissions and they will be granted. I have read so much documentation on all the service areas (?) that are available in SNow management but will start on something only to find out a piece of what I need is missing. Is there a solution finding tool? 😇  Any help and recommendations are appreciated. 

Here are the requirements:

1. Ability to monitor an identified items from SNow (like using a tag to identify these items or something similar where my team can mark that item as applicable to our criteria)
   1. A. For most of these items a member of our team is not the caller/requested for person and we are not in the Assigned Group
2. Ability to manage who can change the workspace (access permissions)
3. Ability to create notes that are only viewable to the shared people of the workspace
4. Possibility to get notified of changes on those items and/or view activity (similar to what is in the Visual Task Board but preferably with filters)

I have created a Free Form Visual Task Board but if the notes and comment I leave are visible to everyone in Service Now then it doesn't work and the activity stream has every activity where I would like to see one activity line organized by the item. I know that I have quite a bit of criteria here but from what I have found in the documentation, there is something in SNow management that will work, I just need help finding it. At least narrowing down the solutions. Also, I will share what version we are using if someone can show me how to find it. 😁