Gmail to Notion Task Sync: Effortless Email Management
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This n8n workflow seamlessly integrates Gmail and Notion, automatically turning your labeled emails into actionable tasks in Notion. Once a task is marked complete in Notion, the corresponding label is automatically removed from the original Gmail email, ensuring your inbox stays organized and reflects your progress.
About This Workflow
Tired of manually juggling important emails between your inbox and your task manager? This powerful n8n workflow automates your email-to-task process, bridging the gap between Gmail and Notion. It continuously monitors your Gmail for emails with a specific label, automatically creating new Notion database pages for each. This ensures that no critical email task falls through the cracks.
Furthermore, it intelligently syncs task completion: mark a task as done in Notion, and the workflow instantly removes the original tracking label from the corresponding email in Gmail. This dual automation empowers you to manage your email-based tasks efficiently, maintain a clean inbox, and focus on what truly matters without constant manual updates.
Key Features
- Automated Notion Task Creation: Instantly convert labeled Gmail emails into structured tasks within a Notion database.
- Real-time Task Synchronization: Remove Gmail labels automatically when tasks are marked complete in Notion, keeping your inbox clean.
- Prevents Duplicate Tasks: Intelligently checks for existing Notion pages for an email thread before creating new ones.
- Detailed Task Records: Each Notion task includes the email subject, a snippet, and a direct link back to the original Gmail thread.
- Configurable Labeling: Easily adapt the workflow to use your preferred Gmail labeling system for task identification.
How To Use
- Configure Gmail Credentials: Update the "REPLACE ME" credentials in the Gmail nodes with your authenticated Gmail account.
- Set Up Notion Credentials: Update the "[UPDATE ME]" credentials in the Notion nodes and trigger with your Notion API key.
- Create Your Notion Database: Ensure you have a Notion database (e.g., named "My Gmail Tasks") with at least two essential properties:
Thread ID(Type: Rich Text)Complete(Type: Checkbox)
- Identify Your Gmail Label: Replace
Label_9178764513576607415in the Gmail nodes with the specific ID of the Gmail label you wish to use for task identification. (You can find label IDs via the Gmail API or by inspecting network requests when managing labels in Gmail.) - Update Database IDs: Replace
e606a7c1-e93d-47fd-8b8d-8000cd6e7522in all Notion nodes with the actual ID of your Notion database. - Activate and Monitor: Enable the workflow to start automatically creating Notion tasks from your labeled emails and syncing their completion back to Gmail.
Apps Used
Workflow JSON
{
"id": "fdccdb17-b43c-4ff9-b9be-c31e683e8760",
"name": "Gmail to Notion Task Sync: Effortless Email Management",
"nodes": 29,
"category": "Personal",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
Get This Workflow
ID: fdccdb17-b43c...
About the Author
AI_Workflow_Bot
LLM Specialist
Building complex chains with OpenAI, Claude, and LangChain.
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