How to Automate Task Management by Integrating Notion and ChatGPT

Are you looking to automate your Workflow with ChatGPT and Notion?
ChatGPT and Notion have become essential tools in many people’s daily workflows. If you’re already using both, imagine streamlining your tasks and improving efficiency even further by integrating them. For example, you can automatically generate a task in Notion using ChatGPT when the page is updated in the Notion database. 

In this article, we’ll explore the powerful capabilities of Notion ChatGPT integration and provide step-by-step instructions on how to set it up easily. 

Meet Yoom: No-Code Automation

Yoom is a next-generation no-code automation that lets you connect and automate tasks between your favorite apps. Connecting different apps can be challenging for non-engineers, but Yoom makes automation accessible to everyone.

• 🌐 Connect with apps like Notion, ChatGPT, and more.
• 📖 Use automation templates - no technical setup required
• 📈 Boost productivity and reduce human errors

You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.

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In this guide, you'll learn the step-by-step process of how to use Yoom to connect Notion and ChatGPT to create a Flowbot to automatically create and update tasks in Notion with ChatGPT based on updated content in Notion.

✨ Recommended for

• Project managers who want to automate meeting minutes and task generation using Notion and ChatGPT
• Anyone who wants to effectively manage tasks 
• Teams looking to facilitate better information sharing in remote teams
• Those looking to implement efficient data integration without any coding

✔️ For Those Who Want To Try It Quickly

By using Yoom, you can easily integrate Notion and ChatGPT with no code. Below is a ready-made template to automatically create and update tasks in Notion with ChatGPT. 

Click the "Try it" button to get started now! We’ll also walk you through the step-by-step process of creating this automation flow in the following section of this article.

When a message is posted in Notion, generate a task with ChatGPT and update it within the same Notion.

Try it

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This flow updates the content in the same Notion location after ChatGPT responds to a question when a new message is posted to Notion.

See details Try it

🚀 Let’s Create a Notion Task Automation Flow with ChatGPT

Let's walk through how to set up a flow that automates task creation and updates in Notion Using ChatGPT for updated contents.

⏱️ Setup time: 10 minutes

🔧 What You’ll Need

• A free Yoom account
• Access to Notion & ChatGPT

If you don’t have a Yoom account yet, register now from this registration form!

⚠️ Note: To run ChatGPT (OpenAI) actions, you’ll need a paid OpenAI API plan. Make sure you have your payment set up ready for smoother transactions when the API usage fees are incurred. For more details, visit OpenAI API Pricing.

Step 1: Register Notion, ChatGPT in Yoom

Let’s start with connecting these apps first!

After logging into Yoom, go to "My Apps" from the left side menu, and click the "+ Add" button.

Connect Notion

⚠️ Note: Databases created after registering with Yoom cannot be linked, so make sure to prepare the database you plan to use before registering in My Apps. If you’ve already linked it with Yoom but need to use a new database, you’ll need to register in My Apps again. 

Search for Notion in the app list and select it. 

Then log in to your Notion account.

When the following screen appears, click "Select Pages".

Select the page(s) to grant access to the database and click "Allow Access".

Connect ChatGPT

Search for "ChatGPT" from the app list and select it.

Enter the account name.
Use a name that's easy to recognize, such as your company name or the person responsible for the account.

To get your access token, follow the instructions in this guide.

Once all the required fields are filled in, click "Add" to complete registration.

Step 2: Copy the Template

Click the "Try It" button to copy the pre-built template into your project.

When a message is posted in Notion, generate a task with ChatGPT and update it within the same Notion.

Try it

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This flow updates the content in the same Notion location after ChatGPT responds to a question when a new message is posted to Notion.

See details Try it

Click "Try this template".

Click "OK" and give the Flowbot a name to recognize.

The template will be copied to your "My Project".

Step 3: Set Up Notion Trigger

Let’s set up the Notion trigger action. Click on “When a page is created or updated”.

Give your trigger a title (optional). Check the pre-configured settings, and click “Next”. 

Set your trigger interval (how often you want Yoom to check Notion for new updates). It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. We recommend setting the trigger to the shortest activation interval available for your plan. 

⚠️ Note: The trigger interval varies depending on your Yoom plan. Be sure to check your current plan’s limit.

Click “Test” and check if the correct data gets retrieved in the Retrieved Value. Then click “Save”. 

📚 Reference: For more details on retrieved values and how to set it up, see the guide here.

Step 4: Retrieve Page Information

Click on the next Notion action item.

Give your action a title (optional). Then check the pre-configured settings, and click “Next”.

Select the Page ID from the displayed options. 

Then click “Test”. 

If the retrieved value gets updated correctly, click “Save”. 

Step 5: Generate Text with ChatGPT

Click on the ChatGPT action item. 

Similarly, check the pre-configured setting screen and click “Next”. 

Let’s create an instruction for ChatGPT. 

Select the retrieved values from the previous step. Choose the value you want to share and generate text with ChatGPT. 

Below are optional settings you can set up. 

• Role: Set the role of the entity (default: 'user'). It determines how ChatGPT responds, helping set the context for the interaction.
• Temperature: Set a value between 0 and 2. A higher value (e.g., 0.8)  generates more creative and varied responses, while a lower value (e.g., 0.3) produces more focused and consistent outputs. It can be left blank.
• Maximum token count: A token is a unit of text (such as words or punctuation) that indicates the amount of text the model can process at once. It can be left blank.
• Model ID: Select the model to be used for generating texts (default, 'gpt-4o'). Different models may affect the quality and style of the output.

Once you’re finished with the setting, click “Test”.
If the test is successful, save it. 

Step 6: Update the Notion Database

Click on “Update Record”. 

Similarly, check the pre-configured setting screen and click “Next”. 

Select the Page ID from the displayed options. 

Then fill out the Property Name and Value. 

For Value, select the response generated by ChatGPT. By setting it as below, you can automatically quote the response generated by ChatGPT.

Once set, click "Test".

If the data gets updated in Notion, click "Save". 

Step 7: Activate the Flowbot

Toggle the "Trigger On" button to activate your flow!
Check if the Flowbot you set up is working properly.

That’s it! 🎉 Your Flowbot is complete!

When a message is posted in Notion, generate a task with ChatGPT and update it within the same Notion.

Try it

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This flow updates the content in the same Notion location after ChatGPT responds to a question when a new message is posted to Notion.

See details Try it

💡 Other Automation Examples Using Notion and ChatGPT

By linking Notion and ChatGPT, you can unlock a range of automation possibilities. Here are some more examples you can explore for your next automation!  

Automation Examples Using Notion & ChatGPT

With Notion and ChatGPT, you can automate tasks like generating text or summarizing information based on data within Notion.

Organize, summarize, and update meeting minutes created in Notion using ChatGPT.

Try it

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■Overview
The "Organize and summarize meeting minutes created in Notion using ChatGPT" flow is a business workflow to streamline the creation and management of meeting minutes.
It reduces the burden of creating meeting minutes and enables efficient information sharing.

■Who we recommend this template for:
・Those who manage meeting minutes in Notion but find it time-consuming to organize and summarize them.
・Those who find it challenging to manually organize detailed meeting minutes each time.
・Team leaders and project managers who want to share meeting content in an easy-to-understand manner.
・Those who want to smoothly share minutes and make decisions.
・Executives and managers who want to efficiently manage and update the content of minutes.
・Those who want to streamline regular meeting minute creation tasks.
・Those who want to automate tasks using AI and spend time on other important tasks.
・Those who want to focus on creative tasks.

■Precautions
・Please link Notion and ChatGPT with Yoom.
・By using the trigger with the Chrome extension, you can start the trigger directly from Notion.
・Please refer to the following for the setting method of the trigger using the Chrome extension.
https://intercom.help/yoom/ja/articles/8831921

See details Try it

Summarize the received email with ChatGPT and record it in Notion.

Try it

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■Overview
This workflow automatically summarizes incoming emails with ChatGPT and records the organized information in Notion, allowing for smooth organization and sharing of information. With this automation, you can accurately grasp the important contents of emails, making it easy to share information with the entire team.
Using Yoom, you can easily connect applications without the need for programming.

■Recommended for
・Business people who receive a large number of emails daily and want to efficiently manage their contents
・Those who want to organize information using ChatGPT and Notion
・Project leaders who wish to automatically summarize email contents and share with the team
・IT personnel considering automation of business workflows

■Caution
・Please link Yoom with both ChatGPT and Notion.
・To execute actions with ChatGPT (OpenAI), a subscription to the OpenAI API paid plan is required. (Payments should be possible when the API is used)
https://openai.com/ja-JP/api/pricing/
・The use of ChatGPT API is provided for a fee by OpenAI, and it is a pay-as-you-go system based on tokens during API communication. Therefore, please be aware that errors may occur if payments cannot be made at the time of API usage.

See details Try it

When the status in Notion is updated, generate the next action with ChatGPT and add it to Notion.

Try it

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■Overview
In this workflow, ChatGPT automatically generates the next action to take in conjunction with a status change in Notion and appends it to Notion. This automates appropriate action plans according to task progress, supporting improved productivity for the entire team.
By using Yoom, you can easily connect applications without the need for programming.

■Recommended for
・Business persons managing tasks using Notion
・Those who want to automate their operations by integrating ChatGPT and Notion
・Companies aiming to introduce AI tools and build efficient workflows
・Project managers who want to prevent missed tasks and enhance team productivity
・Business leaders looking to review and improve daily work processes

■Cautions
・Please integrate Yoom with both Notion and ChatGPT.
・You need to create an item in Notion in advance to write a summary.
・You can select a trigger launch interval of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
・Please note that the shortest launch interval varies depending on your plan.
・Branches are functions (operations) available with plans above the mini plan. Operations set in flowbots will result in errors with the free plan, so please be careful.
・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use restricted apps and functions (operations).
・To execute ChatGPT (OpenAI) actions, you need to subscribe to a paid OpenAI API plan (being able to pay when the API is used)
https://openai.com/ja-JP/api/pricing/
・Usage of ChatGPT's API is charged by OpenAI based on tokens during API communication, so please be aware that errors will occur if you are not in a situation to make payments when the API is used.

See details Try it

Automation Examples Using Notion

Integrate Notion Data with Various Databases

Automatically sync data within Notion with external databases like Google Sheets or Salesforce, ensuring that your information stays consistent across platforms.

When customer information is added to Notion, add it to HubSpot as well.

Try it

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■Overview  
The "Workflow to add customer information to Hubspot when it is added to Notion" is a business workflow that enhances the efficiency of customer management.  
By automatically registering the same information in Hubspot when customer information is added to Notion, automation of work is achieved while maintaining data consistency.

■Recommended for
・Business owners primarily using Notion for customer management
・Sales personnel who want to automate data integration with Hubspot
・IT personnel in companies using multiple customer management tools and wishing to reduce the effort of data entry
・Marketing teams seeking to streamline workflows while maintaining customer information consistency

■Notes
・Please integrate each of Notion and Hubspot with Yoom.
・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest trigger interval differs depending on the plan.

See details Try it

When lead information is added to Notion, add it to Salesforce as well.

Try it

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■Summary
The 'Add lead information in Notion to Salesforce as well' workflow is a business workflow that streamlines customer management.
By adding lead information added to Notion to Salesforce, it is possible to reduce manual data entry and maintain consistency in information.

■Recommended for
· Sales representatives who manage customer information using Notion
· Business owners who want to centrally manage data from Salesforce and Notion
· Team leaders who want to reduce the burden of manual data entry
· Companies looking to streamline customer management and automate business processes

■Notes
· Please link Yoom with both Notion and Salesforce.
· The trigger activation interval can be selected from 5, 10, 15, 30, and 60 minutes.
· Please note that the shortest activation interval differs depending on the plan.
· 【Salesforce】is an app that can only be used in the Team Plan and Success Plan. In the case of Free Plan and Mini Plan, the operations or data connects set in the flowbot will result in an error, so please be careful.
· Paid plans such as Team Plan and Success Plan offer a 2-week free trial, during which the restricted apps can be used.

See details Try it

Add information added to NotionDB to Google Sheets as well.

Try it

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This is a flow to add information added to any Notion database to Google Sheets.

See details Try it

Create Documents Based on Notion Data

Automatically generate documents such as quotes or invoices from the data within Notion, reducing manual work and ensuring accuracy in your documents.

Create a quotation in Google Sheets using information from the Notion database and send an email with Gmail.

Try it

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■Overview
This is a flow to create a quotation in Google Sheets using Notion database information and send an email with Gmail.
By using a trigger with a Chrome extension, you can directly trigger from Notion.

■Recommended for
1. Companies utilizing Notion for business
・Those who register customer information or product information in the database
・Those who manage detailed contents of quotations

2. Companies utilizing Google Sheets for business
・Those who create templates for forms and utilize them for business

3. Companies utilizing Gmail as the main communication tool
・Those who use it as a means of communication with client companies

■Notes
・Please link Notion, Google Sheets, and Gmail with Yoom.
・Please refer to the following for how to set up a trigger using a Chrome extension.
https://intercom.help/yoom/ja/articles/8831921

See details Try it

Automation Example Using ChatGPT

Summarize Received Emails with ChatGPT and Send Notifications

Automatically summarize emails in Gmail, Outlook, or other platforms using ChatGPT, and send notifications to your chat tools like Slack. This helps streamline communication and ensures you never miss key information.

Summarize the received email using ChatGPT and notify on Slack.

Try it

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■Overview
This workflow allows you to automatically summarize an email with ChatGPT after it is received and notify that summary on Slack. With this automation, important information can be smoothly shared across the team without missing out.
By using Yoom, you can easily connect apps without the need for programming.

■Recommended for
・Business people who receive a large number of emails daily and want to quickly grasp the content
・Those who want to improve work efficiency by utilizing ChatGPT and Slack
・Managers or leaders who want to smoothly share information within the team
・Those who want to focus on other tasks without spending much time organizing emails
・Companies wanting to reduce the burden of daily tasks by using automation tools

■Notes
・Please connect ChatGPT and Slack with Yoom separately.
・To execute actions with ChatGPT (OpenAI), you need to have a contract for OpenAI's API paid plan. (In a state where payment can be made when the API is used)
https://openai.com/api/pricing/
・The use of ChatGPT's API is provided by OpenAI at a cost, and it is structured to be charged per usage based on tokens during API communication. Therefore, please be advised that an error will occur if payment cannot be made when using the API.

See details Try it

When an email arrives in Outlook, summarize it and send it to Microsoft Teams.

Try it

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This flow summarizes the content of a new email received in Outlook using ChatGPT and notifies the summarized text to Microsoft Teams.

See details Try it

Analyze Added Information with ChatGPT and Reflect the Results

When new information is added to platforms like Salesforce or Notion, ChatGPT analyzes it and automatically appends the results, keeping your data organized and up-to-date.

Once a page is created in Notion, summarize it with ChatGPT and record it in Notion.

Try it

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■Overview
In this workflow, when a new page is added to Notion, ChatGPT automatically summarizes the content and records the summary within the same Notion. This allows for easy comprehension of vast amounts of information and smooth information sharing within the team.
Using Yoom, you can easily connect applications without programming.

■Recommended for those who:
- Regularly use Notion and find it time-consuming to organize information
- Want to automate content summarization and analysis using ChatGPT
- Project managers who want to streamline information sharing within the team and reduce work time
- IT personnel who want to optimize business workflows by connecting various SaaS applications using Yoom
- Business owners who want to achieve both organizational efficiency and rapid sharing of information

■Notes
- Connect both Notion and ChatGPT with Yoom.
- It is necessary to create a summary entry in Notion in advance.
- Triggers can be set to operate at intervals of 5, 10, 15, 30, or 60 minutes.
- The shortest activation interval differs depending on the plan, so please be aware.
- Branching is a feature (operation) available on Mini Plan or higher plans. For Free Plan users, the configured flowbot operations will result in an error, so please be aware.
- Paid plans such as the Mini Plan offer a 2-week free trial. You can use restriction-targeted apps and features (operations) during the free trial.
- To execute ChatGPT (OpenAI) actions, a contract for the paid OpenAI API plan is required. (A state where payments can be made when the API is used)
https://openai.com/ja-JP/api/pricing/
- Use of ChatGPT's API is paid for by OpenAI and is charged on a pay-as-you-go basis through API tokens, so please ensure there’s a payment setup to avoid errors when using the API.

See details Try it

When a lead is registered in Salesforce, analyze the lead content with ChatGPT and reflect the classification results in Salesforce.

Try it

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■Overview
In this flow, when a new lead is registered in Salesforce, ChatGPT can automatically analyze the content and classify it into the appropriate category. Additionally, by automatically reflecting the results in Salesforce, the sales team's follow-up can be streamlined. This reduces the effort of manual data organization and enables more effective sales activities.
With Yoom, you can easily connect applications without programming.

■Recommended for
・Sales representatives managing leads using Salesforce
・Business users who want to automate lead analysis and classification using ChatGPT
・Team leaders seeking to improve efficiency due to time-consuming lead classification tasks
・Companies looking to optimize business workflows by connecting multiple apps using Yoom
・Executives aiming to improve team productivity through sales process automation

■Notes
・Salesforce and ChatGPT need to be connected to Yoom.
・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest trigger interval varies depending on the plan.
・To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be possible when the API is used)
https://openai.com/ja-JP/api/pricing/
・The use of ChatGPT's API is provided by OpenAI for a fee, and it is charged based on tokens during API communication. Therefore, if payment cannot be made when using the API, an error will occur, so please be careful.

See details Try it

When a row is added in Google Sheets, summarize it with ChatGPT and add it to Google Sheets.

Try it

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This is a flow that summarizes with ChatGPT when a row is added in Google Sheets and adds it to Google Sheets.

See details Try it

👏 Benefits and Use Cases of Integrating Notion with ChatGPT

Benefit 1. Automating Task Creation from Messages

With Notion and ChatGPT integration, tasks can be automatically created from texts updated in Notion. For example, during meetings, when a team member adds their notes in Notion, ChatGPT automatically generates a task based on the content and adds it to the relevant project. This eliminates the need for manual task creation, reducing errors and ensuring consistent task management from the start, which ultimately improves workflow efficiency.

Benefit 2. Automatically Updating Task Content

ChatGPT can also automatically update existing task content based on new information posted in Notion. For example, when project progress comments are added to Notion, ChatGPT will update the relevant task with the latest details. This ensures that task content is always current, providing transparency and reducing the need for manual updates, helping teams stay on top of project status and progress.

Benefit 3. Centralizing and Efficiently Using Information

By integrating Notion with ChatGPT, you can centralize information from various sources and use it more effectively. ChatGPT can automatically summarize new information added by team members and apply it to the relevant tasks or project pages in Notion. This ensures that all necessary information is organized and easily accessible, helping teams share information smoothly. The result is better decision-making with accurate and consistent data, leading to improved operational efficiency.

📖 Summary

In this article, we explored the powerful benefits of integrating Notion with ChatGPT using Yoom. By connecting these tools, you can automate tasks and enhance information sharing, driving better business efficiency and productivity. 

Best of all, no technical expertise is needed, and anyone can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!

👉 Create your free Yoom account now