・
Do you want to automate email tasks with Notion to save hours of manual work and boost your efficiency?
Handling email tasks every day can get overwhelming, especially when you’re sending emails to clients or stakeholders. What if you could automate these tasks? In this article, we’ll show you how to integrate Notion with your email, allowing you to automate sending emails using data from your Notion database. This can not only save time but also make your workflow more efficient. Learn about the powerful capabilities of this integration :)
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.
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.
👉 Sign Up for Yoom Here – Quick and Easy in Just 30 Seconds!
In this guide, you'll learn the step-by-step process of how to use Yoom to automatically send emails using Notion database information.
Yoom offers ready-made templates for easy setup. 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.
■Overview
This is a flow that automatically sends emails using information from the Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to automatically send emails for regular customer communication or task deadline notifications based on information registered in the Notion database
・Those who want to improve work efficiency by eliminating the hassle of manually creating and sending emails
・Those who want to send personalized emails according to customer information or task progress
2. Marketing personnel
・Those who want to automate segmented email marketing based on customer information managed in Notion
・Those who want to automatically send event or campaign announcements to target customers
3. Project managers
・Those who want to automatically send reminder emails to responsible persons when the deadline for tasks managed in Notion is approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a convenient tool for organizing information, but manually creating and sending emails based on information registered in the database can lead to sending errors and information leaks.
By utilizing this flow, emails are automatically created and sent using information from the Notion database as a trigger, eliminating the need for manual email creation and sending by the responsible person, greatly improving work efficiency. Additionally, the risk of human error is reduced, enabling faster and more accurate information sharing.
■Notes
・Please integrate Notion with Yoom.
Let's walk through how to set up a flow that automatically searches Google with Notion’s company data, summarizes results using AI, and adds the information to the Notion database..
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
If you don’t have a Yoom account yet, register now using this registration form!
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
Search for "Notion" from the app list and select it.
⚠️ 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.
For this example, we’ve created an example database in Notion as shown below.
Log in with your Notion account. When the following screen appears, click "Select a Page".
Select the page(s) to grant access to the database and click "Allowing Access".
Now your Notion is connected :)
Click the "Try It" button to copy the pre-built template into your project.
■Overview
This is a flow that automatically sends emails using information from the Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to automatically send emails for regular customer communication or task deadline notifications based on information registered in the Notion database
・Those who want to improve work efficiency by eliminating the hassle of manually creating and sending emails
・Those who want to send personalized emails according to customer information or task progress
2. Marketing personnel
・Those who want to automate segmented email marketing based on customer information managed in Notion
・Those who want to automatically send event or campaign announcements to target customers
3. Project managers
・Those who want to automatically send reminder emails to responsible persons when the deadline for tasks managed in Notion is approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a convenient tool for organizing information, but manually creating and sending emails based on information registered in the database can lead to sending errors and information leaks.
By utilizing this flow, emails are automatically created and sent using information from the Notion database as a trigger, eliminating the need for manual email creation and sending by the responsible person, greatly improving work efficiency. Additionally, the risk of human error is reduced, enabling faster and more accurate information sharing.
■Notes
・Please integrate Notion with Yoom.
Click "Try this template".
Click "OK" and assign a name to the Flowbot for recognition.
The template will be copied to your "My Project".
Let’s set up the Chrome extension trigger.
Click "Install the Extension". Follow the instructions provided on that page to complete the setup.
📚 Reference: To learn more about how to set up triggers using the Chrome extension, check out this guide.
Open the copied template and click on the Chrome extension trigger icon.
The next screen is pre-configured. Check if your account is selected, then click “Next”.
Specify the Notion page containing the data and set up the extension.
Click the "Test" button at the bottom of the screen. If "TestSuccessful" appears, the trigger setup is complete. Don’t forget to save it.
Click on the action labeled “Send Email”.
Now let’s enter the required information.
You can reference the retrieved value from the previously linked Notion database. Simply select and insert the relevant data in the field.
📚 Reference: For more details on retrieved values and how to set them up, see the guide here.
Once you’ve filled in the necessary information, click "Next" to proceed.
Once you've configured the settings, click the "Test" button at the bottom of the screen. If "Test Successful" appears, the setup is complete. Be sure to save your settings.
📚 References: For more details on how to set up the “send email” action, you can refer to the full guide here.
Toggle the "Trigger On" button to activate your flow!
That’s it! 🎉 The Flowbot is now complete!
■Overview
This is a flow that automatically sends emails using information from the Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to automatically send emails for regular customer communication or task deadline notifications based on information registered in the Notion database
・Those who want to improve work efficiency by eliminating the hassle of manually creating and sending emails
・Those who want to send personalized emails according to customer information or task progress
2. Marketing personnel
・Those who want to automate segmented email marketing based on customer information managed in Notion
・Those who want to automatically send event or campaign announcements to target customers
3. Project managers
・Those who want to automatically send reminder emails to responsible persons when the deadline for tasks managed in Notion is approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a convenient tool for organizing information, but manually creating and sending emails based on information registered in the database can lead to sending errors and information leaks.
By utilizing this flow, emails are automatically created and sent using information from the Notion database as a trigger, eliminating the need for manual email creation and sending by the responsible person, greatly improving work efficiency. Additionally, the risk of human error is reduced, enabling faster and more accurate information sharing.
■Notes
・Please integrate Notion with Yoom.
By using Notion with Yoom, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!
■Overview
The workflow of "Organizing and summarizing meeting minutes created in Notion with Gemini and updating them" is an automated process that streamlines the creation and sharing of meeting minutes after meetings.
Gemini efficiently organizes and summarizes the detailed meeting content recorded in Notion, allowing for automatic updates with the latest information.
■Recommended for
■Benefits of using this template
It eliminates the need for manual organization and summarization tasks in Notion, reducing work time.
With the automatic updating of meeting minutes in Notion, it is possible to share the latest minutes with the entire team at all times.
It contributes to the efficiency of tasks related to creating meeting minutes, allowing you to focus on other important tasks.
■Overview
The flow of "Organizing, summarizing, and updating meeting minutes created in Notion with ChatGPT" is a business workflow that streamlines the creation and management of meeting minutes.
It reduces the burden of creating minutes and enables efficient information sharing.
■Recommended for those who
■Benefits of using this template
By automating the organization and summarization of meeting minutes, you can reduce the time spent on manual tasks.
Since the updating of minutes is completed within Notion, information is no longer dispersed, making it easy to verify.
Additionally, ChatGPT's summarization prevents the omission of important points and allows for efficient organization of the content of the minutes.
■Overview
The flow of "Organizing, summarizing, and updating meeting minutes created in Notion using AI" is a business workflow that streamlines the management of meeting minutes after meetings.
The AI function of Yoom automatically organizes and summarizes the meeting minutes entered in Notion and updates them to the latest state.
This allows you to maintain high-quality meeting minutes without hassle and facilitates smooth information sharing across the team.
■Recommended for
■Benefits of using this template
This flow automates the organization and summarization of meeting minutes, contributing to a reduction in work hours.
By utilizing AI, the accuracy of summaries is improved, making it easier to confirm important information.
Additionally, integration with Notion allows the team to always share the latest meeting minutes.
■Overview
This is a flow that adds a record to a Notion database when there is a response to a Google Form.
■Recommended for
1. Those who manage information with Notion
・Those who want to automatically add information collected via Google Forms, such as customer information, survey results, and event participant information, to a Notion database
・Those who want to utilize Notion's database features to organize and analyze information for business use
2. Those who want to streamline operations by linking Google Forms and Notion
・Those who want to eliminate manual data entry and save time
・Those who want to create tasks in Notion or link related information based on response content
3. Marketing personnel, sales personnel, HR personnel, project managers, etc.
・Those who collect information using Google Forms and manage and utilize it in Notion
■Benefits of using this template
・It saves the effort of manually transferring Google Form responses to a Notion database, leading to significant time savings.
・Since the Notion database is updated immediately when there is a form response, you can always grasp the latest information.
■Notes
・Please link both Google Forms and Notion with Yoom.
・Refer to the following for how to obtain response content when using Google Forms as a trigger.
■Overview
This is a flow to add responses from Typeform to a Notion database.
■Recommended for
1. Those who use Typeform to manage surveys or application forms
・Those who want to automatically add responses collected via Typeform to a Notion database for centralized information management
・Those who want to improve work efficiency by eliminating the need to manually transcribe responses
2. Those who manage projects or build databases with Notion
・Those who want to import data collected from Typeform into Notion and integrate it with other information
・Those who want to automate task management and progress tracking based on a Notion database
3. Those who want to streamline operations by integrating Typeform and Notion
・Those who want to automatically create tasks in Notion or send notifications to responsible parties triggered by Typeform responses
・Those who want to conduct end-to-end data collection, analysis, and utilization through the integration of Typeform and Notion
■Benefits of using this template
Typeform is a tool for collecting customer feedback and responses, but manually transcribing the collected data into Notion is time-consuming, labor-intensive, and poses risks of input errors and information leaks.
By implementing this automated flow, responses sent from Typeform are quickly added to the Notion database, allowing you to focus valuable time on analysis and action without the need for data transcription. Additionally, it eliminates concerns about data entry errors and information leaks, achieving accurate and efficient data management.
■Precautions
・Please integrate both Typeform and Notion with Yoom.
■Overview
This is a flow to add responses submitted in Jotform to a Notion database.
■Recommended for
1. Those who are using Jotform to manage surveys or application forms
・Those who want to automatically add responses collected in Jotform to a Notion database for centralized information management
・Those who want to improve work efficiency by eliminating the manual task of transcribing responses
2. Those who are managing projects or building databases in Notion
・Those who want to import data collected from Jotform into Notion and integrate it with other information
・Those who want to automate task management or progress tracking based on a Notion database
3. Those who want to streamline operations by integrating Jotform and Notion
・Those who want to automatically create tasks in Notion or send notifications to responsible persons triggered by Jotform responses
・Those who want to conduct end-to-end data collection, analysis, and utilization through the integration of Jotform and Notion
■Benefits of using this template
Jotform is a convenient tool for creating online forms, but manually adding collected responses to a Notion database poses risks of input errors and information omissions.
By utilizing this flow, necessary information is automatically added to the Notion database when a response is submitted in Jotform. This eliminates the need for manual input by the responsible person, significantly improving work efficiency. Additionally, it reduces the risk of human error, enabling faster and more accurate data management.
■Notes
・Please integrate both Jotform and Notion with Yoom.
・For instructions on setting up Jotform's Webhook, please refer to here.
■Overview
This is a flow that extracts tasks due today from the Notion database and notifies them all at once in Google Chat every day.
■Recommended for
1. Those who consolidate information in Notion
・Project managers who centrally manage project tasks
・Those who utilize Notion for progress management
2. Those who share information using Google Chat
・Project leaders who share progress and tasks
・Those who use Google Chat for sharing announcements
■Benefits of using this template
When linking Notion information with Google Chat, it is cumbersome to notify each time.
Additionally, if notifications are delayed, real-time information sharing may not be possible, leading to potential discrepancies in team understanding.
This template is suitable for those who want to automate the notification process with Google Chat.
Since this template can automatically notify tasks due today from the Notion database to Google Chat, manual notification tasks are no longer necessary.
By notifying task information all at once, each member's work becomes visible, reducing misunderstandings and allowing for smoother operations.
■Notes
・Please link both Notion and Google Chat with Yoom.
・Integration with Google Chat is only possible with Google Workspace. Please refer to the following for details.
■Overview
This flow extracts tasks due today from the Notion database and notifies them all at once on Discord every day.
■Recommended for
1. Those who manage schedules with Notion
・Project leaders managing project work schedules
・Public relations team members who share tasks with deadlines daily
2. Those who regularly communicate via Discord
・Team members sharing information on Discord
・Those who use Discord for business communication
■Benefits of using this template
When managing tasks in a Notion database, searching for tasks due today can be cumbersome.
Additionally, if there is a sharing omission when sharing tasks with each member, there is a risk of affecting the progress of the entire team.
This template allows you to notify tasks due today from the Notion database to Discord all at once.
By notifying all at once, there is no need to manually notify each member, and the tasks to be done that day become clear among the team.
By receiving task completion notifications from each member regarding the notification content, progress management becomes easier, and the burden of management tasks can be reduced.
■Notes
・Please link Yoom with both Notion and Discord.
■Overview
This is a flow that extracts tasks due today from the Notion database daily and notifies them all at once on Microsoft Teams.
■Recommended for
1. Those who use Notion to proceed with their work
・HR personnel who notify tasks scheduled for the day daily
・Those who want to streamline task sharing
2. Those who communicate via Microsoft Teams
・Team members who conduct daily business communications on Microsoft Teams
・Sales representatives who use Microsoft Teams for interactions with clients
■Benefits of using this template
The advantage of Notion is its flexibility to be used according to business needs.
However, manually notifying daily tasks on Microsoft Teams is inefficient and time-consuming.
This template allows you to notify tasks due today on Microsoft Teams daily.
It eliminates the hassle of searching for tasks due today in Notion and prevents omissions or sharing errors due to manual notifications, thereby improving work efficiency.
Notifications to Microsoft Teams can be customized as desired, and individual notifications can be sent to each member.
■Notes
・Please link both Notion and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) has a personal plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
◼️Overview
This is a flow bot that transcribes audio from uploaded meeting data in the input form and automatically stores it in a specific Notion database.
Please upload meeting data such as recording data from Zoom or Meet to use this service.
◼️Notes
・Linking your Notion and Yoom accounts is required.
・Please upload files in formats such as MP4 or M4A.
・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations of the configured flow bot will result in an error, so please be aware.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
◼️Overview
After a meeting ends on Zoom, the meeting content is automatically transcribed and the transcription data is saved to Notion.
Please change the settings of each action as needed.
◼️Notes
・It is necessary to link accounts with both Zoom and Notion through Yoom.
・Please note that if a meeting is not recorded, it will result in an error.
・AI operations are only available with the Team Plan and Success Plan. For the Free Plan and Mini Plan, the operation of the set flowbot will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview
・We perform image analysis of qualified invoices received via email, add them to the database, and notify the chat.
・By adding a request to the person in charge during the process, more reliable data addition is made possible.
■Creation Method
① Select the email trigger from the trigger.
② Enter any address for the receiving address and set the trigger conditions.
③ Attach a file in the same format as the invoice to be received to the address in step ②, and send a test email that meets the trigger conditions.
④ Return to Yoom, conduct an email test, confirm receipt of the email, and save.
※ It may take some time for the test to be reflected.
※ If you want to forward from Gmail, please refer to this help page https://intercom.help/yoom/ja/articles/7266653
⑤ Press the + mark under the trigger and select the operation to read text from images/PDFs.
⑥ Select "Read Qualified Invoice" from the action and proceed to the next step.
⑦ In the file attachment method, select "Use Retrieved Value" and set "Attachment File 1" from the options.
⑧ For additional items to extract, the following are obtained by default. If you want to add other values, please enter the items additionally.
※ "Issuer's Name", "Issuer's Registration Number", "Transaction Details", "Amount Subject to 10%", "Consumption Tax Subject to 10%", "Amount Subject to 8%", "Consumption Tax Subject to 8%", "Subtotal", "Total"
※ If the above default items are not included in the invoice, they will not be obtained.
※ Please refer to this for detailed setting methods. https://intercom.help/yoom/ja/articles/8679686
⑨ Conduct a test, confirm if the values were obtained, and save.
⑩ Press the + mark and select the operation to request action from the person in charge.
⑪ Set any person in charge, click the message field, and embed the values obtained in step ⑨ as they are, like {{Issuer's Name}}.
By doing this, the obtained values will be displayed as they are in the request to the person in charge.
※ Please refer to this for dynamically changing values using output. https://intercom.help/yoom/ja/articles/8223528
⑫ Click Add Form and enter the item names obtained in step ⑨ as they are in the fields.
By doing this, it is possible to carry over the output obtained in step ⑨ or use the values modified by the person in charge.
※ Please refer to this for carrying over outputs. https://intercom.help/yoom/ja/articles/6780877
⑬ Press the + mark, select Yoom from "Operate Database", choose a pre-prepared table, and set the action to add a record.
⑭ On the next page, the pre-set column names will be displayed, so click each column name field and enter the items obtained in the operation to request action from the person in charge in step ⑫ in the corresponding column names.
※ Please refer to this for dynamically changing values using output. https://intercom.help/yoom/ja/articles/8223528
⑮ Press the + mark, select Slack from "Integrate with Apps", and choose the action to send a message to a channel.
⑯ On the next page, set the specified channel ID and set any content for the message to complete the setup.
■Notes
・Pre-set the column names of the invoice information you want to add to the Yoom database.
※ Column names refer to items like these: "Issuer's Name", "Issuer's Registration Number", "Amount Subject to 10%", "Consumption Tax Subject to 10%", etc.
・AI operations are features available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations of the flow bot set will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview
Extract information about the sender from received emails and notify it to Slack.
The notification content, destination Slack channel, and notification message format can be freely customized.
■Setup Instructions
・When an email is received at the email address set as the email trigger, the flow bot will be activated.
・Specify the subject line that you want to trigger the flow bot in the trigger conditions.
・Specify the items you want to extract in the "Data Extraction" operation.
・In the Slack "Send Message to Channel" operation, set it to send the extracted information to the specified channel.
・In the Slack "Send Message to Thread" operation, send the subject and body.
■Notes
・Integration settings with Slack are required.
・Please change the notification content and message format as needed.
・AI operations are only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations of the flow bot set will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
◼️Overview
This is a flow where, upon receiving an email with an attached invoice, the invoice is read using AI-OCR, the content is checked by a responsible person, and then a notification is sent to Slack.
By including a check by the responsible person midway, it allows for more accurate integration of invoice information.
The items read by OCR, the Slack notification channel, and the notification content can be freely changed.
◼️Notes
※ If you want to forward to the receiving address, please refer to this.
https://intercom.help/yoom/ja/articles/7266653
・AI operations are features available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operation of the flow bot set will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview
The "Automatically Store Form Attachments in Microsoft SharePoint" workflow is a business workflow that automatically saves files uploaded to a form in SharePoint.
Manually saving files attached to forms in Microsoft SharePoint is time-consuming and labor-intensive.
This manual task can significantly reduce efficiency, especially when handling large amounts of data.
By automatically storing form attachments in Microsoft SharePoint, you can streamline business processes and centralize management.
This allows for smoother handling of complex tasks.
■Recommended for
■Benefits of using this template
Since form attachments are automatically stored in Microsoft SharePoint, the need for manual transfer is eliminated, saving a significant amount of time.
Additionally, by centrally managing files, you can quickly access the necessary information, making the overall workflow smoother.
This allows for unified management of all attachments in Microsoft SharePoint, making searching and sharing easier and strengthening team collaboration.
■Overview
This is a flow that uploads received attachments to Microsoft SharePoint.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who frequently use email in their daily work
・Those who often receive attachments in interactions with customers or internal members
2. Those who use Microsoft SharePoint for work
・Those who manage business files with Microsoft SharePoint
■Benefits of using this template
By using Microsoft SharePoint, you can quickly share files within the team.
However, if file uploads to Microsoft SharePoint are always required and there is a time lag before sharing, the overall work efficiency of the team may decrease.
With this flow, you can automatically upload received attachments to Microsoft SharePoint, allowing for timely file sharing.
Timely file sharing ensures that team members always have access to the latest files, improving work efficiency.
Additionally, automating file uploads to Microsoft SharePoint eliminates the need for manual tasks related to files, reducing the workload.
Integrating Notion with Yoom’s email feature can help track task progress in real-time by automatically sharing information with your team, speeding up the communication process. For example, in project management, automatic email notifications when a task is marked complete keep the team updated, making it easier to move on to the next task without delays.
By combining Notion with automatic email functions, managing customer data becomes more efficient. For example, you can automate sending welcome emails to new customers to ensure they receive immediate communication, preventing any missed contacts. In addition, automating follow-up emails helps build or maintain strong relationships with customers over time.
In this article, we covered how to use Notion with Yoom’s email function to automatically compose emails using the Notion database. This integration helps facilitate smoother and more efficient customer interactions. 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!
