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 :)
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, Outlook, Gmail, 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.
🚀 Let’s Set Up a Flow to Send Emails Automatically with Notion Data Integration
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
A free Yoom account
Access to Notion
If you don’t have a Yoom account yet, register now using thisregistration form!
Step 1: Connect Notion with Yoom
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 :)
Step 2: Copy the Template
Click the "Try It" button to copy the pre-built template into your project.
Automatically send emails using information from the Notion database
Click "OK" and assign a name to the Flowbot for recognition.
The template will be copied to your "My Project".
Step 3: Set Up Chrome Extension Trigger
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 outthis 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.
Step 4: Send Email
Click on the action labeled “SendEmail”.
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 theguide 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 "TestSuccessful" 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 guidehere.
Step 5: Activate the Flowbot
Toggle the "Trigger On" button to activate your flow!
That’s it! 🎉 The Flowbot is now complete!
Automatically send emails using information from the Notion database
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!
Automation Examples Using Notion
Organize and Summarize Meeting Minutes with AI
Organize, summarize, and update the meeting minutes created in Notion using Gemini.
■Overview The 'Organize and summarize meeting minutes created in Notion with Gemini' workflow is an automated process to streamline the creation and sharing of meeting minutes after meetings. Gemini efficiently organizes and summarizes the detailed meeting information recorded in Notion and automatically updates it with the latest information.
■Who should use this template: - Team leaders or project managers managing meeting minutes in Notion - Those who want to quickly organize and summarize meeting minutes - Members of companies or organizations aiming to improve information sharing efficiency - Those who want to smoothly carry out follow-ups and information transmission after meetings - Business personnel who spend time updating meeting minutes manually - Those who want to focus on other important tasks by reducing effort through automation - Those using Notion and Gemini but facing challenges with integration - Those who want to strengthen integration with an easy-to-set-up workflow
■Notes - Please connect Notion and Gemini respectively with Yoom. - By using triggers with Chrome extensions, you can directly activate triggers from within Notion. - Please refer to the following for the trigger setup method using Chrome extensions. https://intercom.help/yoom/ja/articles/8831921
■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
■Description The "Use AI to organize, summarize, and update meeting minutes created in Notion" flow is a business workflow that streamlines the management of meeting minutes after meetings. Yoom's AI function automatically organizes and summarizes the meeting minutes entered into Notion and updates them to the latest state. This allows you to maintain high-quality meeting minutes without hassle and facilitate smooth information sharing across the team.
■Recommended for: ・Team leaders who manage meeting minutes using Notion but find organizing and summarizing time-consuming ・Project managers who want to efficiently share the contents of meeting minutes and facilitate smooth information sharing across the entire team ・Executives and administrative personnel who want to automate the creation of meeting minutes after meetings to improve business productivity
■Notes: ・Please connect Notion with Yoom. ・By using the trigger with the Chrome extension, you can directly activate triggers from Notion. ・Please refer to the following for information on setting up the trigger using the Chrome extension: https://intercom.help/yoom/ja/articles/8831921
■Overview Manually transcribing survey and inquiry responses collected with Typeform into a Notion database one by one can be time-consuming and labor-intensive. Manual copy and paste can also lead to human errors such as input mistakes and omissions. By using this workflow, when a form is submitted in Typeform, the responses are automatically added to a Notion database, allowing you to smoothly resolve these issues.
■Recommended for ・Those who want to streamline data transfer between Typeform and Notion ・Those who want to centrally manage survey and inquiry responses in Notion and facilitate smooth team information sharing ・Those who want to prevent manual input mistakes and missed follow-ups, and improve operational accuracy
■Notes ・Please connect Yoom with both Typeform and Notion. ・Typeform outputs can be retrieved via JSONPath. Please refer to the following for how to retrieve them. https://intercom.help/yoom/en/articles/9103858
■Overview Are you manually copying inquiries and survey responses collected with Jotform into a Notion database one by one? This task is time-consuming and is one of the operations where input mistakes and omissions due to copy-and-paste are likely to occur. By leveraging this workflow, when a Jotform form is submitted, its contents are automatically added as a record to a Notion database, resolving these data entry challenges and enabling real-time information sharing in real time.
■Who we recommend this template for ・Those who manually transcribe responses collected with Jotform into Notion ・Teams that manage inquiries or applications from forms in Notion ・Those who want to eliminate human error and improve operational efficiency by automating data entry
■Notes ・Please connect Yoom with both Jotform and Notion. ・Please refer to the following for how to set up Jotform webhooks. https://intercom.help/yoom/en/articles/8105581
■Overview This is a flow that extracts tasks due today from the Notion database and notifies them on Google Chat all at once. By using Yoom, you can easily connect apps without programming.
■Who we recommend this template for 1. Those who aggregate information on 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 notifications
■Caution ・Please link each of Notion and Google Chat with Yoom. ・Linking with Google Chat is only available with Google Workspace. Please see below for details. https://intercom.help/yoom/ja/articles/6647336
This is a flow bot that automatically transcribes audio from the meeting data uploaded in the input form and stores it in a specific database in Notion.
■Overview ・Perform image analysis of the qualified invoice received by email, add it to the database, and notify the chat. ・By adding a request to the person in charge in the middle, more reliable data addition is possible.
■Overview When an email with an invoice attachment is received, this flow uses AI to read the invoice, has an assignee review the extracted contents, and then notifies Slack. By adding an assignee review step, you can pass invoice information more accurately.
■Notes If you want to set up forwarding to the receiving address, please refer to this: https://intercom.help/yoom/en/articles/7266653
■Overview The "Automatically store form attachments in Microsoft SharePoint" workflow is a business workflow that automatically saves files uploaded to a form to SharePoint. Manually saving files attached to forms to Microsoft SharePoint is time-consuming and labor-intensive. Especially when handling large amounts of data, this manual work can significantly reduce efficiency. By automatically storing form attachments in Microsoft SharePoint, you can achieve process efficiency and centralized management. This allows you to smoothly proceed with complex tasks.
■Recommended for ・Business personnel who frequently use forms and find it cumbersome to manage their attachments ・IT personnel who want to improve business efficiency by integrating Microsoft SharePoint with other SaaS applications ・Team leaders who spend time manually moving form attachments to SharePoint ・Executives aiming to automate business processes and improve efficiency using RPA and AI ・Management department personnel who want to digitize document management and enhance business transparency through centralized management
■Notes ・Please integrate Microsoft SharePoint with Yoom. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
■Overview Are you manually uploading attachments such as invoices and reports received in Gmail to Microsoft SharePoint? As the number of items increases, this work becomes a heavy burden and also carries the risk of missed saves. By leveraging this workflow, you can use email receipt in Gmail as a trigger to automatically upload attachments to Microsoft SharePoint, freeing you from such routine tasks and helping improve operational accuracy.
■Recommended for ・Those who manually save attachments received in Gmail to Microsoft SharePoint ・Those in departments that handle important files such as invoices and want to prevent missed saves due to manual work ・Those who want to automate routine file management tasks and focus on more important work
■Notes ・Please connect Yoom with both Gmail and Microsoft SharePoint. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・Branching is a feature (operation) available on the Mini plan and above. On the Free plan, operations configured in Flow Bots will result in errors, so please be careful. ・Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use restricted apps and features (operations). ・For triggers, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・The minimum run interval varies by plan, so please note. ・The maximum downloadable file size is 300MB. Depending on the app specifications, it may be less than 300MB, so please be aware. ・For details on the file sizes that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
This is a flow to upload received attachments to Microsoft SharePoint.
■Notes ・Please link Microsoft SharePoint and Yoom. ・Branching is a feature (operation) available in plans above the Mini Plan. Please note that the operation of the Flowbot set in the Free Plan will result in an error. ・Paid plans like the Mini Plan offer a 2-week free trial. You can use restricted apps and features (operations) during the free trial.
👏 Benefits of Integrating Notion with Yoom’s Email Feature
Benefit 1: Streamlined Task Management
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.
Benefit 2: Smoother Customer Interactions
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.
📖 Summary
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!
While exploring ways to improve operational efficiency in a small to medium-sized enterprise in a region with limited human resources, we discovered Yoom. I was amazed at how much efficiency could be achieved by implementing Yoom, something I had casually wished for. Even without any knowledge or experience in systems or programming, our operations have significantly transformed, and I am writing to share this experience with many others who might feel the same way.
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