How to Automatically Send Gmail from Notion Database Information

Notion is a convenient tool for teams to share information, and I believe it is used in a wide range of situations, such as operation manuals and managing data for sales prospects.
However, many people might be struggling with how to share information when new data is added.
This article introduces a method to automatically send emails via Gmail based on Notion database information.
If you can reduce the manual work of sending emails, you can spend more time on other tasks, potentially improving work efficiency!
Let's automate the sending tasks by utilizing Yoom, which allows you to connect apps without code!

Recommended for

Those who use Notion and Gmail
Those considering integrating Notion and Gmail to improve work efficiency
Those who want to reduce the burden of sending template emails to customers by integrating Notion and Gmail
Those who use Notion and Gmail integration for customer management and regular distribution

For those who want to try it immediately

This article introduces the integration method using the no-code tool "Yoom".
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start right away with the template below, so please give it a try!

[What is Yoom]

How to Create a Notion and Gmail Integration Flow

Here, we will introduce how to create a flow bot that "automatically sends emails using Notion database information through Gmail."
You can set it up with simple operations, so let's try it together while looking at the screen!

‍Step 1: Register My App

Introduction

Before creating a flow bot, register your My App!
Once you can log in to Yoom's workspace, click in the order of "My Apps" → "+Add" → "Name of the App to Integrate" displayed at the top left of the screen.

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Integrate Notion with Yoom

Before registering My App with Notion, you need to create the database you want to integrate, so please prepare it!
Perform the operations described in "Introduction" above, and select Notion on the My App new connection screen.

On the screen requesting access to Notion, click "Select Page."

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On the screen to allow access to the page, check the page you want to integrate and click "Allow Access Restriction."

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Integrate Gmail with Yoom

As before, perform the operations described in "Introduction" above, and select Gmail on the My App new connection screen.

On the screen to integrate Yoom with Gmail, click "Sign in with Google."

On the account selection screen, select and click the account you want to integrate.

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On the Yoom login screen, select "Next."

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On the screen where Yoom requests access to the Google account, click "Continue."

This completes the My App registration!
Next, click the banner displayed below to copy the template.

When you click the banner, you will be redirected to the Yoom template site.
Scroll down the screen and click "Try it"!
Once a popup appears indicating that the template has been copied, the copy is complete.

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Step 2:Setting up Chrome Extension Trigger

This time, we will use a Chrome extension to create a flow bot, so if you haven't set it up yet, click "Install the Extension".

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Click "Add to Chrome" to add it.

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For detailed instructions on setting up triggers using the Chrome extension, please check here.

Once you have completed this, click on the item "Select and launch a page on the database" to proceed with the setup.

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1. Select the integration account and action for the app launched by the extension

・This screen is already set up, so check that there are no errors in the account to be integrated and click Next.
・The title can be changed.

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2. API connection settings for the app launched by the extension

・Enter a sample URL for the launch page.
・Once you have finished entering, test → save.

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・If you don't know how to enter the URL of the launch page, please check below!
To display the URL of the launch page, open Notion and display the page you want to integrate in full size.

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・Enter the URL displayed there into the launch URL page sample!

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Step 3: Gmail Action Settings

Next, click "Send Email" to set it up.

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1. Email Settings

・The title can be changed.

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・Create a message by embedding information obtained from Notion as output in the body.

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2. Test Email Sending

・If there are no mistakes in the email content, perform a test, and if the email is received, save it.

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A popup will appear saying that all settings are complete! Click "Turn on the trigger" to finish creating!

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Other Automation Examples Using Notion and Gmail

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Notion and Gmail.
All of these can be used with simple settings, so if you find something interesting, please give it a try!

Other Automation Examples with Notion and Gmail

You can summarize Gmail's received content with AI and add it to Notion, or retrieve customer information at a specified date and time to send a template message.
Furthermore, when a lead is registered in Notion, you can create a meeting in Zoom and send the meeting information to the other party via Gmail.

Examples of Automation Using Notion

Get notified when a page is created or updated in Notion

By notifying your communication tool when a page is created or updated in Notion, you can expect to speed up the information sharing process.

Retrieve Information from Notion and Send Contracts

By initiating the flow from the detailed page in Notion, you can seamlessly send contracts, thereby improving operational efficiency.

Add Registered Company Information to Notion

This is a flow bot that adds new information to the Notion database when it is registered.
By eliminating the need to switch between tools, it helps reduce working time.

Example of Automation Using Gmail

An example of automation in conjunction with Yoom's schedule trigger

It will run at a set date and time and automatically send emails to specific addresses to inform team goals and provide reminders.

Retrieve Customer Information at a Specified Date and Time and Send a Template Email via Gmail

With the scheduled automatic sending of Gmail template emails, there is no need for manual information retrieval or email creation and sending, preventing errors in recipient addresses and forgotten sends.

Register the Content Received in Gmail to the Database

You can automatically update various databases based on the content received in Gmail.

Benefits of Integrating Notion with Gmail

Benefit 1: Automate Sending Tasks

For example, if you manage operation manuals in Notion and manually send updates when information is updated or added, integrating Notion with Gmail can reduce the workload of sending tasks, potentially improving the efficiency of administrative tasks. By automating, you can significantly reduce work time, especially if updates are frequent and notifications are frequent.

Benefit 2: Easy Information Sharing

By integrating Notion with Gmail, you can expect easy information sharing within the team. If there are any changes to the information, notifications will be sent to Gmail, allowing everyone to access the latest information. Automatic email notifications not only make it easier to confirm information but also prevent information sharing omissions, potentially smoothing communication within the team. This could be particularly effective in environments where direct conversation is not possible, such as remote work!

Conclusion

How was it? By integrating Notion with Gmail, notification tasks are automated, and information sharing becomes easier! By reducing manual tasks, you can allocate more time to other important tasks, potentially improving productivity. Additionally, by utilizing Yoom, which allows for no-code app integration, even non-engineers can easily create workflow bots.

Take this opportunity to integrate Notion with Gmail and automate your notification tasks!