Notion is a great tool for teams, often used to manage operation manuals, track sales prospects, and centralize important information. But when new data is added, manually sharing the information with your team members can be time-consuming and overwhelming.
In this article, we’ll show you how to automatically send emails via Gmail based on Notion database information. By automating these routine notifications, you can reduce manual work, free up time for more important tasks, and improve overall work efficiency.
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, 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 Automate Gmail Notifications with Notion Database Integration
Let's walk through how to set up a flow that automatically sends emails from Gmail using Notion data.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
A free Yoom account
Access to Notion and Gmail
If you don’t have a Yoom account yet, register now using thisregistration form!
Step 1: Integrate Notion and Gmail with Yoom
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
Integrate Notion with Yoom
⚠️ 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" from the app list and select it.
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 :)
Integrate Gmail with Yoom
Search for "Gmail" from the app list and select it.
Click "Sign in with Google."
Select the Google account to link with Yoom.
Then click “Continue”.
Now your Gmail is connected :)
Step 2: Copy the Template
Click the "Try It" button to copy the pre-built template into your project.
Automatically send emails with Gmail using information from a 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 "Add to Chrome" to add it.
📚 Reference: To learn more about how to set up triggers using the Chrome extension, check outthis guide.
Open the copied template and click on “select and launch a page on the database" from the Chrome extension trigger icon.
On the next screen, give an action a title (optional). Confirm the settings and 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.
If you're unsure how to enter the launch page URL, follow these steps:
1. Open Notion and navigate to the page you want to integrate.
2. Make sure the page is displayed in full-screen mode.
3. Copy the URL displayed in the address bar.
4. Paste the copied URL into the Launch URL page in the integration settings.
Once the URL is entered, click Next to proceed.
Step 4: Set Up Gmail Action
Click "SendEmail" with the Gmail icon.
On the next screen, give an action a title (optional). Confirm the settings and click “Next”.
In this step, you’ll compose the body of the email by embedding the information retrieved from Notion.
Simply insert the Notion-retrieved values (such as invoice details or other data fields) into the body text where needed. These values will dynamically populate each time the flow runs.
📚 Reference: For more details on retrieved values and how to set them up, see theguide here.
Once you've configured the settings as shown in the image, click the "Test" button at the bottom of the screen. If "TestSuccessful" appears, the setup is complete. Be sure to save your settings.
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 with Gmail using information from a Notion database
💡 Other Automation Examples Using Notion and Gmail
By using Notion and Gmail, 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 Integrating Notion and Gmail
Retrieve customer information from Notion at the specified date and time, and send a template email via Gmail.
■Overview This is a flow to retrieve customer information from Notion at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it burdensome to send regular follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Notion and Gmail with Yoom. ・The operation between "repeating the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in the flow bot 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 features (operations).
■ Overview The 'Summarize Gmail Inbox with AI and Add to Notion' workflow is a business workflow designed to streamline email management and information organization. Manually organizing daily incoming Gmail emails can be time-consuming. Especially when handling a large volume of emails, the risk of missing important information increases. By utilizing this workflow, emails received can be automatically summarized using AI and organized and stored in Notion. This allows you to access necessary information quickly, improving work efficiency. ■ Recommended for Business professionals who receive a large volume of emails in Gmail and spend time organizing information. Teams using Notion for project management and information sharing. Administrators who want to efficiently summarize email content and share it with team members. Small business owners looking to advance the digitization and automation of operations.
■ Precautions ・Please link both Gmail and Notion with Yoom.
Automatically add new company information to your Notion database as it’s registered, eliminating the need to switch between tools and saving valuable time.
Add accounts registered in Salesforce to a Notion database
■Overview Do you feel it’s a hassle to manually send regular communications such as month-end reports via Gmail every month? You may also have concerns about forgetting to send them when you’re busy. By using this workflow, you can automatically send templated emails from Gmail based on a specific schedule, such as at the end of each month. Eliminate the effort of manual work and the risk of missed sends, and ensure reliable periodic communications.
■Who we recommend this template for ・Those who spend time and effort on regular email sending using Gmail ・Team leaders who want to prevent mistakes such as forgetting to send monthly reports or reminder emails ・Those who want to automate routine email-sending tasks and focus on core work
■Notes ・Please connect Gmail with Yoom. ・Branching is a feature (operation) available on the Mini plan or higher. If you are on the Free plan, the operations in the configured Flowbot will result in an error, so please be careful. ・Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are normally restricted.
This is a flow bot that automatically sends an email via Gmail at a specified time every day. Feel free to change the recipient and content of the email.
Retrieve Customer Information and Send a Template Email
Automate the sending of Gmail template emails based on the scheduled retrieval of customer data, preventing errors from manual entry or forgotten sends.
Retrieve customer information from Google Sheets at the specified date and time, and send a template email via Gmail.
■Overview This is a flow to retrieve customer information from Google Spreadsheet at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Google Spreadsheet ・Those who feel burdened by regularly sending follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal dates or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Google Spreadsheet and Gmail with Yoom. ・Operations between "repeating the same process" are only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations or data connections set in the flow bot 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 the free trial, you can use restricted apps and features (operations).
■Overview This is a flow to retrieve customer information from Notion at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it burdensome to send regular follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Notion and Gmail with Yoom. ・The operation between "repeating the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in the flow bot 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 features (operations).
■Overview This is a flow to retrieve customer information from kintone at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming by linking apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it cumbersome to send follow-up emails to customers regularly ・Corporate sales representatives or assistants who want to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send coupons or campaign information to multiple customers who meet certain conditions on a scheduled basis
■Notes ・Please link both kintone and Gmail with Yoom. ・Operations between "repeating the same process" are only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations or data connections of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Team Plan or Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview The 'Automatically register inquiry emails received in Gmail to Salesforce' workflow leverages the integration between Gmail and Salesforce to automatically register inquiry emails to Salesforce.
■Recommended for - Sales and support personnel managing a large number of inquiry emails in Gmail - IT personnel looking to centralize customer data management using Salesforce - Company managers seeking to improve work efficiency, who are spending too much time on manual data entry - Team leaders aiming to enhance data accuracy and reduce human errors
■Notes - Please integrate Gmail and Salesforce with Yoom respectively. - Salesforce is an application available only under the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, operations and data connections set for Flow Bots will result in errors, so please be aware of this. - Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. You can use apps that are otherwise restricted during the free trial period.
■Overview The flow 'Create a Deal in HubSpot from the Content of a Prospect Customer's Business Request Email Received in Gmail' is a business workflow that supports the efficiency of sales activities.
■Recommended for ・Salespersons who receive many business request emails in Gmail and find it tedious to manually enter data into HubSpot ・Team leaders or managers who wish to enhance sales activities using HubSpot ・Executives or business improvement personnel striving for faster follow-up through automation of sales processes ・IT personnel of companies that want to integrate and manage multiple SaaS applications
■Notes ・Please link both Gmail and HubSpot with Yoom. ・You can select the trigger interval to be 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Be cautious that the shortest trigger interval varies depending on the plan.
Managing operation manuals or other important documents in Notion often requires you to manually send updates when information is updated. By integrating Notion with Gmail, you can automate these notifications. This is especially useful if updates are frequent, helping your team work stay updated instantly.
Benefit 2: Easy Information Sharing
Integration with Gmail ensures that updates in Notion are automatically shared with your team. Whenever information changes, email notifications are sent, so everyone can access the latest data without manually checking Notion. This reduces the risk of missed updates and helps maintain smooth communication, especially great for remote teams or in situations where face to face conversations aren’t always possible.
📖 Summary
Integrating Notion with Gmail lets you automate notifications and streamline information sharing. By reducing repetitive manual tasks, your team can focus on other work, improving overall 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!
After being in charge of sales and CA at a human resources company for about 5 years, I have been involved in jobs such as creating job advertisements and scouting sentences at companies that hire engineers.
I'm fascinated by Yoom's revolutionary service of “automating office work.”
I would like to write so that I can send out information that can be useful to everyone, even a little bit.
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