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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.
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In this guide, you'll learn the step-by-step process of how to use Yoom to automatically send automated emails via Gmail using data from Notion.
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 via Gmail using information from a Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to automatically send emails via Gmail for regular customer contact 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 via Gmail according to customer information or task progress
2. Marketing professionals
・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 via Gmail to responsible persons when task deadlines managed in Notion are approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a useful tool for project management and information sharing, but manually creating and sending Gmail based on information registered in the database is inefficient and time-consuming. Especially when regular communication or email sending based on large amounts of data is required, manual work can easily lead to errors and become a bottleneck in operations.
By implementing this flow, Gmail is created and sent using information from the Notion database as a trigger, allowing you to allocate valuable time to other tasks without the need for manual email creation and sending. Additionally, automation reduces the risk of sending errors and information leaks, enabling accurate and efficient information sharing.
■Notes
・Please integrate both Notion and Gmail with Yoom.
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
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".
⚠️ 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 :)
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 :)
Click the "Try It" button to copy the pre-built template into your project.
■Overview
This is a flow that automatically sends emails via Gmail using information from a Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to automatically send emails via Gmail for regular customer contact 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 via Gmail according to customer information or task progress
2. Marketing professionals
・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 via Gmail to responsible persons when task deadlines managed in Notion are approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a useful tool for project management and information sharing, but manually creating and sending Gmail based on information registered in the database is inefficient and time-consuming. Especially when regular communication or email sending based on large amounts of data is required, manual work can easily lead to errors and become a bottleneck in operations.
By implementing this flow, Gmail is created and sent using information from the Notion database as a trigger, allowing you to allocate valuable time to other tasks without the need for manual email creation and sending. Additionally, automation reduces the risk of sending errors and information leaks, enabling accurate and efficient information sharing.
■Notes
・Please integrate both Notion and Gmail 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 "Add to Chrome" to add it.
📚 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 “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 "Test Successful" 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.
Click "Send Email" 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 the guide here.
Once you've configured the settings as shown in the image, click the "Test" button at the bottom of the screen. If "Test Successful" appears, the setup is complete. Be sure to save your settings.
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 via Gmail using information from a Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to automatically send emails via Gmail for regular customer contact 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 via Gmail according to customer information or task progress
2. Marketing professionals
・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 via Gmail to responsible persons when task deadlines managed in Notion are approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a useful tool for project management and information sharing, but manually creating and sending Gmail based on information registered in the database is inefficient and time-consuming. Especially when regular communication or email sending based on large amounts of data is required, manual work can easily lead to errors and become a bottleneck in operations.
By implementing this flow, Gmail is created and sent using information from the Notion database as a trigger, allowing you to allocate valuable time to other tasks without the need for manual email creation and sending. Additionally, automation reduces the risk of sending errors and information leaks, enabling accurate and efficient information sharing.
■Notes
・Please integrate both Notion and Gmail with Yoom.
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!
■Overview
This flow retrieves customer information from Notion at a specified date and time and sends a template email via Gmail.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
By implementing this flow, template emails in Gmail will be automatically sent based on customer information managed in Notion and according to the specified schedule.
Automations include sending reminders based on contract renewal dates or deadlines, sending birthday greetings or coupons to individual customers, and campaign announcements based on purchased products or purchase frequency.
Manual information retrieval and email creation/sending are no longer necessary, preventing errors in recipient addresses and missed sends.
Additionally, using templated emails allows for consistent quality communication.
■Overview
The "Summarize Gmail Content with AI and Add to Notion" workflow is a business workflow designed to streamline email management and information organization.
Manually organizing daily Gmail inboxes can be time-consuming. Especially when dealing with a large volume of emails, the risk of missing important information increases. By utilizing this workflow, you can automatically summarize received emails with AI and organize and save them in Notion. This allows for quick access to necessary information, improving work efficiency.
■Recommended for
■Benefits of using this template
■Overview
This flow creates a meeting in Zoom when a lead is registered in Notion and sends the meeting information to the other party via Gmail.
■Recommended for
1. Those who use Zoom for business
・Those who use it for meetings with client companies
・Those who set up multiple meetings in a day
2. Those who utilize Notion's database
・Those who register client company information by status
・Those who register information to set up meetings
■Benefits of using this template
Zoom is a tool that facilitates smooth information sharing within a team by recording meetings.
However, manually creating a meeting in Zoom from lead information registered in Notion and contacting the other party each time can be time-consuming and may lead to decreased customer satisfaction.
This flow significantly reduces manual work by automatically creating a meeting in Zoom when a lead is registered and automatically sending the generated link to the other party.
By eliminating manual work, you can avoid the risk of human error and accurately complete meeting setups and email sending.
Additionally, using the time saved from these tasks for other work can lead to smoother overall operations.
■Notes
・Please integrate Notion, Zoom, and Gmail with 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.
Automatically send notifications to your chat or email when a page is added or updated in Notion, speeding up information sharing.
■Overview
When a page is created or updated in Notion, a notification will be sent to the specified Slack channel.
You can specify any Slack channel as the notification destination.
■Setup Instructions
・Connect Notion and Slack with Yoom. (My App Integration)
・Set up the relevant Notion database, etc., with the trigger "When a page is created or updated" in Notion.
・In Slack's "Notify Slack" operation, set the destination channel and message content based on the page information obtained from Notion.
・Once the setup is complete, when a page is created or updated in Notion, the flow bot will be activated and a notification will be sent to the corresponding Slack channel.
■Notes
・It is necessary to set up account information for integration in each app's operation.
・Please replace the Slack channel ID for the posting destination with any desired value.
Trigger the flow from a detailed Notion page to automatically send contracts, streamlining workflows and reducing manual steps.
■Overview
This is a flow for sending contracts from Notion using freee Sign.
By using a trigger with a Chrome extension, you can directly activate the trigger from Notion.
■Recommended for
1. Those who use freee Sign to create and manage forms
・Those responsible for creating forms between companies
・Those who create employment contracts or business consignment contracts
2. Companies that centrally manage information with Notion
・Those who register company information as records
■Benefits of using this template
freee Sign is a tool that can be utilized to smoothly conduct operations related to forms.
By creating contracts based on the information registered in Notion, you can manage and relate the registered information and the content of the contracts.
However, manually entering the registered information from Notion each time to create contracts with freee Sign can hinder concentration on other tasks.
By using this flow, you can automate the creation and sending of contracts by activating the flow from the detailed page in Notion.
Contracts are created by referencing the registered information in Notion, eliminating the need for manual input and facilitating smooth business progress.
Additionally, by utilizing the referenced information to create contracts, you can prevent human errors caused by manual work.
■Notes
・Please integrate both freee Sign and Notion with Yoom.
・For instructions on setting up triggers using the Chrome extension, please refer to here.
■Overview
This is a flow for sending contracts from Notion via DocuSign.
■Recommended for
1. Those who use Notion for customer management
・Those who centrally manage customer information in Notion
・Those who regularly accumulate information in Notion's database
2. Those who utilize DocuSign for contract operations
・Sales department personnel who use DocuSign to streamline the contract process
・Those who want to streamline contract sending by integrating Notion and DocuSign
■Benefits of using this template
DocuSign allows you to complete contract signing online, which speeds up the contract process.
However, if you are sending contracts from DocuSign based on information managed in Notion, you might find it time-consuming and cumbersome.
With this template, you can automatically send contracts from DocuSign by registering the recipient in Notion's records.
This eliminates the need to switch between the two tools, allowing for seamless contract sending and improved operational efficiency.
Additionally, by integrating with chat tools, you can share the contract sending status with team members, facilitating smooth information sharing.
■Notes
・Please integrate both Notion and DocuSign 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.
◼️Overview
This is a flow bot that links information to a Notion database when a record is registered in the Salesforce account object.
By using this flow bot, you can automatically synchronize the Salesforce and Notion databases.
You can freely set which Notion database to link to.
Also, feel free to change the information to be linked as needed.
■Recommended for
1. Those who use both Salesforce and Notion
2. Those who link information registered in Salesforce to Notion
3. Those who link information from Notion to Salesforce
4. Those who want to improve efficiency with Salesforce or Notion
■Benefits of using this template
・You can automatically register information updated or registered in Salesforce to Notion, enabling centralized management.
・It is also possible to link from Notion to Salesforce, allowing for bidirectional information updates, reducing the hassle of accessing each app, and preventing information sharing errors.
◼️Notes
・Please link your Notion and Salesforce accounts with Yoom to use this service.
・Available with Yoom's team plan or higher.
・The flow bot will activate 5-15 minutes after registering an account in Salesforce.
・Salesforce is an app available only with the team plan or success plan. If you are on the free plan or mini plan, the operations and data connections set in the flow bot will result in errors, so please be careful.
・Paid plans such as the team plan or success plan offer a two-week free trial. During the free trial, you can use apps that are subject to restrictions.
■Overview
Automatically retrieve contact information registered in Hubspot and store it in a Notion database.
The information to be retrieved includes name, email address, phone number, company name, and job title, and it is possible to automatically register this information in the Notion database.
■Setup Instructions
・Please connect each of the Hubspot and Notion apps with Yoom. (My App Integration)
・In Notion's "Add Record" operation, set the target database and property information based on the information obtained from Hubspot.
・Once the setup is complete, change the trigger to ON.
■Notes
・Integration settings with the Hubspot account are required.
・Integration settings with the Notion account are required.
・Please replace the Notion operation settings information with any desired values for use.
■Overview
This is a flow that adds a record to a Notion database when new business card information is registered in Sansan.
By linking Sansan and Notion, new business card information is automatically added to Notion, eliminating the need for manual input and preventing any omissions or errors in information management.
■Recommended for
・Those who regularly use Sansan and Notion in their work and frequently need to transfer or operate between the two applications.
・Those who want to improve sales efficiency by linking customer information on Sansan with customer information on Notion.
■Benefits of using this template
For those who manage contact and customer information on Sansan but manage meeting minutes and shared materials on Notion, this template allows for instant linkage of customer information registered on Sansan to Notion, enabling automation and efficiency in operations. It also helps prevent transcription errors due to manual entry.
■Notes
・Please link both Sansan and Notion with Yoom.
・Sansan is an application available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flow bot will result in errors, 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 the restricted applications.
Send emails at a set date and time automatically to inform team members of goals or reminders without manual intervention.
■Overview
This is a flow that starts at the end of each month to send an email via Gmail.
It can be used for various purposes, such as aggregation processing in Microsoft Excel or monthly invoice issuance.
■Notes
・Please integrate Gmail with Yoom.
・The branching feature is available with the Mini Plan or higher plans.
・For the Free Plan, the operations of the flow bot you set will result in an error, so please be careful.
・Paid plans like the Mini 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 bot that automatically sends emails via Gmail at a specified time every day.
Please use it for automatic sending of reminders, etc.
■Notes
・Feel free to change the recipient and content of the emails as you like.
・You can set the activation timing freely.
■Overview
This is a flow that starts the flow bot on a specified day of the week to send Gmail.
It is a flow that can be used for regular weekly communications or daily reminder tasks, and does not require complex settings.
By automating routine tasks that occur daily, you can prevent mistakes such as missed notifications.
■Notes
・Please integrate Gmail with Yoom.
Automate the sending of Gmail template emails based on the scheduled retrieval of customer data, preventing errors from manual entry or forgotten sends.
■Overview
This flow retrieves customer information from Google Sheets at a specified date and time and sends a template email via Gmail.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
By implementing this flow, template emails in Gmail will be automatically sent based on customer information managed in Google Sheets according to a specified schedule.
It automates reminders based on contract renewal dates or deadlines, sending congratulatory messages or coupons to individual customers in their birth month, and campaign announcements based on purchased products or purchase frequency.
This eliminates the need for manual information retrieval and email creation/sending, preventing errors in recipients and forgotten sends.
Additionally, using templated emails ensures consistent quality in communication.
■Overview
This flow retrieves customer information from Notion at a specified date and time and sends a template email via Gmail.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
By implementing this flow, template emails in Gmail will be automatically sent based on customer information managed in Notion and according to the specified schedule.
Automations include sending reminders based on contract renewal dates or deadlines, sending birthday greetings or coupons to individual customers, and campaign announcements based on purchased products or purchase frequency.
Manual information retrieval and email creation/sending are no longer necessary, preventing errors in recipient addresses and missed sends.
Additionally, using templated emails allows for consistent quality communication.
■Overview
This flow retrieves customer information from kintone at a specified date and time and sends a template email via Gmail.
With Yoom, you can easily achieve this flow without any programming, as it allows for integration between apps.
■Recommended for
■Benefits of using this template
By implementing this flow, template emails in Gmail are automatically sent based on customer information managed in kintone, according to a specified schedule.
Reminders aligned with contract renewal periods or deadlines, birthday greetings or coupons for individual customers, and campaign information based on purchased products or purchase frequency are automated.
This eliminates the need for manual information retrieval and email creation/sending, preventing errors in recipient addresses and missed sends.
Additionally, using templated emails ensures consistent quality communication.
Automatically update your Notion, Google Sheets, or other databases with information extracted from incoming Gmail messages.
■Overview
The "Automatically Register Inquiry Emails Received in Gmail to Salesforce" workflow leverages the integration between Gmail and Salesforce to automatically register inquiry emails into Salesforce.
■Recommended for
■Benefits of Using This Template
Manually registering each email received in Gmail into Salesforce can hinder business progress.
This flow allows for automatic registration into Salesforce using the content received in Gmail, significantly reducing manual work.
Additionally, automation reduces human error and maintains consistency in customer data on Salesforce.
As a result, it eliminates the need for manual data entry, enabling swift and accurate customer management, improving operational efficiency, and ensuring data consistency.
■Overview
The flow "Create a deal in HubSpot from the content of prospect inquiry emails received in Gmail" is a business workflow that supports the efficiency of sales activities.
■Recommended for
■Benefits of using this template
Manually creating deals based on the content received in Gmail increases the risk of human error.
By utilizing this flow, the sales team can automatically analyze inquiry emails from prospects received in Gmail and create deals in HubSpot.
This reduces manual input work and enables rapid follow-ups.
Integrating multiple tools ensures smooth management of the entire sales process.
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.
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.
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!
