How to integrate Notion with Google Chat to summarize the contents of meeting minutes registered in a Notion database and notify Google Chat

Everyone, how do you manage meeting minutes?
Sharing minutes on paper used to be the norm, but now many companies share them digitally.
However, aren't the communications for creating and sharing minutes still manual?
This time, we will introduce a method to integrate Notion with Google Chat to automatically summarize and notify the contents of the minutes.
This automation reduces the effort of creating minutes and the burden of notifying members.
We will use Yoom, which allows for no-code integration.
We will also explain the detailed steps, so please take a look!

Benefits of Integrating Notion with Google Chat

Benefit 1: Time Savings

By integrating Notion with Google Chat, the contents of the minutes are automatically summarized and notified in Google Chat.
This automation is expected to significantly save the time spent creating minutes and notifying members.
For project managers and team leaders, this means more time to focus on other important tasks, potentially improving overall productivity.

Benefit 2: Consistency of Information

When summaries are created manually, there can be variations in the quality and content of the information depending on the person responsible.
However, using an automated summarization feature increases the likelihood of consistent information being created and reduces the chance of input errors.
This allows the entire team to act based on the same information, reducing misunderstandings and miscommunications.

[What is Yoom]

How to Create a Notion and Google Chat Integration Flow

Step 1: Register/Login to Yoom and Register Apps

First, please access the official Yoom website and create an account.
If you already have an account, please log in.
Yoom Account Issuance Page

Once logged into your Yoom account, register the apps you will use.
1) Click "My Apps" and select "New Connection".

2) Select the app you want to register and log in with the account you use for each app.
Once the first app is registered, click "New Connection" again to register the second app.

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※ Please note that AI operations are only available with the Team Plan and Success Plan.
For Free Plan and Mini Plan, the operations set in the flow bot will result in errors.
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 AI features (operations).

3) Once registered, icons for the apps will appear in My Apps. Please check if the icons for the two registered apps are displayed.

Step 2: Select a Template

This time, we will create a flow to [summarize the contents of the minutes registered in the Notion database and notify Google Chat].
By utilizing this flow, team members can quickly grasp important points without reading the entire minutes.
Even members who couldn't attend the meeting or don't have time can understand the key points, improving the efficiency of information sharing and potentially enhancing the team's overall productivity.
Additionally, automation reduces human errors such as duplicate or missed notifications, ensuring the accuracy of shared information.

Step 3: Setting Up Integration Between Notion and LINE WORKS

1) Click on the "Try this template" icon of the template introduced earlier to copy it to your project.

2) The following display will appear.

Follow the instructions and click on the flow icons with "!" on the right in order to edit them.
You can change the title and details by clicking on them. Please modify them for ease of use.

3) Click on "App Trigger: When Minutes are Registered".

4) Select the trigger action "When a page in a specific database is created or updated" and click "Next".

5) Select the trigger interval, enter the database ID, and click "Test".
If the app registration is complete, you can select the database ID from the options.
Please select the database you created in advance.
If the test is successful, click "Save".

6) Return to the flow and click on the icon "Operate Database: Retrieve Property Information Including Minutes Using Object".

7) Select the execution action "Retrieve Record (ID Search)", enter the database ID, and click "Next".
If the app registration is complete, you can select the database ID from the options.
Please select the database you created in advance.

8) Enter the "Conditions for the Record You Want to Retrieve".
You can quote the output information from the Notion linked earlier, so select "Object ID" from the options.
Once entered, click "Test", and if the test is successful, click "Save".

9) Return to the flow and click on the "Summarize" icon.

10) Select the action "GPT3.5 | Summarize text within 3,500 characters (3 tasks)" and click "Next".

11) Enter each item.
Select the "Text to Summarize" from the options linked earlier.
Once entered, click "Test", and if the test is successful, click "Save".

12) Return to the flow and click on the icon "Integrate with App: Notify Google Chat".

13) Select the action "Send Message" and click "Next".

14) Enter the message content.
You can quote the output information from the summary obtained earlier, so select it from the options.
Once entered, click "Test", and if the test is successful, click "Save".

15) This completes the flow of summarizing the contents of the minutes registered in the Notion database and notifying Google Chat.

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Step 4: Testing and Verification

16) Once the setup is complete, the following display will appear, so click "Turn on Trigger".
Activate the flow bot and check if it works correctly once.

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Here is the template used this time

Examples of Other Automations Using Notion and Google Chat

To leverage the integration of Notion and Google Chat, Yoom offers other useful automation templates.

1.A flow that notifies Google Chat when information is added to any Notion database.
This is triggered by registration or updates in the Notion database, allowing the team to smoothly share the latest information and enabling efficient team management.
You can also create advanced flows that branch routes for registration and updates using creation and update timestamps.

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2.This is a flow that extracts tasks due today from the Notion database and notifies them collectively in Google Chat every day.
Since tasks due today are automatically notified in Google Chat from the Notion database, manual notification work is no longer necessary.
By notifying task information collectively, the work of each member is visualized, which is expected to facilitate smooth business operations.

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3.This is a flow that notifies Google Chat when survey response information is created on a Notion page.
As soon as a new response is added, a notification is sent to the Google Chat space, allowing all team members to immediately check the response content.
This enables timely understanding of customer feedback and quick action, which is expected to improve customer satisfaction.

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Summary

We introduced a method to achieve meeting minutes summarization and automatic notifications by integrating Notion with Google Chat.
This automation seems to significantly reduce effort and efficiently notify the entire team while maintaining information consistency.
By using Yoom to set up the integration, it becomes possible to easily connect without code, allowing you to use it with confidence even without technical knowledge.

Please feel free to use this blog as a reference and try app integration yourself!