Turn Emails into Tasks in Notion

Action items hide inside email threads. Copying them into a task manager is tedious, so tasks get forgotten.

A team forwards emails to a shared Gmail address. The workflow finds the user's route in Airtable, AI agents write a short task title, a description and a detailed summary, and a page is created in that user's Notion database with details to find the original email.

1. 1A Gmail trigger checks for new messages and skips ones already processed, using labels.
2. 2Reads the route from the receiving address and loads that route's settings from Airtable.
3. 3One AI agent creates an actionable task and another writes a summary and email metadata.
4. 4Builds a custom request that creates a page in the user's Notion database.
5. 5Labels the email as processed, or emails the sender an error with suggestions to fix it.

• A Gmail account that receives forwarded emails
• An Airtable base for routes
• Notion access for each user
• An OpenAI API key

• Users decide which emails to forward.
• You manage routes and access in Airtable.

• Follow the setup steps to copy the Gmail label IDs into the globals node before activating.