Turn Emails into AI-Enhanced Tasks in Notion

Purpose

This workflow automatically creates tasks from forwarded emails, similar to Asana, but with enhanced capabilities. Emails are processed by AI and converted into actionable tasks.

In addition, this workflow is designed for multiple users to share a single process. Each user can set up their individual configuration through a user-friendly portal (internal tool) without needing to manage their own workflows.

Demo

How it works

   
• A single Gmail account is used to process inbound emails from different users.
   
• A custom web portal enables users to define “routes”. This is where the mapping between an automatically generated Gmail Alias and a Notion Database URL, including the personal API token, happens.
   
• Using a Gmail trigger, new entries are split by the email alias so the corresponding route can be retrieved from the database connected to the portal.
   
• Every email is processed by AI to generate an actionable task and provide a short summary of the original email along with some metadata.
   
• Based on a predefined structure, a new page is created in the corresponding Notion database.
   
• The email is then marked as “processed” in Gmail.
   
• If an error occurs, the route is paused to prevent overflow, and the user is notified by email.

Setup

   
• Create a new Google account (or use an existing one and set up rules to organize your inbox).
   
• Create two labels in Gmail: “Processed” and “Error”.
       
• Clone this workflow and choose credentials (Gmail, Airtable).
   
• Follow the additional instructions provided within the workflow notes.
   
• Enable the workflow so it runs automatically in the background.

How to use

   
• Open the published Softr application.
   
• Register as a new user.
   
• Create a new route with the Notion API key and Notion Database URL.
   
• Expand the new entry to copy the email address.
   
• Save the address as a new contact in your email provider.
   
• Forward an email to the address and watch how it gets converted into an actionable task.

Disclaimer

   
• Airtable was chosen for quick setup, but it is advised to replace this persistence layer with something you own, like a self-hosted SQL server, especially since this workflow handles sensitive user information.
   
• This solution is intended for building internal tools, unless you hold an embed license for rantir.