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Send Emails to Notion
Send labeled Gmail conversations to Notion and clear finished labels
Use this Agent instantly or customize it - no programming needed
- Chosen email labelChosen email label
Your chosen label identifies the email conversations that belong on the shared task list.
- Labeled email conversationsLabeled email conversations
Your labeled emails supply subjects and snippets, grouped under each conversation ID.
- Existing shared tasks
Use email inbox to find labeled conversations and clear their labels when tasks are done.
- Missing email linksMissing email links
You get a report of conversations whose links could not be made. Their labels stay in place.
- New shared tasks
- Chosen email labelChosen email label
Your chosen label identifies the email conversations that belong on the shared task list.
- Completed email tasksCompleted email tasks
Your finished tasks carry conversation IDs. Their cleanup boxes show which labels remain.
- Source email conversationsSource email conversations
Your source conversations show whether the chosen email label remains on completed work.
Use email inbox to find labeled conversations and clear their labels when tasks are done.
- Tasks with email cleanup complete
- Conversations without the work labelConversations without the work label
Your finished conversations leave the labeled queue once the Agent clears their work label.
- Tasks with email cleanup complete
This Agent checks your chosen Gmail label on a schedule. It adds unlisted conversations to your shared Notion task list. It clears the label after your team checks off a task.
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GmailUsed as:
- Email inbox
Use Gmail to find labeled conversations and clear their labels when tasks are done.
- Shared task list
Use Gmail to find and create email tasks, then mark their email cleanup complete.
Microsoft OutlookUsed as:
- Email inbox
Use Microsoft Outlook to find labeled conversations and clear their labels when tasks are done.
- Shared task list
Use Microsoft Outlook to find and create email tasks, then mark their email cleanup complete.
AsanaUsed as:
- Email inbox
Use Asana to find labeled conversations and clear their labels when tasks are done.
ZoomUsed as:
- Email inbox
Use Zoom to find labeled conversations and clear their labels when tasks are done.
- Shared task list
Use Zoom to find and create email tasks, then mark their email cleanup complete.
TodoistUsed as:
- Shared task list
Use Todoist to find and create email tasks, then mark their email cleanup complete.
Microsoft To DoUsed as:
- Shared task list
Use Microsoft To Do to find and create email tasks, then mark their email cleanup complete.
Microsoft Office 365Used as:
- Email inbox
Use Microsoft Office 365 to find labeled conversations and clear their labels when tasks are done.
- Shared task list
Use Microsoft Office 365 to find and create email tasks, then mark their email cleanup complete.
ChatworkUsed as:
- Email inbox
Use Chatwork to find labeled conversations and clear their labels when tasks are done.
- Shared task list
Use Chatwork to find and create email tasks, then mark their email cleanup complete.
Zoho MailUsed as:
- Email inbox
Use Zoho Mail to find labeled conversations and clear their labels when tasks are done.
PodioUsed as:
- Email inbox
Use Podio to find labeled conversations and clear their labels when tasks are done.
FrontUsed as:
- Shared task list
Use Front to find and create email tasks, then mark their email cleanup complete.
TeamworkUsed as:
- Email inbox
Use Teamwork to find labeled conversations and clear their labels when tasks are done.
Made for your industry
Send Emails to Notion is made for businesses in these industries.
- Advertising and Marketing
Track labeled campaign requests as shared tasks, one per email thread.
Show all Agents for the Advertising and Marketing industry - IT Services
Add labeled support emails to a shared task list and clear completed ones.
Show all Agents for the IT Services industry - Consulting
Move labeled client requests into a shared task list without duplicates.
Show all Agents for the Consulting industry - Staffing and Recruiting
Make one shared task per labeled candidate or client conversation.
Show all Agents for the Staffing and Recruiting industry - Real Estate
Keep labeled buyer and seller emails in a shared task list.
Show all Agents for the Real Estate industry - Legal Services
Put labeled client matter emails on a shared task list, one per thread.
Show all Agents for the Legal Services industry - Property Management
Turn labeled tenant requests into shared tasks and clear finished threads.
Show all Agents for the Property Management industry - Accounting and Bookkeeping
Turn labeled client emails into shared tasks and clear finished threads.
Show all Agents for the Accounting and Bookkeeping industry
Made for your role
Send Emails to Notion is made for people in these roles.
- Project Coordinator
Add labeled project emails to a shared task list without duplicates.
Show all Agents for the Project Coordinator role - Administrative Assistant
Turn labeled office emails into shared tasks and clear completed work.
Show all Agents for the Administrative Assistant role - Recruiting Coordinator
Track labeled hiring emails as shared tasks and clear finished threads.
Show all Agents for the Recruiting Coordinator role - HR Coordinator
Add labeled employee requests to a shared list and clear finished emails.
Show all Agents for the HR Coordinator role - Executive Assistant
Put labeled requests from the executive inbox on a shared task list.
Show all Agents for the Executive Assistant role - Account Manager
Track labeled client follow-ups as shared tasks, once per thread.
Show all Agents for the Account Manager role - Operations Coordinator
Move labeled team requests into a shared queue, one task per thread.
Show all Agents for the Operations Coordinator role - Client Delivery Manager
Send labeled delivery requests to the team task list without repeats.
Show all Agents for the Client Delivery Manager role - Legal Administrator
Turn labeled matter emails into shared tasks and clear completed threads.
Show all Agents for the Legal Administrator role - Property Manager
Track labeled tenant emails as shared tasks, one per conversation.
Show all Agents for the Property Manager role - Office Manager
Put labeled office requests on a shared task list and clear finished ones.
Show all Agents for the Office Manager role
Made for your department
Send Emails to Notion is made for people in these departments.
- Project Management
Track labeled project emails as shared tasks and clear finished threads.
Show all Agents for the Project Management department - Client Services
Turn labeled client emails into shared tasks without duplicate entries.
Show all Agents for the Client Services department - Recruiting
Add labeled candidate emails to a shared task list, one per thread.
Show all Agents for the Recruiting department - Administration
Put labeled office requests on a shared list and clear completed emails.
Show all Agents for the Administration department - Customer Service
Track labeled customer emails in a shared queue until work is done.
Show all Agents for the Customer Service department - Human Resources
Move labeled employee requests to a shared list and clear finished emails.
Show all Agents for the Human Resources department - Operations
Keep labeled team requests in a shared task list without repeats.
Show all Agents for the Operations department - Legal
Make one shared task for each labeled legal matter conversation.
Show all Agents for the Legal department
How Send Emails to Notion works
4 steps, in order, on every run.
-
Find Labeled ConversationsCheck the Gmail label you choose for conversations needing work. Read their subjects and excerpts for the task list.
-
Skip Existing TasksSearch your shared Notion list by conversation ID, including completed tasks. Skip conversations already listed.
-
Add Tasks With Email LinksCreate a task for each unlisted conversation with its subject, excerpt, and email link. Leave the email labeled and report any missing link.
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Clear Labels for Finished TasksFind tasks your team marked done. Remove the chosen Gmail label, then mark cleanup complete. Leave failed removals open for the next check.
How to Get Started
Connect the tools you already use, such as Gmail, Microsoft Outlook or Asana.
12 tools
- Choose the email label that means a conversation needs a shared task and authorize access to that mailbox.
- Choose a shared task list with fields for title, excerpt, conversation ID, email link, Done, and Email label cleared; give the Agent access to read and add tasks and update the last field.
- Set the check interval and confirm that teammates opening an email link have access to the source mailbox.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Send Emails to Notion:
No. The Agent checks conversation IDs against your shared task list, including completed tasks. New messages in a listed conversation stay with that task.
When your team checks off a task, the Agent removes your chosen label from its conversation. If removal fails, it leaves cleanup open for the next check.
They can if they have access to the connected mailbox. Confirm that access when you set up the shared task list.
It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.
Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.
The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.
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