Who is this workflow for? Transform your email workflow by automatically converting forwarded emails into actionable tasks in Notion. This n8n workflow leverages Gmail, Airtable, and Softr to streamline task management for multiple users within a single, efficient process..

What does this workflow do?

  • Gmail Processing: A single Gmail account receives forwarded emails from multiple users.
  • Custom Web Portal: Users define their unique routes through a web portal, mapping Gmail aliases to specific Notion databases and providing their personal API tokens.
  • Email Routing: Incoming emails are filtered by their Gmail aliases, allowing the workflow to retrieve the appropriate route from the Airtable database connected to the portal.
  • AI Task Generation: Each email is analyzed by AI to create an actionable task, including a summary of the email and relevant metadata.
  • Notion Integration: The workflow generates a new page in the designated Notion database following a predefined structure.
  • Email Status Update: Processed emails are labeled as “Processed” in Gmail to keep the inbox organized.
  • Error Handling: If an error occurs, the affected route is paused, and the user is notified via email for further action.

🤖 Why Use This Automation Workflow?

  • Efficiency: Automatically process and convert emails into structured tasks, reducing manual data entry.
  • Scalability: Supports multiple users, allowing teams to manage their tasks seamlessly through a shared system.
  • Customization: Easily configure individual user settings via a user-friendly portal without the need for separate workflows.
  • AI Integration: Utilizes artificial intelligence to generate actionable tasks and summarize email content, enhancing task clarity and relevance.

👨‍💻 Who is This Workflow For?

This workflow is ideal for teams and organizations that rely heavily on email communication and use Notion for task management. It is particularly beneficial for project managers, administrative teams, and anyone looking to streamline their task creation process from emails without managing individual workflows.

🎯 Use Cases

  1. Project Management: Automatically create project tasks in Notion from client or stakeholder emails, ensuring nothing falls through the cracks.
  2. Customer Support: Convert support requests received via email into organized tasks for your support team to address promptly.
  3. Sales Tracking: Turn sales inquiries and follow-ups received by email into tasks, helping your sales team prioritize and manage leads effectively.

TL;DR

This n8n workflow seamlessly integrates Gmail, Airtable, and Softr to convert emails into actionable Notion tasks for multiple users. By automating task creation and leveraging AI, it enhances productivity and ensures efficient task management across your team.

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