Schedule Trigger Automate

Who should use this workflow

• Freelancers and Small Business Owners: Ideal for managing client emails and tracking tasks effectively.
• Project Managers: Helps in organizing emails related to project tasks and ensuring nothing is overlooked.
• Students and Researchers: Useful for keeping track of important emails and notes in one place.
• Teams using Notion for Collaboration: Perfect for teams that want to integrate their email communications into their Notion workspace seamlessly.

What problem does this workflow solve

This workflow automates the process of transferring important emails from Gmail to a Notion database, ensuring that:

• Emails labeled with a specific tag are tracked efficiently.
• Users do not miss critical tasks or updates from emails, as they are logged into Notion.
• Once tasks are completed in Notion, the corresponding email labels are automatically removed, keeping the inbox organized.

Detailed explanation of the workflow process

1. Scheduled Trigger: The workflow runs every minute, allowing for real-time updates.
2. Derive Last Request Time: It calculates the last time the workflow checked for emails, ensuring no emails are missed.
3. Get Emails: The workflow retrieves all emails with a specific label (e.g., Notion) that were received since the last check.
4. Check Database for Existing Pages: For each email, it checks if a corresponding Notion page already exists based on the Thread ID.
5. Conditional Logic: If the page does not exist, it creates a new page in Notion with:
   • Email subject as the title.
   • A snippet of the email body as content.
   • A link to the email.
6. Update Handling: When a task is checked off in Notion, the label from the original email is removed, keeping the workflow tidy.
7. Notifications and Logging: Users can receive updates or logs about the actions taken, ensuring they stay informed about their email tasks.