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Turn emails into AI-enhanced tasks in Notion (multi-user support) with Gmail, Airtable and Softr

MarioMario
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2/3/2026
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Purpose

This workflow automatically creates Tasks from forwarded Emails, similar to Asana, but better. Emails are processed by AI and converted to rather actionable task.

In addition this workflow is build in a way, that multiple users can share this single process by setting up their individual configuration through a user friendly portal (internal tool) instead of the need to manage their own workflows.

Demo

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How it works

  • One Gmail account is used to process inbound mails from different users.
  • A custom web portal enables users to define “routes”. Thats 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 then gets processed by AI to get generate an actionable task and get a short summary of the original Email as well as some metadata.
  • Based on a predefined structure a new Page is created in the corresponding Notion Database.
  • Finally the Email is marked as “processed” in Gmail.
  • If an error happens, the route gets paused for a possible overflow and the user gets notified by Email.

Setup

  • Create a new Google account (alternatively you can use an existing one and set up rules to keep your inbox organized)
  • Create two Labels in Gmail: “Processed” and “Error”
  • Clone this Softr template including the Airtable dataset and publish the application
  • 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 published Softr application
  • Register as a new user
  • Create a new route containing the Notion API key and the Notion Database URL
  • Expand the new entry to copy the Email address
  • Save the address as a new contact in your Email provider of choice
  • Forward an Email to it and watch how it gets converted to an actionable task

Disclamer

  • Airtable was chosen, so you can setup this template fairly quickly. It is advised to replace the persistence by something you own, like a self hosted SQL server, since we are dealing with sensitive information of multiple users
  • This solution is only meant for building internal tools, unless you own an embed license for n8n.

Turn Emails into AI-Enhanced Tasks in Notion (Multi-User Support with Gmail, Airtable, and Softr)

This n8n workflow automates the process of converting incoming emails into structured, AI-enhanced tasks within Notion, designed to support multiple users. It integrates Gmail for email reception, Airtable for user and configuration management, and leverages AI for intelligent task extraction and enrichment.

What it does

This workflow streamlines task creation by:

  1. Triggering on New Emails: Listens for new emails in a specified Gmail account.
  2. Retrieving User Configuration: Fetches user-specific Notion database IDs and other settings from Airtable based on the recipient of the email.
  3. Filtering for Valid Users: Checks if the recipient email address corresponds to a configured user in Airtable. If not, the workflow stops.
  4. AI-Powered Task Extraction: Uses an AI Agent (powered by an OpenAI Chat Model) to analyze the email content and extract key information like task title, description, due date, and priority. A Structured Output Parser ensures the AI output is in a usable JSON format.
  5. Task Refinement: A "Code" node processes the AI's output, preparing it for Notion.
  6. Creating Notion Page: Creates a new page (task) in the user's designated Notion database with the extracted and enhanced details.
  7. Marking Email as Read: Optionally marks the processed email as read in Gmail.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Gmail Account: A Gmail account configured as a credential in n8n for the Gmail Trigger and Gmail nodes.
  • Airtable Account: An Airtable account with a base containing user configurations (e.g., recipient email, Notion database ID). This will require an Airtable credential in n8n.
  • Notion Account: A Notion workspace and database(s) where tasks will be created. You'll need a Notion API integration and a Notion credential in n8n.
  • OpenAI API Key: An OpenAI API key configured as a credential in n8n for the OpenAI Chat Model node.

Setup/Usage

  1. Import the Workflow: Download the JSON provided and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Gmail OAuth2 credentials for both the Gmail Trigger and Gmail nodes.
    • Set up your Airtable API Key credential for the Airtable node.
    • Set up your Notion API Key credential (or OAuth2) for the HTTP Request node (which interacts with the Notion API).
    • Set up your OpenAI API Key credential for the OpenAI Chat Model node.
  3. Configure Airtable:
    • Create an Airtable base with a table named "Users" (or similar).
    • This table should contain columns for:
      • Email: The email address of the user (recipient email).
      • Notion Database ID: The ID of the Notion database where tasks for this user should be created.
      • (Potentially other user-specific settings as needed by your AI prompts or Notion page properties).
  4. Configure Gmail Trigger:
    • Specify the "Label" or "Folder" in Gmail that the workflow should monitor for new emails (e.g., "Inbox", "Tasks").
  5. Configure AI Agent:
    • Review the prompts within the AI Agent and Structured Output Parser nodes. Adjust them to precisely define how the AI should extract and format task information from emails. Ensure the expected output matches your Notion database properties.
  6. Configure Notion API Call:
    • In the HTTP Request node (which creates the Notion page), ensure the URL and body are correctly mapped to your Notion database properties. This node will use the Notion Database ID retrieved from Airtable.
  7. Activate the Workflow: Once all credentials and configurations are set, activate the workflow. It will now automatically process new emails and create AI-enhanced tasks in Notion.

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