Automated task tracking & notifications with Motion and Airtable

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2/3/2026

Typeform Lead Generation Automation Salesforce CRM

Automated project status tracking with Airtable and Motion

Who's it for

Project managers, team leads, and agencies who need to automatically monitor project completion status across multiple clients and send notifications when specific milestones are reached.

What it does

This workflow automatically tracks project progress by connecting Airtable project databases with Motion task management. It monitors specific tasks within active projects and triggers email notifications when key milestones are completed. The system is designed to handle multiple projects simultaneously and can be customized for various notification triggers.

How it works

The workflow follows a structured monitoring process:

Data Retrieval: Fetches project information from Airtable (project names and Motion workspace IDs) Motion Integration: Connects to Motion API using HTTP requests to retrieve project details Project Filtering: Identifies only active projects with "Todo" status containing "SEO" in the name Task Monitoring: Checks for specific completed tasks (e.g., "Intégrer les articles de blog") Conditional Notifications: Sends email alerts only when target tasks are marked as "Completed" Database Updates: Updates Airtable with last notification timestamps

Requirements

Airtable account with project database Motion account with API access Gmail account for email notifications HTTP request authentication for Motion API

How to set up

Step 1: Configure your Airtable database

Ensure your Airtable contains the following fields:

Project names: Names of projects to monitor Motion Workspace ID: Workspace identifiers for Motion API calls Status - Calendrier éditorial: Project status field (set to "Actif" for active projects) Last sent - Calendrier éditorial: Timestamp tracking for notification frequency Email addresses: Client and team member contact information

Step 2: Set up API credentials

Configure the following authentication in n8n:

Airtable Personal Access Token: For database access Motion API: HTTP header authentication for Motion integration Gmail OAuth2: For email notification sending

Step 3: Configure Motion API integration

Base URL: Uses Motion API v1 endpoints Project retrieval: Fetches projects using workspace ID parameter Task monitoring: Searches for specific task names and completion status Custom filtering: Targets projects with "SEO" in name and "Todo" status

Step 4: Customize scheduling

Default schedule: Runs daily between 10th-31st of each month at 8 AM Cron expression: 0 8 10-31 * * (modify as needed) Frequency options: Can be adjusted for weekly, daily, or custom intervals

Step 5: Set up email notifications

Configure Gmail settings:

Recipients: Project managers, clients, and collaborators Subject line: Dynamic formatting with project name and month Message template: HTML-formatted email with professional signature Sender name: Customizable organization name

How to customize the workflow

Single project, multiple tasks monitoring

To adapt for monitoring one project with several different tasks:

Modify the filter conditions to target your specific project Add multiple HTTP requests for different task names Create conditional branches for each task type Set up different notification templates per task

Multi-project customization

Database fields: Add custom fields in Airtable for different project types Filtering logic: Modify conditions to match your project categorization Motion workspace: Support multiple workspaces per client Notification rules: Set different notification frequencies per project

Alternative notification methods

Replace or complement Gmail with:

Slack notifications: Send updates to team channels Discord integration: Alert development teams SMS notifications: Urgent milestone alerts Webhook integrations: Connect to custom internal systems Teams notifications: Enterprise communication

Task monitoring variations

Multiple task types: Monitor different milestones (design, development, testing) Task dependencies: Check completion of prerequisite tasks Progress tracking: Monitor task progress percentages Deadline monitoring: Alert on approaching deadlines

Conditional logic features

Smart filtering system

Active project detection: Only processes projects marked as "Actif" Date-based filtering: Prevents duplicate notifications using timestamp comparison Status verification: Confirms task completion before sending notifications Project type filtering: Targets specific project categories (SEO projects in this example)

Notification frequency control

Monthly notifications: Prevents spam by tracking last sent dates Conditional execution: Only sends emails when tasks are actually completed Database updates: Automatically records notification timestamps Loop management: Processes multiple projects sequentially

Results interpretation

Automated monitoring outcomes

Project status tracking: Real-time monitoring of active projects Milestone notifications: Immediate alerts when key tasks complete Database synchronization: Automatic updates of notification records Team coordination: Ensures all stakeholders are informed of progress

Email notification content

Each notification includes:

Project identification: Clear project name and context Completion confirmation: Specific task that was completed Calendar reference: Links to editorial calendars or project resources Professional formatting: Branded email template with company signature Action items: Clear next steps for recipients

Use cases

Agency project management

Client deliverable tracking: Monitor when content is ready for client review Milestone notifications: Alert teams when phases complete Quality assurance: Ensure all deliverables meet completion criteria Client communication: Automated updates on project progress

Editorial workflow management

Content publication: Track when articles are integrated into websites Editorial calendar: Monitor content creation and publication schedules Team coordination: Notify writers, editors, and publishers of status changes Client approval: Alert clients when content is ready for review

Development project tracking

Feature completion: Monitor when development milestones are reached Testing phases: Track QA completion and deployment readiness Client delivery: Automate notifications for UAT and launch phases Team synchronization: Keep all stakeholders informed of progress

Workflow limitations

Motion API dependency: Requires stable Motion API access and proper authentication Single task monitoring: Currently tracks one specific task type per execution Email-only notifications: Default setup uses Gmail (easily expandable) Monthly frequency: Designed for monthly notifications (customizable) Project naming dependency: Filters based on specific naming conventions Manual configuration: Requires setup for each new project type or workspace

Automated Task Tracking & Notifications with Motion and Airtable

This n8n workflow automates the process of tracking tasks in Airtable and sending notifications via Gmail for tasks that are due soon. It integrates with Airtable to fetch task data and then uses a custom HTTP request to interact with the Motion API (though the Motion API interaction is currently a placeholder in the provided JSON).

What it does

Triggers on a Schedule: The workflow runs automatically at a set interval (e.g., daily) to check for upcoming tasks.
Fetches Tasks from Airtable: It connects to a specified Airtable base and table to retrieve task records.
Processes Tasks in Batches: If there are many tasks, it processes them in manageable batches to prevent overloading downstream services.
Checks Task Status: For each task, it uses a Code node to determine if the task is "Due Soon" based on its Due Date and Status.
Filters for Due Soon Tasks: Only tasks identified as "Due Soon" are passed to the next steps.
Sends Email Notifications: For each "Due Soon" task, it sends an email notification via Gmail to a specified recipient, detailing the task name, due date, and a link to the task in Airtable.
Placeholder for Motion API Interaction: Includes an HTTP Request node, currently configured as a placeholder, which could be extended to interact with the Motion API for task management or updates.

Prerequisites/Requirements

n8n Instance: A running n8n instance (self-hosted or cloud).
Airtable Account: An Airtable account with a base and table containing task information (at minimum, a "Name", "Due Date", and "Status" field).
Gmail Account: A Gmail account configured as a credential in n8n for sending email notifications.
Airtable API Key: An Airtable API key configured as a credential in n8n.
Motion API Key (Optional): If you intend to integrate with Motion, you will need a Motion API key and relevant API endpoints. This part of the workflow is currently a placeholder.

Setup/Usage

Import the Workflow:
- Download the provided JSON file.
- In your n8n instance, click "New" in the workflows sidebar, then "Import from JSON".
- Paste the JSON content or upload the file.
Configure Credentials:
- Airtable: Update the "Airtable" node (ID: 2) with your Airtable API Key credential. Specify your Base ID and Table Name.
- Gmail: Update the "Gmail" node (ID: 356) with your Gmail API Key or OAuth2 credential. Configure the "To" email address, "Subject", and "Body" as desired.
Adjust Schedule (Optional):
- The "Schedule Trigger" node (ID: 839) is set to run periodically. Adjust the cron expression or interval to your preferred schedule (e.g., once a day, every hour).
Customize Task Logic:
- Code Node (ID: 834): Review the JavaScript code in the "Code" node. This node defines the logic for determining if a task is "Due Soon" based on its Due Date and Status. Modify the logic to fit your specific criteria.
- Filter Node (ID: 844): The "Filter" node checks the output of the "Code" node. Ensure its condition (isDueSoon is true) aligns with your logic.
Configure Motion Integration (Advanced/Optional):
- The "HTTP Request" node (ID: 19) is a placeholder. If you wish to integrate with Motion, you will need to:
  - Obtain your Motion API endpoint and authentication method.
  - Modify the HTTP Request node to send the appropriate data to the Motion API (e.g., create tasks, update statuses).
Activate the Workflow: Once all configurations are complete, activate the workflow in n8n.

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