AI-Powered Email-to-Notion Task & Summary Agent

Unlock Automated Email Processing & Task Management with this AI Agent

This n8n workflow transforms your Gmail inbox into a highly efficient, organized system. It listens for new emails, then employs the advanced capabilities of OpenAI's GPT-4o model to intelligently understand the content. The AI Agent excels at two key abilities: actionable task generation and comprehensive summarization with metadata extraction. It then dynamically creates well-structured pages in your specified Notion database. Email-to-Notion routing and activation are managed through an Airtable base, giving you fine-grained control.

Key Features & Benefits

• AI-Driven Content Analysis: Leverages OpenAI's GPT-4o to understand email content, generate concise actionable tasks (title, description, optional bullet points), and create detailed summaries with sender, subject, and date metadata.
• Automated Notion Page Creation: Formats AI-generated content into structured Notion pages, including titles, paragraphs, bullet points, and dividers, directly within your chosen database.
• Dynamic Routing via Airtable: Configure multiple email aliases to route to different Notion databases or apply specific processing. Manage these routes (including activation/deactivation) easily in an Airtable base.
• Gmail Integration: Triggers on new emails in your Gmail inbox and applies labels (e.g., "Processed", "Error") to manage workflow status and prevent reprocessing.
• Robust Error Handling: If Notion page creation fails (e.g., API issues, permission problems), the agent automatically deactivates the specific route in Airtable and notifies the original sender via email, preventing repeated errors.
• Customizable Prompts: Tailor the AI's behavior by modifying the system prompts within the Langchain Agent nodes for task generation and summarization to fit your specific needs.
• Efficient Workflow Management: Filters out already processed or errored emails, ensuring each email is handled appropriately once.

• An n8n instance (Cloud or self-hosted).
• OpenAI API Key with access to the gpt-4o model.
• Gmail account with OAuth2 credentials configured in n8n.
• Notion account with an Integration Token and the ID of your target Notion Database (the workflow helps extract the ID from a URL).
• Airtable account with API credentials, a Base ID, and a Table ID for managing processing routes.
• You'll need to create or identify two Gmail labels (e.g., 'Processed', 'Error') and get their IDs during setup.

1. Download the n8n workflow JSON file (mails2notion-V2.json).
2. Import the workflow into your n8n instance.
3. Configure Credentials:
   • Gmail: Update all Gmail nodes ('Gmail Trigger', 'Add Label', 'Send notification') with your Gmail OAuth2 credentials.
   • OpenAI: Configure the 'OpenAI Chat Model' nodes ('OpenAI Chat Model', 'OpenAI Chat Model1') with your OpenAI API Key. Ensure it has gpt-4o access.
   • Airtable: Update the 'Get Route by ID' and 'Deactivate Route' nodes with your Airtable API credentials. Also, specify the Airtable Base ID and Table ID where your routes will be stored.
4. Set up Gmail Label IDs (Globals Node):
   • Temporarily disable the 'Gmail Trigger' node.
   • Enable the 'When clicking ‘Test workflow’' manual trigger node.
   • Connect the 'When clicking ‘Test workflow’' node to the 'Get all labels' node if not already connected for testing.
   • Run the workflow starting from the 'Get all labels' node (or via the manual trigger).
   • Examine the output of the 'Required labels' filter node. It should list your Gmail labels. Identify the id for labels you want to use for 'Processed' and 'Error' (e.g., create 'NotionProcessed' and 'NotionError' in Gmail if they don't exist, then re-run to get their IDs).
   • Open the 'Globals' node and update the errorLabelID and processedLabelID values with the IDs you copied.
   • Disable the 'When clicking ‘Test workflow’' node and re-enable the 'Gmail Trigger' node.
5. Configure Airtable for Routes:
   • In your Airtable base, create a table (e.g., 'Routes') with at least these fields:
     • id (Primary Field, Text): This will be the email alias (e.g., for yourname+alias@gmail.com, the id is alias). The workflow uses this to find the route.
     • Name (Text): A descriptive name for the route.
     • Token (Text): Your Notion API Key (Internal Integration Token).
     • NotionDatabase (URL): The full URL of your target Notion Database (e.g., https://www.notion.so/yourworkspace/xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx?v=...). The workflow extracts the 32-character database ID.
     • Active (Checkbox): Check this if the route should be active.
   • Create at least one route entry in this Airtable table.
6. Customize AI Prompts (Optional):
   • Review the system prompts in the 'Generate Actionable Task' and 'Get Summary & Meta Data' Langchain Agent nodes. Adjust the instructions to fine-tune the AI's output for tasks and summaries.
7. Verify Notion Page Structure (Code Node):
   • The 'Format Notion Page Blocks' Code node prepares the JSON body for the Notion API. If your Notion database has specific required properties beyond a 'Name' (title) property, you might need to adjust this code.
8. Test: Send an email to one of the aliases you've configured in Airtable (e.g., yourgmailaddress+youralias@gmail.com). Check if a Notion page is created and the email gets labeled in Gmail.
9. Activate the workflow in n8n to run automatically.