Turn Emails into AI-Enhanced Tasks in Notion (Multi-User Support) with Gmail, Airtable and Softr — n8n Workflow

High complexity⚡ Trigger25 nodes🏷️ Project Management👁 7,647 viewsby Mario

Overview

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

How it works

One Gmail account is used to process inbound mails from different us

Nodes used

AirtableHTTP RequestGmailCodeAI AgentOpenAI Chat ModelStructured Output ParserCalculator

Workflow Preview

Setup
- Disable the Gmail Trigger and enable the manual trigg
- Execute the workflow once
- Copy the Gmail Label IDs from the output of the "Requ
- Dis
Set Globals
Use the setup instructions below to retrieve the values
Select Base
Select the database and the table where the "Routes" ar
The Gmail inbox is checked every minute for n
Extract the Airtable Row ID from the Email ad
Filter by labels to prohibit double-processin
Dynamically build request body for Notion, si
The custom built request including the user s
The Email is processed in multiple ways:
- An actionable task is being generated based on the co
-
Skip disabled routes (determined by a checkbo
Send custom Email notifications back to sende
Add labels which prevent from double-processi
Disable a checkbox attribute in Airtable whic
tooltoolmodelmodelparserparser
OpenAI Chat Model
Calculator
Structured Output Parser
Add Label "Processed"
A
Active Routes Only
E
Extract Route ID
Deactivate Route
Add Label "Error"
Send notification about …
Send notification about …
Get Route by ID
Create Notion Page
⚡
G
Gmail Trigger
F
Filter for unprocessed m…
⚡
W
When clicking ‘Test work…
R
Required labels
G
Globals
N
No Operation, do nothing
Format Notion Page Blocks
Get all labels
Structured Output Parser1
Calculator1
OpenAI Chat Model1
Generate Actionable Task
Get Summary & Meta Data
25 nodes24 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a trigger trigger.

  2. 2

    Process

    Data flows through 25 nodes, connecting agent, airtable, code.

  3. 3

    Output

    The workflow completes its automation and delivers the result to the configured destination.

Node Details (25)

AI

Airtable

airtable

#1
HT

HTTP Request

httpRequest

#2
GM

Gmail

gmail

#3
CO

Code

code

#4
AI

AI Agent

n8n-nodes-langchain.agent

#5
OP

OpenAI Chat Model

n8n-nodes-langchain.lmChatOpenAi

#6
ST

Structured Output Parser

n8n-nodes-langchain.outputParserStructured

#7
CA

Calculator

n8n-nodes-langchain.toolCalculator

#8

How to Import This Workflow

  1. 1Click Download JSON button on the right to save the workflow file.
  2. 2Open your n8n instance. Go to Workflows → New → Import from file.
  3. 3Select the downloaded turn-emails-into-ai-enhanced-tasks-in-notion-multi-user-support-with-gmail-airtable-and-softr file and click Import.
  4. 4Set up credentials for each service node (API keys, OAuth, etc.).
  5. 5Click Test Workflow to verify everything works, then activate it.

Or paste directly in n8n → Import from JSON:

{ "name": "Turn Emails into AI-Enhanced Tasks in Notion (Multi-User Support) with Gmail, Airtable and Softr", "nodes": [...], ...}

Integrations

agentairtablecodefiltergmailgmailtriggerhttprequestlmchatopenaimanualtriggeroutputparserstructuredsettoolcalculator

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes25
Complexityhigh
Triggertrigger
Views7,647
CategoryProject Management

Created by

Mario

Mario

@octionic

Tags

agentairtablecodefiltergmailgmailtriggerhttprequestlmchatopenaimanualtriggeroutputparserstructured
⚡

New to n8n?

n8n is a free, open-source workflow automation tool. Self-host it or use the cloud version.

Get n8n Free →