Let us explore how you can integrate Notion with Gmail and automatically send an email to your customers every time you enter their data in your Notion database.
This automation requires a one-time setup, for which we will use Pabbly Connect.
We will first link Notion with Pabbly Connect to capture the items, then link Pabbly Connect with Gmail and send emails using the captured items.
Steps to Automatically Send Emails to Customers from Notion
1. Sign In / Sign Up to Pabbly Connect and Create a Workflow
2. Setup Notion as the Trigger App to Capture Items
3. Add a Filter to the Workflow
4. Setup Gmail as the Action App to Send Emails
Step 1:- Sign In / Sign Up to Pabbly Connect and Create a Workflow
A. Sign In / Sign Up
To begin this process, visit Pabbly Connect and create your account by clicking on the ‘Sign Up Free’ button. You can also click on Sign In if you already have an account.
Click on the Pabbly Connect ‘Access Now’ button
B. Create Workflow
To create a new workflow, click the ‘Create Workflow’ button.
Name your workflow, and click on ‘Create’.
Step 2:- Setup Notion as the Trigger App to Capture Items
We will now look at the steps through which we will establish a link between Notion and Pabbly Connect. This will help us to fetch the items from your Notion database.
A. Trigger App
Trigger allows us to choose the application that will receive the data for Pabbly Connect. In our case, it would be Notion.
Choose ‘Notion’ as the Trigger App, select ‘New Database Item’ as a Trigger Event, and click on ‘Connect’.
B. Connect Notion Account
To connect with your Notion account, select ‘Add New Connection’, and click on ‘Connect With Notion’.
Select the Database ID from where you want to capture the data, and click on ‘Save & Send Test Request’.
Expand Response Received, under which the items of your Notion database must be visible. Thus, confirming the established connection.
Step 3:- Add a Filter to the Workflow
In case we want to send emails to only specific users and avoid sending emails to the entire database, we will add a column in our Notion database and add a Filter to our Workflow.
Choose ‘Filter by Pabbly’ as the Action App, select ‘Send Email’ as your Label, select ‘Equal to’ as the Filter Type, and enter ‘Yes’ as Value. At last, click on ‘Save & Send Test Request’ – This will ensure that the next step in our workflow will only be executed if the item in Notion contains that specific keyword, thus sending emails to only specific customers.
Step 4:- Setup Gmail as the Action App to Send Emails
Action allows us to choose the application that will get executed by the workflow trigger.
We essentially want to use the data captured from Notion to send emails through Gmail. Thus, Gmail will be our Action App.
A. Action App
Choose ‘Gmail’ as the Action App, select ‘Send Email’ as an Action Event, and click on ‘Connect’.
B. Connect Gmail Account
To connect your Gmail account, select ‘Add New Connection’, and click on ‘Connect With Gmail’. Also, grant the authorization. This account will be used for sending emails.
C. Map the Necessary Fields
Now that you have connected your Gmail account, all you need is to map the necessary details from the step above. Mapping ensures our data remains dynamic and changes as per the received responses.
Map the Recipient Email Address from the trigger step.
Enter the Subject of your email. If you wish, you can also add a Sender Name.
Compose an Email by mapping the details from the step above.
Attach a file if you have any, and click on ‘Save & Send Test Request’.
The moment you click on Save & Send Test Request, an email will be sent to the user’s email address.
Our automation is complete. We have successfully integrated Notion with Gmail. Now the users whose data you enter in your Notion database will automatically receive an email at their email address.
You can copy this entire workflow by clicking this link.
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