TaskRobin Blog

Save emails to Notion with property automations

Notion is an incredibly powerful tool. Its flexible system creates many possibilities for different workflows. However, there isn’t any native way to connect Notion to your email inboxes. If your daily workflows include creating and cataloging different types of tasks based on the emails you or your organisation receives, then integrating emails with Notion and adding automation rules to your Notion workflow would save your hours every week.

Integrate your email inboxes with Notion

We have created TaskRobin.io to link any email inbox you have to your Notion databases. TaskRobin is a Notion email integration that helps you to save emails to Notion with a simple forward, CC or BCC. It works with any email provider like Gmail, Outlook, Spark and more.

Whenver you forward an email to TaskRobin from your registered email inbox, a new Notion item will be created in your designated Notion database. This Notion item will contain all the crucial information from your forwarded email. This includes subject line, attachments, sender, recipients and other meta information.

Fully integrate into your existing Notion databases

But perhaps you don’t need all the meta data from the emails that you forward. Maybe your workflow doesn’t involve the recipients or the subject line of the emails.

A common scenario is that you have existing properties that should capture the data from your saved emails. For example, you may want to keep track of the owner for a certain task in the “task owner” property. Perhaps this information comes from the sender of your saved emails, you need to automatically populate the “task owner” field based on the sender of your emails.

Then you can use TaskRobin’s Notion property mapping tool to save the email’s sender information to your “task owner” property in your Notion database.

Map and auto fill Notion properties with email data

Notion templates and databases can quickly grow and increase in complexity as you add more properties, filters and sorting rules. In this case, it may be a good idea to disable certain auto created email meta properties that TaskRobin would add to your Notion database.

Disable auto creation and population of Notion properties

Automatically fill in custom properties

It is very common that you have many properties in your Notion workflow database. As new email tasks arrive, there are additional properties that need to be filled in for sorting and categorisation.

Perhaps you need to differentiate the types of tasks from incoming emails. Maybe you have a “task type” property in your Notion database with sorting rules linked to different views.

In this case, you can create multiple TaskRobin private robot inboxes, all linked to the same Notion database.

E.g. task_contract @taskrobin.io and task_support @taskrobin.io

Under the respective TaskRobin connections, you can define which Notion database properties should be automatically filled whenever a new email is saved.

For example, in the task_contract TaskRobin inbox connection, I want “task type” property to be filled as “contract”. And in the task_support connection, I want “task type” to be “support ticket”.

Automatically fill in custom properties with custom values

With this setup, you can then create different Notion views to display contract type tasks and support type tasks in Notion, making workflow management a walk in the park!

Check out our free Notion templates that help you manage emails in Notion!

Want to get started with integrating your email workflow into Notion? Check out TaskRobin.io and join us for a 7 day free trial, no credit card required!