TaskRobin Blog

Use Gmail Rules to Automatically Save Emails to Notion

Looking for solutions to auto forward and save emails from Outlook? Read more here.

Do you always receive regular invoices and bills via email? Have you ever wondered if there is a way to automatically save them all to your Notion workspace?

Well, the good news is that you can do this today with TaskRobin.io!

Forward emails to Notion

There are two parts to this guide. First, we will take a look at how TaskRobin.io can help you easily save emails to Notion with a simple forward. Then, we will have a go at creating an email rule (you’ll only have to do this once!) to automatically save emails to Notion. And that’s it - all your regular invoices and bills will be tracked in Notion.

TaskRobin.io is a web integration for Notion that helps you save emails to Notion with all your attachments. After registering for an account, you can simply forward your emails to notion@taskrobin.io (or any other robot inbox of your choice) to have them saved to Notion. TaskRobin will automatically create a new item in your Notion database. Your message history, sender email address, timestamp and subject line will be stored in respective Notion properties. If your email includes attachments, they will also be automatically uploaded and made available for download in your Notion workspace.

This solves the problem of how to save emails to Notion.

Next, we can set up email rules in Gmail, or any other email service provider you use, to automatically forward your important emails to TaskRobin so they will be saved straight to Notion without you lifting a finger. It’s super easy to do and we’ve created a handy list of steps below to guide you:

Step 1: Set up your TaskRobin account and link a Notion page

  • Register for a free trial account and follow the instructions to link your Notion page.

Step 2: Add notion@taskrobin.io (or any other robot inbox of your choice) as a forwarding address with your email provider

  • Open Gmail, navigate to Settings -> Forwarding and POP/IMAP. Gmail forwarding menu
  • Click the “Add a forwarding address” button.
  • Enter “notion@taskrobin.io” as the forwarding address.
  • Click Next and proceed to forward emails to TaskRobin.io.
  • This will trigger a verification code to the TaskRobin inbox. Our team will forward you the verification code as soon as we can. Gmail forwarding verify
  • Once you have received the verification code from the TaskRobin team, you can verify this forwarding address and use this in an email rule.

Step 3: Create a rule in Gmail to filter out messages you want to auto save to Notion

  • Select messages in your inbox, open the “More” menu, click “Filter messages like this”. Gmail filter messages
  • Edit the input fields and create your own filter to select messages.
  • In the next step, you can choose to forward emails under this rule to the TaskRobin inbox. Save the filter and you are ready to go! Gmail rule forwarding

Once the forwarding address is verified, you can repeat Step 2 to create as many custom rules to help you keep track of regular emails from various senders!

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

While the forwarding address verification can take a while, this is an email hack that will tremendously increase your productivity. Once you have this setup, you never have to manually save emails to Notion by copying and pasting the message, and uploading the attachments one by one! And most importantly, you will never miss out on another important email.