AI Email-to-Task Automation in Notion with Gmail & n8n

Turn forwarded Gmail emails into actionable Notion tasks—automatically

This n8n workflow uses AI to read inbound Gmail messages and instantly create structured Tasks in Notion. Instead of manually triaging emails, you set up routes once via a user-friendly portal, and the automation handles the rest—at scale, across multiple users.

What this workflow does

• Processes inbound emails from multiple users through one Gmail account using a Gmail Trigger.
• Routes each email automatically by splitting new entries using the Gmail Alias embedded in the forwarded address.
• Retrieves the correct destination from a connected database via a custom web portal, including the Notion Database URL and each user’s personal API Token.
• Uses AI to convert the email into an actionable task, generating a task-worthy output plus a short summary and metadata based on the original message.
• Creates a new Notion Page in the mapped Notion Database using a predefined structure.
• Marks the email as “processed” in Gmail to prevent duplicate handling.
• Handles errors safely: if something goes wrong, the route is paused for overflow handling and the user is notified by email.

Use cases

• Convert support or request emails into Notion tasks for faster follow-up.
• Route different kinds of inbound emails (by alias) to different Notion databases or teams.
• SaaS teams running shared operations: multiple users share one automation process via the portal setup.

Technical details

• Integrations / nodes: Gmail, filter, code, set, no op, Airtable.
• Notion task creation using the user-specific API Token.
• AI email-to-task processing to generate structured, actionable outputs.

Ideal for n8n users, automation engineers, and SaaS operators who want reliable email-to-Notion task automation similar to Asana workflows—without the manual triage.