# Turn emails into AI-enhanced tasks in Notion (multi-user support): n8n workflow

> Started by an arriving email, and works across Airtable and Gmail. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/turn-emails-into-ai-enhanced-tasks-in-notion-multi-user-supp (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Customer support](https://millionrounds.com/workflows?category=Customer+support#library)

# Turn emails into AI-enhanced tasks in Notion (multi-user support)

Started by an arriving email, and works across Airtable and Gmail. It hands the judgement calls to OpenAI. 25 steps: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fturn-emails-into-ai-enhanced-tasks-in-notion-multi-user-supp)

**25 steps** Large: read it before trusting it with anything live

**0** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Model 8 Logic 7 Service 8

The steps in the order they run, from what starts it.

- 1 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 2 **Calculator** Tool Calculator *Model*
- 3 **Structured Output Parser** Output Parser Structured *Model*
- 4 **Gmail Trigger** Gmail trigger *Starts it*
- 5 **When clicking ‘Test workflow’** Manual trigger *Starts it*
- 6 **Structured Output Parser1** Output Parser Structured *Model*
- 7 **Calculator1** Tool Calculator *Model*
- 8 **OpenAI Chat Model1** Lm Chat Open Ai *Model*
- 9 **Get Summary & Meta Data** Agent *Model*
- 10 **Globals** Set *Logic*
- 11 **Get all labels** Gmail *Service*
- 12 **Generate Actionable Task** Agent *Model*
- 13 **Format Notion Page Blocks** Code *Logic*
- 14 **Filter for unprocessed mails** Filter *Logic*
- 15 **Required labels** Filter *Logic*
- 16 **Create Notion Page** Http Request *Service*
- 17 **Extract Route ID** Set *Logic*
- 18 **Add Label "Processed"** Gmail *Service*
- 19 **Deactivate Route** Airtable *Service*
- 20 **Get Route by ID** Airtable *Service*
- 21 **Send notification about deactivated route** Gmail *Service*
- 22 **Active Routes Only** Filter *Logic*
- 23 **No Operation, do nothing** No Op *Logic*
- 24 **Add Label "Error"** Gmail *Service*
- 25 **Send notification about missing route** Gmail *Service*

## How it's built

- **Starts on:** An arriving email
- **Steps:** 25
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Airtable, Gmail
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Airtable and Gmail accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an arriving email.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 25 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 25 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fturn-emails-into-ai-enhanced-tasks-in-notion-multi-user-supp)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Airtable](https://millionrounds.com/workflows?service=Airtable#library)[Gmail](https://millionrounds.com/workflows?service=Gmail#library)

## Workflows like it

Also customer support, with the same services where possible, closest in size first.

- [**Email sorting & drafting for customer support with Gemini** 26 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/email-sorting-and-drafting-for-customer-support-with-gemini)
- [**Run a WhatsApp customer support chatbot with OpenWA and OpenAI** 26 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/run-a-whatsapp-customer-support-chatbot-with-openwa-and-open)
- [**SEO FAQ generator for websites with Google Sheets** 24 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/seo-faq-generator-for-websites-with-google-sheets)
- [**Route website chat visitors to Calendly booking, FAQs, and Gmail** 24 steps · Gmail](https://millionrounds.com/workflow/route-website-chat-visitors-to-calendly-booking-faqs-and-gma)
- [**AI email support system: Gmail, Gemini, GPT-4, Slack & Google** 23 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/ai-email-support-system-gmail-gemini-gpt-4-slack-and-google)
- [**Automate customer support with Slack and CRM** 27 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/automate-customer-support-with-slack-and-crm)