Challenge
A growing product team was tracking dozens of ongoing projects in Notion, but lacked a cohesive way to surface daily priorities or share updates automatically.
Manual reporting through Notion exports and email digests was slow, inconsistent, and often ignored. Team leads wanted an automated system that could pull live task data from Notion databases, generate intelligent summaries and priorities using AI, and deliver formatted updates straight to email inboxes — all without maintaining servers or writing custom backend code.
Solution
We designed a serverless automation pipeline connecting Notion, OpenAI, and Gmail through a no-code orchestration platform.
- Schedule trigger runs daily to initiate the workflow
- Notion API integration retrieves all active tasks from multiple project databases
- OpenAI model analyzes task metadata and generates structured summary with recommendations
- Gmail OAuth2 sends formatted summaries via email to team members or stakeholders
- Optional downstream steps log metrics and archive summaries for traceability
Results
- Reduced manual reporting time by 90%
- Improved task visibility across departments through consistent updates
- Eliminated need for custom servers — all logic runs through managed integrations
- Enabled rapid iteration for Slack alerts, Google Sheets logging, or CRM sync
Technologies Used
Notion APIOpenAI APIGmail APIOAuth2n8n