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Question

Automate monthly email reminders and data collection with Notion

  • January 15, 2025
  • 1 reply
  • 23 views

Hello everyone, 

I have a quite complexe process I want to implement in order to automate my work. 

Basically, every months, I have to send many emails that are exactly the same from one month to the other in order to ask for updates on data, the only thing that is going to change is the date of the data reporting I will be getting. 

I already have a database in Notion with every person I have to send the email to. 

I would like to be able to add a column in this database with checkboxes, and everytime I check one boxes, it sends the pre-written email to the person associated to the row of the database. But I would like to format the subject of the email with “Reporting XXX (name of the last month)”.

 

After that, I would like to transfer all of the emails that are answers from these emails to a specific mailbox, from which I would extract all of the attachments one by one (there are always multiple attachments) and upload them in one particular folder in my google drive ( I couldn’t find how to have every attachment uploaded independently and not in one zip). The name of the document would be the subject of the email it was taken from. 

If any of you know how to do that, I would be very grateful to have the solution, it would save me a lot of time ! 

Thank you :) 

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1 reply

JammerS
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  • Zapier Staff
  • 2350 replies
  • January 22, 2025

Hi ​@clem1234,

 

Welcome to the Community.

 

Automating this process with Zapier is achievable in three parts. First, trigger the "New or Updated Database Item" in the Notion filter for checked checkboxes, and send an email using Zapier email with a dynamically formatted subject. Second, use your email client's filters to move emails with a specific subject line to a designated mailbox since Zapier doesn't directly support mailbox transfers. Third, trigger a "New Email in Inbox" filter for responses and upload email attachments to Google Drive using a custom file name. 

 

Test each Zap thoroughly to ensure smooth operation, and ask for help if needed.