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Hey Zapier community 👋

I'm trying to build a daily outreach automation where:

  • Every day at 10 a.m., a Zap is triggered (using Schedule by Zapier).

  • Then, it should pull up to 25 items from my Notion database, where the Status property is set to "Ready".

Problem:
When I use “Schedule by Zapier” as the trigger, and then add a Notion step like Find Database Item, it only lets me search for one item — using an exact match like an email or ID.

But I want to pull a filtered list — for example:

Get all rows where Status = "Ready" (up to 25)

I don’t see a "Find Database Items" option, and the “Search Database” doesn't return multiple results in a usable way for looping.

My goal: → Loop through 25 “Ready” leads from Notion every day at 10 a.m.
→ Send an email via Zoho
→ Update the Status in Notion after the email is sent

Is there a workaround or trick I’m missing?

so this is the autoamtion that i wanna do but i could’t go pass the 1st stage  i am stuck in the second in the second action “Action: Find items in Notion where Status = Ready & Email is not blank/x

so i understand this action is i need is to pull data from notion and use filter but the thing is when i add Schedule as a trigger i can’t pull data from notion as if notion was the trigger 

 

 

🧠 STAGE 0: The Brain – Notion DB

Make sure your Notion DB has integration access via Zapier.

🔁 STAGE 1: Initial Email Outreach

Zap #1: Daily Email Outreach Trigger

  1. Trigger: Schedule (Every day)

  2. Action: Find items in Notion where Status = Ready & Email is not blank/x

  3. Action: Delay 5–10 min (randomized delay)

  4. Action: Send email via Zoho (use template with personalization)

  5. Action: Update Notion

    • Status = Contacted

    • Last Contacted Date = Today

    • AI Last Action = Sent outreach email

Zap #2: If no Email

  1. Trigger: Same as above, but filter Email is blank or x

  2. Action: Update Notion:

    • Status = Manual LinkedIn

🤖 STAGE 2: AI Analyzes Email Reply

Zap #3: On Incoming Email

  1. Trigger: New email in Zoho (filtered for replies)

  2. Action: Find matching agency in Notion by email

  3. Action: Send the email body to OpenAI with smart prompt

  4. Action (Paths):

    • ✅ Interested → Send Calendly invite via Zoho

      • Update Notion:

        • Status = Meeting Email Sent

        • AI Last Action = Sent Calendly invite

        • Reply Received = Yes

    • ❌ Not interested → Just update Notion:

      • Status = Contacted

      • AI Last Action = No interest detected

      • Reply Received = Yes

    • 🤷 Unsure → Update Notion:

      • AI Last Action = Human review needed

⏱️ STAGE 3: Follow-Up (No Response)

Zap #4: Daily Follow-up Check

  1. Trigger: Schedule (daily)

  2. Action: Find all Notion items:

    • Status = Contacted

    • Reply Received = No

    • Last Contacted Date is over 7 days ago

  3. Action (Paths):

    • If LinkedIn URL exists → Update Status = No Response – Contact via LinkedIn

    • If not → Update Status = Dead Lead

Hi ​@hassan00998 

Most Zap app triggers/actions work on a single record basis.

If you want to search for and return 0+ records, then you need to use the Notion API: https://developers.notion.com/

Zap action: Notion - API Request

 

Looping Zap app can be used to iterate thru 1+ line items in an array of records: https://zapier.com/apps/looping/integrations#help

If you need to hire help, there is a directory of Certified Zapier Experts: https://zapier.com/experts

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