Turn Your Email Archive Into a Searchable Database
You need to find an email from six months ago, but searching Gmail is tedious. Notis stores incoming emails as Airtable records with full-text search, so you find old communications in seconds.
Trigger
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Action
List records
Retrieves records from an airtable table, with options for filtering, sorting, pagination, and specifying returned fields.
Why this helps
Email search is slow and frustrating. Historical communications are buried in your inbox, making it hard to recall what was agreed upon with clients or vendors.
- Searchable email archive accessible from Airtable
- Instantly find old agreements or commitments
- Reduce time spent searching Gmail
- Maintain searchable communication history by contact
Setup
Build it in a few focused steps.
- 1Connect Gmail and Airtable to Notis.
- 2Create an automation: 'When I receive an email, store it as a record in Airtable with sender, subject, body text, date, and labels for easy searching.'
- 3Set the trigger to 'New Gmail Message Received'.
- 4Search Airtable for a past email and compare speed to searching Gmail.
Questions about this workflow
Does this store the full email body or just metadata?
By default, full body text is stored so you can search content. You can adjust the prompt to store only metadata if privacy is a concern.
How much storage does this use?
Email storage depends on volume. Airtable has size limits, but you can archive old records to reduce footprint.
Can I exclude certain emails from archival?
Yes. Specify in the prompt to skip newsletters, promotional emails, or internal messages.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Gmail to Airtable. A trigger fires from one place; an action lands in another.
Gmail triggers
Airtable actions
Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
Create base
Creates a new airtable base with specified tables and fields within a workspace; ensure field options are valid for their type.
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Create Comment
Creates a new comment on a specific record within an airtable base and table.
Create Field
Creates a new field within a specified table in an airtable base.
Create multiple records
Creates multiple new records in a specified airtable table.
Create a record
Creates a new record in a specified airtable table; field values must conform to the table's column types.
Create table
Creates a new table within a specified existing airtable base, allowing definition of its name, description, and field structure.
Delete Comment
Deletes an existing comment from a specified record in an airtable table.
Delete multiple records
Deletes up to 10 specified records from a table within an airtable base.
Connect any two apps with Notis in the middle.
Not just Gmail and Airtable. Any combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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