Collaboration History That Doesn't Disappear
When you collaborate with team members via email, you're building institutional knowledge. But email threads get archived, forwarded, or lost, and new team members can't see the context of decisions. This workflow automatically captures your sent collaboration emails to Notion, preserving the history and context so your team can learn from past decisions and understand how you worked together.
Trigger
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.
Action
Add content to Notion page
Deprecated: appends a single content block to a notion page or a parent block (must be page, toggle, to-do, bulleted/numbered list, callout, or quote); invoke repeatedly to add multiple blocks.
Why this helps
Email collaboration is ephemeral. A long thread of back-and-forth with a team member contains valuable context and decision history, but once it's archived, it's lost. New hires can't see how decisions were made, and repeated conversations happen because context isn't preserved.
- Collaboration threads are automatically preserved in Notion so history isn't lost
- New team members can review past collaboration and understand decision context
- Team knowledge grows as collaboration history accumulates
Setup
Build it in a few focused steps.
- 1Connect Gmail and Notion to Notis.
- 2Tell Notis: 'When I send a collaborative email (to my team members), capture my sent message in my Collaboration Archive database with the recipient, date, subject, and message content.'
- 3Notis will ask you to identify collaboration emails (emails to team members, certain departments, or people with a Team label).
- 4Point Notis at your Collaboration Archive database and tell it in plain language what to capture: the recipient, date, subject, and message.
- 5Select your notification channel and send a test email to a colleague to verify it's archived.
Questions about this workflow
Should I capture all email to my team or just specific types?
Your choice. Tell Notis: 'Archive all emails to my core team' or 'Only archive emails about [Project Name]' or 'Only emails that are longer than 100 words (more likely to contain important context).'
Can I share this archive with the team?
Yes. If your team has Notion access, they can see the Collaboration Archive and search for context from past decisions. This builds team knowledge and reduces duplicated discussions.
What if I want to keep some emails private?
Tell Notis to exclude certain recipients or mark certain types of emails as private. You can also maintain a separate private collaboration archive if needed.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Gmail to Notion. A trigger fires from one place; an action lands in another.
Gmail triggers
Notion 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.
Add multiple content blocks (bulk, user-friendly)
Efficiently adds multiple standard content blocks to a notion page in a single api call with automatic markdown parsing. the 'content' field in notionrichtext blocks now automatically detects and parses markdown formatting including headers (# ## ###), bold (**text**), italic (*text*), strikethrough (~~text~~), inline code (`code`), links ([text](url)), and more. ideal for bulk content creation, ai agents, and replacing multiple individual add page content calls. supports automatic text formatting, content splitting, and up to 100 blocks per request.
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Add content to Notion page
Deprecated: appends a single content block to a notion page or a parent block (must be page, toggle, to-do, bulleted/numbered list, callout, or quote); invoke repeatedly to add multiple blocks.
Append complex blocks (advanced, full control)
Appends complex blocks with full notion block structure to a parent block or page. use for advanced scenarios requiring precise control: code blocks, tables, embeds, nested children within blocks, or when working with pre-built notion block objects. requires full notion api block schema - use add multiple page content for simpler content creation.
Archive Notion Page
Archives (moves to trash) or unarchives (restores from trash) a specified notion page.
Create comment
Adds a comment to a notion page (via `parent page id`) or to an existing discussion thread (via `discussion id`); cannot create new discussion threads on specific blocks (inline comments).
Create Notion Database
Creates a new notion database as a subpage under a specified parent page with a defined properties schema; use this action exclusively for creating new databases.
Create Notion page
Creates a new empty page in a notion workspace.
Delete a block
Archives a notion block, page, or database using its id, which sets its 'archived' property to true (like moving to "trash" in the ui) and allows it to be restored later.
Connect any two apps with Notis in the middle.
Not just Gmail and Notion. Any combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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