Beli Löw
When someone submits a Notion form, you can send a friendly confirmation from your Gmail account automatically using Notion Automations only. Here’s a guide to set it up end‑to‑end without external apps.
- What you'll need
- Connect Gmail to Notion Automations
- Build the automation (Notion + Gmail only)
- Deliverability and privacy
- How to: Email in multi‑step workflows
- Use cases:
- FAQ
- Fazit
What you'll need
Before you start, make sure you have three things ready: a submissions database in Notion where each form entry creates a new page, Gmail access that you can connect directly in Notion Automations, and an Email text property in your database to capture the submitter's address. Once you have these in place, you're ready to build your automation.
Connect Gmail to Notion Automations
Here’s how to:
- Open any page in your workspace → Automations.
- Click Settings → Email → Connect Gmail.
- Sign in to the Gmail account you want to send from and grant access.
- Back in Notion, make sure “Gmail” shows as a connected sender.
Build the automation (Notion + Gmail only)
How it works:
- Open your submissions database → Automations → New automation.
- Trigger: When a page is added.
- Condition:
- Email is not empty
- Opt‑in is checked
- Status is New
- Action: Send email.
- Sender: Gmail
- To: Email (database property)
- Subject: Insert variables such as Name or Topic
- Body: Write a short, helpful note and insert variables
- Optional second action: Update page → set Status to Emailed.
- Save and turn it on.
Notioneers Tip:
Test before launch, submit the form with your own address. Confirm it sends from Gmail, variables populate correctly, and the message stays out of spam.
Deliverability and privacy
Keep it short and clear—over-formatted messages are more likely to be flagged. Send from a consistent Gmail address and avoid swapping senders frequently. Only email people who opted in, and never include sensitive data in the body.
How to: Email in multi‑step workflows
Multi‑step workflows need emails that trigger at the right time confirmation after intake, reminders before deadlines, or alerts when status changes. This section shows you how to set clear conditions and update properties after each send, so no one gets duplicate messages.
How to:
- Prepare your database with the necessary properties (email, status, mail subject, date, etc)
- Create the automation by clicking on the ray icon placed on the corner right on top of your database.
- Edit your automation depending on the mail you want to send, like trigger: when page is added, when status changes to, etc.
- Now add the action send mail with this structure:
- Sender: email
- To: email of the worker.
- Subject: name or topic.
- Body that contains the subject.
- Save, test and try a duplicate trigger to ensure your Status/conditions prevent double sends
Use cases:
Email confirmations are a great way to keep everyone updated whether you're collecting feedback, managing event sign-ups, or handling support tickets. In this guide, we'll show you how to set up automatic Gmail responses that fire off whenever someone submits a Notion form.
Use Case | Trigger | Condition | To | Subject | Body |
Approval confirmation | When Status changes to Approved | Email is not empty | Email property | Approved: [Title] | Short note with next steps and deadline variable |
Meeting reminder (24h) | When Meeting date is within the next 1 day | Email is not empty AND Reminder sent is unchecked | Email property | Tomorrow: [Meeting title] | Agenda, location or call link, reply-to for changes |
Overdue task alert | When Due date is in the past | Done is unchecked AND Email is not empty | Owner email or team alias | Overdue: [Title] | Short status, blocking issue, link to page |
Form submission confirmation | When a page is added | Status = New AND Email is not empty | Email property | Received: [Topic] | Confirmation with summary bullets |
Tip: Keep subjects under 60 characters and bodies under 120 words for better deliverability and readability.
FAQ
Fazit
A simple, dependable setup: Notion form → database page → Notion Automation sends via Gmail. Keep the tone warm, use clear filters, and let Status track what’s been emailed — all within Notion.
Beli Löw
Founder, Senior Notion Consultant
Beli is an IT project manager, tool enthusiast, entrepreneur and has organized his whole life with Notion. His news sources are release notes from tools. There is (almost) no feature or shortcut that he does not know.
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