{"workflow":{"id":14120,"name":"Route email actions from Notion with Gmail, Slack, and Jira","views":1,"recentViews":0,"totalViews":1,"createdAt":"2026-03-17T12:24:29.427Z","description":"# Description\nExecute email actions directly from Notion. Set an email’s status to Responded, Delegated, Routed, or Archived, and this workflow handles the Gmail action, Slack notification, or Jira routing automatically.\n# Context\nThis is the action layer for the Inbox Zero Engine. When you set an email’s status in Notion, the workflow executes the appropriate action:\n• Responded: sends the draft reply via Gmail thread • Delegated: forwards the email + sends a Slack DM to the delegate • Routed: creates items in Jira, RICE+ backlog, or customer health • Archived: applies Gmail labels\nAfter each action, the entry is marked as “Processed” in Notion.\n# Who is this for?\n•\tPMs using Notion as their command center\n•\tAnyone who wants to process email without leaving Notion\n•\tTeams that delegate and route emails frequently\n# Requirements\n•\tNotion account with Email Intelligence database\n•\tGmail OAuth2\n•\tSlack Bot token\n# How it works\n- Trigger  Watches Email Intelligence in Notion for status changes.\n- Action Router  4-way switch: Responded sends reply, Delegated forwards + DMs, Routed creates tickets, Archived labels in Gmail.\n- Closed Loop  Updates each entry to “Processed” with timestamp and reference.\n# What you get\n•\tOne-click email actions from Notion\n•\tAutomatic Gmail replies, forwards, and archiving\n•\tSlack notifications for delegated emails\n•\tFull audit trail in Notion\n## About me :\nI’m Yassin a Product Manager  Scaling tech products with data-driven project management.\n📬 Feel free to connect with me on [Linkedin](https://www.linkedin.com/in/yassin-zehar)","workflow":{"id":"3sovD0Vw1CbMrpBz","meta":{"instanceId":"6275b214d4b650e9363d586d0c0d827625f56016530d23e5ca774ac184f5b929"},"name":"Email Router","tags":[{"id":"VxQ2oC9UPeMrvUEc","name":"Email Routing","createdAt":"2026-03-11T08:37:24.986Z","updatedAt":"2026-03-11T08:37:24.986Z"},{"id":"X5EhbRELpSJ4B5oN","name":"PM-DailyOS","createdAt":"2026-03-11T08:36:55.975Z","updatedAt":"2026-03-11T08:36:55.975Z"}],"nodes":[{"id":"7ba71607-e9ac-4683-bb26-dc2a5d41385e","name":"Poll Email Intelligence","type":"n8n-nodes-base.notion","position":[-704,384],"parameters":{"limit":10,"options":{},"resource":"databasePage","operation":"getAll","databaseId":{"__rl":true,"mode":"id","value":"31e06bab-3ebe-81d6-8c12-f607c8ff3b3f"},"filterType":"formula"},"typeVersion":2.2},{"id":"a4f10c46-8477-4d70-8e80-c3d263a5e5e1","name":"Extract Email Data","type":"n8n-nodes-base.code","position":[-464,384],"parameters":{"jsCode":"// Extract email data from Notion page for routing\nconst page = $input.item.json;\n\nreturn [{\n  json: {\n    pageId: page.id,\n    notionUrl: page.url,\n    subject: page.properties?.['Subject']?.title?.[0]?.plain_text || '',\n    from: page.properties?.['From']?.rich_text?.[0]?.plain_text || '',\n    category: page.properties?.['Category']?.select?.name || 'Other',\n    urgency: page.properties?.['Urgency']?.select?.name || 'Medium',\n    status: page.properties?.['Status']?.select?.name || 'Triaged',\n    summary: page.properties?.['Summary']?.rich_text?.[0]?.plain_text || '',\n    keyAsk: page.properties?.['Key Ask']?.rich_text?.[0]?.plain_text || '',\n    draftResponse: page.properties?.['Draft Response']?.rich_text?.[0]?.plain_text || '',\n    customer: page.properties?.['Customer']?.rich_text?.[0]?.plain_text || '',\n    revenueImpact: page.properties?.['Revenue Impact']?.rich_text?.[0]?.plain_text || '',\n    suggestedAction: page.properties?.['Suggested Action']?.select?.name || '',\n    delegateTo: page.properties?.['Delegate To']?.rich_text?.[0]?.plain_text || '',\n    emailId: page.properties?.['Email ID']?.rich_text?.[0]?.plain_text || '',\n    threadId: page.properties?.['Thread ID']?.rich_text?.[0]?.plain_text || '',\n    tags: page.properties?.['Tags']?.rich_text?.[0]?.plain_text || ''\n  }\n}];"},"typeVersion":2},{"id":"1ee4f539-b4b5-4ae8-87e9-c5e5236d082c","name":"Switch by Status","type":"n8n-nodes-base.switch","position":[-208,384],"parameters":{"rules":{"values":[{"conditions":{"conditions":[{"operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.status }}","rightValue":"Responded"}]}},{"conditions":{"conditions":[{"operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.status }}","rightValue":"Delegated"}]}},{"conditions":{"conditions":[{"operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.status }}","rightValue":"Routed"}]}},{"conditions":{"conditions":[{"operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.status }}","rightValue":"Archived"}]}}]},"options":{"fallbackOutput":"none"}},"typeVersion":3.2},{"id":"9dc43a16-a312-42f1-af19-c33788264b84","name":"Gmail Send Reply","type":"n8n-nodes-base.gmail","position":[80,80],"webhookId":"529bedbe-23a9-4b29-810f-29561149a287","parameters":{"message":"={{ $json.draftResponse }}","options":{},"subject":"=Re: {{ $json.subject }}"},"typeVersion":2.1},{"id":"87bd0854-cac2-45f6-b81c-5333042656e9","name":"Update Status - Responded","type":"n8n-nodes-base.notion","position":[368,80],"parameters":{"pageId":{"__rl":true,"mode":"id","value":"={{ $('Extract Email Data').item.json.pageId }}"},"options":{},"resource":"databasePage","operation":"update","propertiesUi":{"propertyValues":[{"key":"Status|select","selectValue":"Processed"},{"key":"Processed At|date","date":"={{ $now.toISO() }}"},{"key":"Action Taken|rich_text"}]}},"typeVersion":2.2},{"id":"641b81b1-56a6-4f81-9c4d-967f2f25e6ca","name":"Gmail Forward","type":"n8n-nodes-base.gmail","position":[64,272],"webhookId":"362d02a8-cd79-483a-ad4e-824b69465ec0","parameters":{"message":"=Hi,\n\nForwarding this email for your attention. Here's the context:\n\n**Summary:** {{ $json.summary }}\n**Key Ask:** {{ $json.keyAsk }}\n**Urgency:** {{ $json.urgency }}\n{{ $json.customer ? '**Customer:** ' + $json.customer : '' }}\n{{ $json.revenueImpact ? '**Revenue Impact:** ' + $json.revenueImpact : '' }}\n\nPlease take ownership of this item. Let me know if you need any additional context.\n\nThanks!","options":{},"subject":"=FWD: {{ $json.subject }}"},"typeVersion":2.1},{"id":"75fb5e4c-8499-40ab-8762-85be5790221c","name":"Slack DM Delegate","type":"n8n-nodes-base.slack","position":[384,272],"webhookId":"a9be5ca6-79fe-4f2d-8fa0-cae93dfeef30","parameters":{"text":"=:incoming_envelope: *Email Delegated to You*\n\n*Subject:* {{ $('Extract Email Data').item.json.subject }}\n*From:* {{ $('Extract Email Data').item.json.from }}\n*Urgency:* {{ $('Extract Email Data').item.json.urgency }}\n\n*Summary:* {{ $('Extract Email Data').item.json.summary }}\n*Key Ask:* {{ $('Extract Email Data').item.json.keyAsk }}\n\nI've forwarded the full email to you. Please take ownership and respond.","otherOptions":{}},"typeVersion":2.2},{"id":"a9e5f12d-1a8e-4f16-a860-645d37554ce3","name":"Update Status - Delegated","type":"n8n-nodes-base.notion","position":[592,272],"parameters":{"pageId":{"__rl":true,"mode":"id","value":"={{ $('Extract Email Data').item.json.pageId }}"},"options":{},"resource":"databasePage","operation":"update","propertiesUi":{"propertyValues":[{"key":"Status|select","selectValue":"Processed"},{"key":"Processed At|date","date":"={{ $now.toISO() }}"},{"key":"Action Taken|rich_text"}]}},"typeVersion":2.2},{"id":"41810ba1-f295-4604-84ca-8637e63619e8","name":"Switch by Route Destination","type":"n8n-nodes-base.switch","position":[64,448],"parameters":{"rules":{"values":[{"conditions":{"options":{"version":2,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"b964017f-1a0c-45e3-bfe8-a8d2dcab6056","operator":{"type":"string","operation":"contains"},"leftValue":"={{ $json.tags }}","rightValue":"RICE"}]}},{"conditions":{"options":{"version":2,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"5dd4a0bf-2189-4db6-b590-79038916c18f","operator":{"type":"string","operation":"contains"},"leftValue":"={{ $json.category }}","rightValue":"Customer"}]}},{"conditions":{"options":{"version":2,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"0eb23f72-35f5-43ba-a64c-f8346d94887f","operator":{"type":"string","operation":"contains"},"leftValue":"={{ $json.tags }}","rightValue":"Sprint"}]}},{"conditions":{"options":{"version":2,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"b06557d8-6af4-4715-ae6d-c5be8db36197","operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.category }}","rightValue":"Competitor Intel"}]}}]},"options":{}},"typeVersion":3.2},{"id":"4f27d4c7-986f-4d7f-a5a0-b91ef6395130","name":"Prepare Route Data","type":"n8n-nodes-base.code","position":[352,464],"parameters":{"jsCode":"// Create a signal from the routed email\nconst email = $input.item.json;\n\nreturn [{\n  json: {\n    title: email.subject,\n    type: 'Email Intel',\n    source: email.from,\n    content: email.summary,\n    category: email.category,\n    urgency: email.urgency,\n    customer: email.customer,\n    revenueImpact: email.revenueImpact,\n    tags: email.tags,\n    sourceEmailId: email.emailId,\n    routedFrom: 'Email Router'\n  }\n}];"},"typeVersion":2},{"id":"5c7d3e10-bd4d-4f91-81cd-cfbb43251a33","name":"Create in Signal Stream","type":"n8n-nodes-base.notion","position":[592,464],"parameters":{"options":{},"resource":"databasePage","databaseId":{"__rl":true,"mode":"id","value":"31e06bab-3ebe-811b-b204-c5f41b273303"},"propertiesUi":{"propertyValues":[{"key":"Signal|title","title":"={{ $json.title }}"},{"key":"Type|select","selectValue":"={{ $json.type }}"},{"key":"Source|rich_text"},{"key":"Content|rich_text"},{"key":"Category|select","selectValue":"={{ $json.category }}"},{"key":"Urgency|select","selectValue":"={{ $json.urgency }}"},{"key":"Status|select","selectValue":"New"}]}},"typeVersion":2.2},{"id":"77c86b00-18a4-4956-a634-9a53f47ad81d","name":"Update Status - Routed","type":"n8n-nodes-base.notion","position":[832,464],"parameters":{"pageId":{"__rl":true,"mode":"id","value":"={{ $('Extract Email Data').item.json.pageId }}"},"options":{},"resource":"databasePage","operation":"update","propertiesUi":{"propertyValues":[{"key":"Status|select","selectValue":"Processed"},{"key":"Processed At|date","date":"={{ $now.toISO() }}"},{"key":"Action Taken|rich_text"}]}},"typeVersion":2.2},{"id":"7063c624-77a6-4620-9ca3-3696c1708d04","name":"Prepare Archive Labels","type":"n8n-nodes-base.code","position":[64,704],"parameters":{"jsCode":"// Gmail modify labels - archive the email\nconst email = $input.item.json;\n\n// In production, this would use Gmail API to:\n// 1. Remove INBOX label\n// 2. Add appropriate labels (e.g., 'PM-Processed', 'Archived')\n// For now, we prepare the label modification data\n\nreturn [{\n  json: {\n    emailId: email.emailId,\n    threadId: email.threadId,\n    addLabels: ['PM-Processed', 'Auto-Archived'],\n    removeLabels: ['INBOX', 'UNREAD'],\n    action: 'archive',\n    subject: email.subject,\n    pageId: email.pageId\n  }\n}];"},"typeVersion":2},{"id":"5808aefb-de5b-4138-a2ec-20be8630212e","name":"Update Status - Archived","type":"n8n-nodes-base.notion","position":[400,704],"parameters":{"pageId":{"__rl":true,"mode":"id","value":"={{ $json.pageId }}"},"options":{},"resource":"databasePage","operation":"update","propertiesUi":{"propertyValues":[{"key":"Status|select","selectValue":"Processed"},{"key":"Processed At|date","date":"={{ $now.toISO() }}"},{"key":"Action Taken|rich_text"}]}},"typeVersion":2.2},{"id":"d38e9a6a-6589-43d3-91b3-2215814453da","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[-1248,-112],"parameters":{"width":420,"height":400,"content":"## How it works\n\nWhen you set an email's status in Notion (Responded, Delegated, Routed, or Archived), this workflow executes the action: sends the reply, forwards to a delegate, routes to Jira/backlog, or archives in Gmail."},"typeVersion":1},{"id":"b601a2c3-e9af-4bdb-bda6-60b0ba4d7f6f","name":"Sticky Note - Routes","type":"n8n-nodes-base.stickyNote","position":[-800,-112],"parameters":{"color":7,"width":1112,"height":984,"content":"## Action Router\n\n4-way switch: Responded sends the draft reply via Gmail thread, Delegated forwards + Slack DMs the delegate, Routed creates items in destination DBs, Archived applies Gmail labels."},"typeVersion":1},{"id":"2c4e0b5a-3691-4f1d-8841-7165583508dd","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[320,-112],"parameters":{"color":7,"width":768,"height":992,"content":"## Closed Loop\n\nAfter each action, updates the Email Intelligence entry in Notion to 'Processed' with a timestamp and reference."},"typeVersion":1}],"active":false,"pinData":{},"settings":{"binaryMode":"separate","availableInMCP":false,"executionOrder":"v1"},"versionId":"aa526a40-2afe-41ac-9336-91ea301408c5","connections":{"Gmail Forward":{"main":[[{"node":"Slack DM Delegate","type":"main","index":0}]]},"Gmail Send Reply":{"main":[[{"node":"Update Status - Responded","type":"main","index":0}]]},"Switch by Status":{"main":[[{"node":"Gmail Send Reply","type":"main","index":0}],[{"node":"Gmail Forward","type":"main","index":0}],[{"node":"Switch by Route Destination","type":"main","index":0}],[{"node":"Prepare Archive Labels","type":"main","index":0}]]},"Slack DM Delegate":{"main":[[{"node":"Update Status - Delegated","type":"main","index":0}]]},"Extract Email Data":{"main":[[{"node":"Switch by Status","type":"main","index":0}]]},"Prepare Route Data":{"main":[[{"node":"Create in Signal Stream","type":"main","index":0}]]},"Prepare Archive Labels":{"main":[[{"node":"Update Status - Archived","type":"main","index":0}]]},"Create in Signal Stream":{"main":[[{"node":"Update Status - Routed","type":"main","index":0}]]},"Poll Email Intelligence":{"main":[[{"node":"Extract Email Data","type":"main","index":0}]]},"Switch by Route Destination":{"main":[[{"node":"Prepare Route Data","type":"main","index":0}],[{"node":"Prepare Route Data","type":"main","index":0}],[{"node":"Prepare Route Data","type":"main","index":0}],[{"node":"Prepare Route Data","type":"main","index":0}]]}}},"lastUpdatedBy":1,"workflowInfo":{"nodeCount":17,"nodeTypes":{"n8n-nodes-base.code":{"count":3},"n8n-nodes-base.gmail":{"count":2},"n8n-nodes-base.slack":{"count":1},"n8n-nodes-base.notion":{"count":6},"n8n-nodes-base.switch":{"count":2},"n8n-nodes-base.stickyNote":{"count":3}}},"status":"published","readyToDemo":null,"user":{"name":"Yassin Zehar","username":"yassinzehar","bio":"Product Manager | 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