Save Emails to Notion as Tasks for Your Team

Emails often contain action items — requests, deadlines, approvals. Instead of letting them sit in your inbox (where they get lost), turn them into tasks in Notion where your team can track and complete them.

The Email-to-Task Problem

When a client emails "Can you send me the updated proposal by Friday?", that's a task. But if it stays in your inbox, several things can go wrong:

You forget about it
You can't assign it to a teammate
There's no way to track its status
It gets buried under newer emails

By saving emails as tasks in Notion, you give each action item a home with a status, assignee, deadline, and priority.

Setting Up a Task Database

Property	Type	Purpose
Task	Title	Email subject (editable)
Status	Select	"To Do", "In Progress", "Done"
Assignee	Person	Who's responsible
Due Date	Date	Deadline
Priority	Select	"High", "Medium", "Low"
Source	Select	"Email", "Meeting", "Manual"
From	Email	Who sent the request
Original Email	Date	When the email was received
Notes	Rich text	Additional context

Two Workflows

Manual: Gmail Add-on

Best for: choosing which emails become tasks.

Open an email that contains an action item
Click the Quicktion icon in Gmail
Save to your Tasks database
In Notion, set the Assignee, Due Date, and Priority

This gives you control over which emails become tasks and lets you add context before saving. See our full Gmail add-on guide for more details.

Automatic: Email Forwarding

Best for: when certain types of emails are always tasks. Learn how to set up auto-forwarding to make this hands-free.

Example: All emails from your project manager should become tasks.

Create a Gmail filter: from:pm@company.com
Forward to your Quicktion destination
Every email from your PM automatically appears as a task in Notion

Your team can then triage these in Notion — assigning, prioritizing, and tracking completion.

Team Workflow

Daily Standup View

Create a board view grouped by Assignee:

Each team member sees their column of tasks. During standup, everyone reviews their column, updates statuses, and flags blockers.

My Tasks View

Filter: Assignee = Me, Status != "Done" Sort: Priority (High first), then Due Date (soonest first)

Overdue View

Filter: Due Date is before today, Status != "Done" Sort: Due Date (oldest first)

This view catches anything that slipped through the cracks.

Tips

Edit the title — Email subjects aren't always good task names. After saving, edit the title to be actionable (e.g., "Send updated proposal to Client X").
Set a due date immediately — The biggest risk with email-to-task is creating tasks without deadlines. Add a due date when you save.
Use the Source property — This lets you filter between email-originated tasks and manually created tasks.
Don't save everything — Not every email is a task. Be selective. For emails that are more about tracking than action, consider a support ticket workflow instead.
Archive done tasks — Don't delete completed tasks. They serve as a record of work done.

Get Started

Sign up for Quicktion and create a destination linked to your team's task database. Use the Gmail add-on for selective task creation or forwarding for automatic capture.

If you use Gmail, check out our complete Gmail-to-Notion integration guide for more setup options.