Notion Automations - everything you need to know (2024)
Automations are a core component of digital systems. Many processes occur automatically in the background as we use software platforms. For creators, automations offer a way to streamline operations, reduce task completion time, standardize processes, and perform tasks at scale.
What are Notion automations
In Notion, we can create automations in databases and buttons. These automations are available only on paid plans and can be created exclusively by members (not guests) with full access to the database involved. Automations in Notion—and generally—function as a two-step logical process: when [x] happens, do [y]. The trigger [x] can include multiple conditions, while the actions [y] can comprise multiple steps. We refer to [x] as the trigger and [y] as the actions. An automation run begins each time the trigger's conditions are met.
What you can do with Notion automations
Notion Automations allow you to set up one or multiple triggers (using AND or OR operators) and one or multiple actions. The currently available actions include:
Edit property: edits a property in the same database page that triggered the automation run
Add page to: adds a page to the same or a separate database in the same workspace where the automation runs
Edit pages in: you can select specific conditions to filter pages to edit, in any database in the same workspace, and then set what properties you want to edit in those pages
Send notification to: sends a Notion notification to specific users (up to 20)
Send mail to: sends a customizable email message to specific email addresses via Gmail
Send Slack notification to: sends a Slack notification to any user or channel in your connected Slack workspace
Define variables: lets you define dynamic variables you can use on multiple subsequent actions.
A list of available actions in Notion Automations
How to use Notion Automations
To create a database automation in Notion, click the lightning (âš¡) icon in the top right corner of any database source or view. This opens the Automation editing panel, where you can set the automation's name, trigger(s), and action(s). You can also specify a particular view for the automation to detect changes in, or include the entire database (the default setting).
When creating a button (either as a database property or on any page), the same process applies. The key difference is that button automations are triggered solely by clicking the button.
For a comprehensive understanding of Notion Automations, watch the walkthrough video.
Here are two crucial points regarding Automations in Notion (quoted from the official documentation):
Automations won't affect pages with restricted access. You can review and modify page access through the share menu.
Database automations cannot trigger other database automations. However, button actions can initiate database automations. For instance:
A recurring template automation won't trigger a database automation.
A database automation that creates a page in another database won't trigger a database automation.
A user clicking a button that creates a page will trigger a database automation.
Plans availability
Database automations in Notion are available on all paid plans. Automations can only be created, edited, or deleted by workspace members (i.e., paid users) with full access to the database involved.
Free Plan users:
Can create Slack notification automations, but no other kinds of automations.
Can use existing automations in templates, but they won't be able to edit them.
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