Turn emails into AI-enhanced tasks in Notion (multi-user support) with Gmail, Airtable and Softr
Needs changesNeeds changes. This template uses 1 thing(s) that n8n 3.0 removes: AI Agent v1 (old agent modes). 1 breaking item(s) found. Static check, last run 2026-10-19.
What this workflow does
This AI workflow has 25 nodes and runs on Gmail events (plus 1 other trigger). Along the way it connects OpenAI Chat Model, Gmail and Airtable. It also calls api.notion.com over HTTP.
How it runs
Trigger: On Gmail events (plus 1 other trigger).
- Globals (Edit Fields (Set)): sets 2 fields: errorLabelID, processedLabelID
- Get all labels (Gmail): work with label
- Filter: keeps only the items that match a condition
- Required labels (Filter): keeps only the items that match a condition
- Extract Route ID (Edit Fields (Set)): sets 1 field: route
- Get Route by ID (Airtable): get
- Active Routes Only (Filter): keeps only the items that match a condition
- Generate Actionable Task (AI Agent): runs an AI agent, with model: OpenAI Chat Model; 1 tool (Calculator); output parser: Structured Output Parser
- Send notification about missing route (Gmail): uses Gmail
- Get Summary & Meta Data (AI Agent): runs an AI agent, with model: OpenAI Chat Model; 1 tool (Calculator); output parser: Structured Output Parser
…plus 6 more steps. See the full node list below.
Services it uses
HTTP calls to: api.notion.com
Before you upgrade to n8n 3.0
1 thing in this workflow is removed in n8n 3.0. Fix it before you upgrade:
- AI Agent v1 (old agent modes) in Generate Actionable Task (v1.6), Get Summary & Meta Data (v1.6): replace with Latest AI Agent node (Tools Agent). For SQL Agent, use a Postgres or MySQL tool with a recent AI Agent.
- Also check Gmail Trigger below v1.4 runs as v1.4 (drafts skipped, max emails per poll).
Rather not rewrite it? Many of these flows can be rebuilt in Make (free plan).
| Removed in 3.0 | Replace with |
|---|---|
| AI Agent v1 (old agent modes) Generate Actionable Task (v1.6), Get Summary & Meta Data (v1.6) | Latest AI Agent node (Tools Agent). For SQL Agent, use a Postgres or MySQL tool with a recent AI Agent. |
Nodes used (13)
- OpenAI Chat Model
@n8n/n8n-nodes-langchain.lmChatOpenAi - Calculator
@n8n/n8n-nodes-langchain.toolCalculator - Structured Output Parser
@n8n/n8n-nodes-langchain.outputParserStructured - Gmail
n8n-nodes-base.gmail - Filter
n8n-nodes-base.filter - Edit Fields (Set)
n8n-nodes-base.set - Airtable
n8n-nodes-base.airtable - HTTP Request
n8n-nodes-base.httpRequest - Gmail Trigger
n8n-nodes-base.gmailTrigger - Manual Trigger
n8n-nodes-base.manualTrigger - No Operation, do nothing
n8n-nodes-base.noOp - Code
n8n-nodes-base.code - AI Agent
@n8n/n8n-nodes-langchain.agent
From the author
Purpose This workflow automatically creates Tasks from forwarded Emails, similar to Asana, but better. Emails are processed by AI and converted to rather actionable task. In addition this workflow is build in a way, that multiple users can share this single…