How to use Zapier to automate Notion—and turn it into the perfect information hub

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Most people have a collection of productivity apps they use to take notes, list tasks, and track projects—but doesn’t that seem a little inefficient? Perhaps Notion saw the irony, because it brings together features and functions from apps like Airtable, Asana, Google Docs, and more into one streamlined app so you can store all your information in one spot.

While Notion is perfect for app minimalists and those who like to customize their workspace, users have had to manually move information between Notion and other apps to get everything in the right place.

Not anymore: Zapier’s Notion integration is now live.

Zapier helps you connect web apps to automate the tedious stuff in your day. Our automatic workflows—which we call Zaps—send information from one app to another, so you don’t have to hop between Notion and the other apps you use to get work done.

Whether you’re a Notion power user or you’re just getting started with the app, we’ve collected a few Zaps to help you make your Notion workspace a true one-stop shop for your most important information. Just click on a Zap and we’ll guide you through the set-up process.

You’ll need a Zapier account to use the workflows in this piece. If you don’t have an account yet, it’s free to get started.


Table of contents


How the integration works

Triggers

The Notion integration has one trigger—the event that can start a Zap. You can have Zapier start an automated workflow whenever there’s a new database item in your Notion workspace. You can specify which database or property Zapier should watch to start your Zap.

Searches

There is one search available for the Notion integration—Find Database Item. This will locate an existing database item in your Notion workspace so you can make a change to it or send information from it to another place.

Actions

The Notion integration also has two actions—the event your automated workflow performs in Notion. You can search for an item in a Notion database by property. You could use a trigger within Notion, say if you want a new item in one place to update an item somewhere else. Or you can set your trigger to be something outside Notion, like closing a new deal in your CRM or completing a task in a to-do list.

  • The Create Database Item action will create a new database item in your Notion workspace. For example, if you want an item created in Notion whenever you land a new client.

  • The Update Database Item will change an existing database item in your Notion workspace. This action works best when you use the Find Database Item search before it. Here’s an example: Let’s say you want to update an item in your team’s Notion workspace after you’ve marked a task complete in your personal Todoist account. You would first use the Find Database Item search to tell Zapier to look for the Notion item matching the Todoist task. Then, add the action to have Zapier update that item for you.

A multi-step workflow in Zapier's editor. The second step has a Notion search action and the third step is an update action.

How to connect Zapier to your Notion workspace

Here’s how to set it up:

  1. Check your Notion account permissions.

  2. Create your bot in Notion.

  3. Invite your bot to your Notion databases.

Check your Notion account permissions

Before you try to connect Zapier to your Notion account, make sure you’re an admin in your workspace. You can check this by clicking on Settings in the left-hand navigation window.

A red box highlights the Settings & Members menu item in Notion.

Under the Members tab, you can see whether you have admin-level access in your workspace.

The member permission settings in the Notion app.

Create your bot in Notion

Once you ensure you have the correct access, toggle to the Integrations tab in Settings. Click on the link that says Develop your own integrations.

A red box highlights a link that says "Develop your own integrations."

You’ll be taken to Notion’s My Integrations page. Click the + New integration button.

Notion's My integrations page. A red box highlights the + New integration button.

You’ll be prompted to give your bot a name. You can make it something simple, like Zapier Bot, so your team knows what it is. You can also associate your integration with specific workspaces and even upload a logo for your bot. When you’ve finished entering in your basic information, click Submit.

Creating a new integration in Notion. A red arrow highlights the area to give the bot a name.

You’ll see your newly-created bot. Under Secrets, click on Show to reveal your secret token, and click Copy.

A red arrow highlights the integration token for the new bot.

Click Copy token and paste it somewhere easy to find. You’ll need this when you try to connect Notion to Zapier for the first time.

A red arrow highlights the Copy link, instructing the user to copy the secret token.

Whenever you’re ready to connect Notion in the Zapier editor, search for and select Notion as your app, then select the trigger, action, or search. Click Continue.

The Notion app is selected in the Zap editor.

You’ll then be prompted to connect your Notion account. Click Sign in to Notion. You’ll see a window prompting you for your bot token. Paste the token you copied earlier from your Notion workspace, and click Yes, Continue.

A Zapier pop-up window requesting a bot token from Notion. A red arrow guides users to paste their bot token in the empty field.

You’ve now connected your Notion account to Zapier! But we’re not done yet.

Invite your Zapier bot to your Notion databases

Bots can only access Notion databases they’ve been explicitly invited to. (They’re polite bots.)

Before you can finish creating your Zap with Notion, you need to invite your bot to the databases you want it to have access to. When you do this, it’ll tell Zapier which databases it’s allowed to watch for trigger events or to perform actions in.

Sharing your database with your Zapier bot is simple. Toggle the database you need for your Zap, and click the Share link at the top-right corner of your workspace.

A red box highlights the Share option in a Notion database.

You’ll see a pop-up with different sharing options. Click on the space that says Add people, groups, or emails.

A pop-up of sharing options in Notion. There's a prompt to add people, groups, or emails, along with a blue invite button.

Find and select your bot, and click the Invite button.

The Zapier bot is selected within Notion's sharing options. A red box highlights the invite button.

Now you’ll see your bot listed under the sharing options anytime you click on the Share button in that database.

The sharing options in Notion with the Zapier Bot given edit permissions.

Repeat this process for other databases you want to use with Zapier. Then, set up your automated workflow in the Zap editor, and turn on your Zap!

New to Zapier? Learn more about how to build Zapier workflows in our Zapier quick-start guide, then come back here to learn how to connect your favorite apps to Zapier.

Popular ways to use Notion with Zapier

Notion combines the best of your favorite productivity tools into one app, but sometimes you still need information from outside apps. Here are a few ways you can turn your Notion workspace into a centralized hub for your most important information:

Note: The Zaps below may not include a specific Notion action or search that you’re looking for, but that doesn’t mean Zapier can’t do it. Whenever you click on a Zap, you can change the action or add steps right from the editor. Learn more about creating Zaps.

Create and update documents

I’m a writer and even I can get lost in a sea of documents. “Can you drop a link to the spreadsheet?” “Which doc are we looking at again?”

Notion allows you to create database items that look like pages, so you can create a centralized place for your most important documents, such as meeting notes or internal documentation.

Whether you need to copy spreadsheet rows into your Notion database or need your meeting agendas in one place, these workflows will automatically create and update the documents you need, when you need them.

Track tasks and projects

While Notion is a great option for managing projects, the one-size-fits-most approach doesn’t always work for teams who need to track software bugs, feature requests, or other specialized tasks. However, a developer may not want someone from sales poking into a Github repository.

If you use Notion as a public-facing version of a project, these Zaps will ensure your workspace matches up with the work you’re doing in JIRA or another project management tool.

Organize customer information

Whether you’re trying to organize form submissions, appointment bookings, or invite attendees, it can be helpful to have that information in the same space where you do most of your planning. These Zaps will automatically create Notion database items for you, so you can keep tabs on your customers, without wasting time manually importing information.

Stay on top of changes in Notion

When you’re working collaboratively in a provided workspace, it’s important for your team to know when something major has changed in your project plan.

Instead of relying on a human to notify the team—or trying spot the change on your own—these Zaps will automatically notify you in a team chat app whenever there’s a new database item in Notion.

You can also connect Notion with Microsoft Teams, Discord, or your preferred team chat app.

If you’re working with external stakeholders, they’ll also need to be notified of major changes. Instead of giving them access to your workspace, you can use an automated workflow to draft an email for you.

Log anything you want

Whether you’re tracking brand mentions online, your published posts, or you just want to save interesting posts in one place, Notion is a great tool for logging your favorite links. Skip the copy-and-paste routine with these Zaps, which will automatically create Notion database items for you.

You can also connect Notion with WordPress or Pocket.

Take your productivity to the next level with Notion and Zapier

This is just the start of all that you can do with Notion and Zapier. Zapier supports thousands of apps, so you automate almost any task at work. Create your Zap now and see what you can do.

New to Zapier? It’s a tool that helps anyone connect apps and automate workflows—without any complicated code. Sign up for free to use this app, and many others, with Zapier.

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