Notion Automations
Automations perform actions in a database without manual effort. Notion calls this feature Notion Automations. It watches for a trigger and then runs a set of steps automatically.
How an Automation Works
Every automation has two parts: a trigger and an action. A trigger is the event that starts the automation, such as a new entry being created. An action is what happens next, such as sending a notification.
Trigger and Action Flow
| Trigger | Action |
|---|---|
| New page added to database | Set Status to Not Started |
| Status changes to Done | Send notification to project owner |
Creating an Automation
Open a database and click the lightning bolt icon above it. Choose New Automation to start building one. Select a trigger type, then add one or more actions to run when that trigger fires.
Common Trigger Types
| Trigger Type | Fires When |
|---|---|
| Page Added | A new entry is created in the database |
| Page Edited | Any property on an entry changes |
| Manual Trigger | A team member clicks a button |
Common Action Types
- Update a property value automatically
- Send a notification to a person
- Create a new page in another database
- Add a comment to an entry
Chaining Multiple Actions
A single automation can run several actions from one trigger in sequence. Marking a task Done might update its Status, notify the manager, and log a completion date all at once. This removes the need for three separate manual steps after finishing a task.
Chained Action Example
| Order | Action |
|---|---|
| 1 | Set Completed Date to today |
| 2 | Notify project owner |
| 3 | Update Status property |
Practical Example: Auto-Status
Set a trigger for Page Added on a task database. Set the action to update the Status property to Not Started. Every new task now starts with the correct status without manual entry.
Practical Example: Deadline Alerts
Set a trigger for Page Edited when the Due Date property changes. Set the action to notify the assigned person. The team member learns about deadline changes the moment they happen, instead of discovering the shift by accident.
Manual Trigger Buttons
A manual trigger runs only when someone clicks a button you place on a page. This suits actions that should never fire automatically, such as archiving a completed project. Place the button prominently on a dashboard so the team can use it without hunting for it.
Testing Automations
Create a test entry after building an automation to confirm it works. Check that the trigger fires and the action completes correctly. Adjust the settings if the result does not match your expectation, and retest before rolling it out to the full team.