Automate Notion Task Updates with n8n Workflow

What This Workflow Does

This workflow runs every Monday at 9 AM to check tasks in a Notion database. It finds tasks with deadlines and sorts them by due date. Then, it splits them into overdue tasks and tasks that are coming due soon. The workflow creates an email with these tasks listed nicely and sends it to you. After sending the email, it sends a push notification to let you know the update is done.

This saves time and helps you not miss any important deadlines.

Who Should Use This Workflow

This workflow is useful for project managers and team leaders who track tasks in Notion and need regular deadline updates.

If manual checks for overdue and due tasks take up too much time or sometimes miss urgent items, this workflow helps automate all that work.

Tools and Services Used

• n8n: Workflow automation platform to connect all steps.
• Notion API: Used to fetch task data from a Notion database.
• SMTP Email: To send the task update email.
• Pushover: To send push notifications after sending email.

Inputs, Processing Steps, and Outputs

Inputs

• Email address to send updates.
• Notion API credentials and database ID.
• SMTP server credentials.
• Pushover user key.

Processing Steps

• Run automatically every Monday at 9 AM via the Schedule Trigger.
• Get all tasks from Notion using the Notion node with the getAll operation on the database.
• Filter tasks to only keep those with deadlines.
• Sort tasks by deadline date in ascending order.
• Use the If node to separate overdue tasks from upcoming ones.
• Create HTML snippets for each task with details like name, deadline, priority, status, and tags.
• Group overdue tasks and upcoming tasks, adding headings and fallback texts if lists are empty.
• Wrap all task groups into a full email template with company logo and Notion board link.
• Send the email using the Email Send node.
• Send a push notification via the Pushover node to confirm email was sent.

Outputs

• Styled HTML email listing overdue and due soon tasks.
• Push notification to confirm successful email dispatch.

Beginner Step-by-Step: How to Use This Workflow in n8n

Step 1: Import the Workflow

1. Download the workflow file using the Download button on this page.
2. Open n8n editor and select “Import from File” to upload this workflow.

Step 2: Configure Credentials and Variables

3. Add your Notion API Key and database ID in the Notion node.
4. Insert your email address, Pushover user key, and logo URL in the Set node named “Set Workflow vars”.
5. Configure SMTP credentials (host, port, username, password) in the Email Send node.

Step 3: Test and Activate

6. Run the workflow manually inside n8n to check if emails send correctly and tasks list properly.
7. Verify that you receive the email and a push notification.
8. Activate the workflow using the toggle switch so it runs on schedule every Monday at 9 AM.

If you use self-host n8n, make sure the server runs continuously for scheduled triggers.

Common Issues and Edge Cases

• The workflow fails to fetch tasks if API Key or database ID is incorrect.
• Email fails to send if SMTP settings are wrong or blocked by email provider.
• Push notification does not arrive if Pushover user key is invalid or device notifications are off.
• Overdue and upcoming tasks may be sorted incorrectly if date formats in Notion are inconsistent.

Make sure all credentials are correctly entered. Check date formats and test each node manually if needed.

Customization Options

• Filter out tasks marked as “Done” or “Closed” in the Notion node to avoid sending completed tasks.
• Change the recipient email by updating the your_email variable in the Set node.
• Edit the HTML nodes to change colors, fonts, or add company branding.
• Add extra Notion properties like assigned person or comments to the HTML task template.
• Adjust the schedule trigger to run daily, monthly, or at a custom time.

Summary

✓ Automates weekly check of tasks with deadlines in Notion.
✓ Sends a styled email listing overdue and upcoming tasks.
✓ Notifies user via push message when email is sent.
✓ Saves at least 30 minutes of manual work each week.
✓ Helps avoid missing important task deadlines.