The moment it happens
Add form sign-ups to your Notion CRM and send a welcome email
Each form submission creates or updates the person in your Notion CRM and sends them a welcome email from your Gmail.
- Runs
- The moment it happens
- Apps
- Gmail, Notion
- AI
- Not needed
- Access
- Notion read+write; Gmail gmail.send
Send this to your assistant
Create a ClickRuntime automation: when my Google Form is submitted, add the person to my Notion CRM, or update them if they are already there, and send them a welcome email from Gmail.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A coach runs a lead form on her website and keeps her clients in a Notion database. Each new enquiry means copying the details into Notion, checking whether the person is already there, and writing a welcome email. When she is away for a few days, enquiries pile up and people wait for a reply.
This automation handles the first step for every enquiry. The person is added to your Notion CRM, or their existing entry is updated, and they get a welcome email from your own Gmail address within a minute of submitting the form.
What you get out of it
Every lead gets a quick reply
People hear back straight away, while they are still interested. A prompt welcome email sets the tone for the relationship.
No duplicate entries
Returning people are matched by email address and their existing entry is updated. Your CRM stays clean without manual checks.
Your CRM is always current
Every submission is in Notion within a minute. You can trust the database when you plan follow-ups.
Sent from your own address
The welcome email comes from your Gmail, so replies land in your inbox like any other conversation.
How it works
What happens, step by step
When someone submits your Google Form, ClickRuntime receives their answers.
It looks in your Notion CRM for an entry with the same email address.
If one exists it is updated; otherwise a new entry is created.
A welcome email is sent to the person from your Gmail address.
Before it runs live
- Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
- Connect Notion and share the database you want it to use
- Paste your automation's link into the other app's webhook settings
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Act only on the items that match your own rules, and skip the rest
- Add an AI step, for example to summarize, sort or draft a reply
- Add another app, for example also send it to Slack
- Combine it with other Gmail and Notion steps into one automation
Under the hood
The code that runs this automation
import base64
from email.message import EmailMessage
from clickruntime import on_event, credentials, http
DB_ID = "your-notion-database-id"
@on_event
def handle(event):
form = event.json or {}
email, name = form.get("email"), form.get("name", "")
if not email:
return {"skipped": "no email"}
n = {"Authorization": f"Bearer {credentials.connection('notion', 'work')}", "Notion-Version": "2022-06-28"}
props = {"Name": {"title": [{"text": {"content": name}}]}, "Email": {"email": email},
"Notes": {"rich_text": [{"text": {"content": str(form.get("message", ""))[:1900]}}]}}
found = http.post(f"https://api.notion.com/v1/databases/{DB_ID}/query", headers=n, json={"filter": {"property": "Email", "email": {"equals": email}}}).json()["results"]
if found:
http.patch(f"https://api.notion.com/v1/pages/{found[0]['id']}", headers=n, json={"properties": props})
else:
http.post("https://api.notion.com/v1/pages", headers=n, json={"parent": {"database_id": DB_ID}, "properties": props})
msg = EmailMessage()
msg["To"], msg["Subject"] = email, "Thanks for getting in touch"
msg.set_content(f"Hi {name},\n\nThanks for your message. I'll reply personally within one working day.\n")
http.post("https://gmail.googleapis.com/gmail/v1/users/me/messages/send", headers={"Authorization": f"Bearer {credentials.connection('google', 'work')}"},
json={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()})
return {"updated": bool(found)}FAQ
Common questions
How does the Google Form send submissions?
What does the Notion database need?
Can the welcome email change based on the answers?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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