With database automations in Notion, you can use triggers to automatically perform actions, such as adding pages, updating properties, or sending notifications and emails. In this article, we’ll explore what database automations are, how they work, and how you can use them to make your workflow smarter and more seamless.
What is a database automation?
A database automation in Notion works according to the principle: ‘situation → condition → action’. A situation consists of one or more triggers which, when met, initiate one or more actions. While this may sound abstract, we’ll explain it with clear examples.
There are two types of triggers that can activate an automation:
- A page is added to a database.
- A property in a database is updated.
These are the actions you can perform:
- Modify a property (field),
- Add a page,
- Edit one or more pages,
- Send a notification,
- Send an email,
- Send a Slack notification,
- Define a variable.
Additionally, there is a feature in beta: send a webhook.
How is it different from a button?
The main difference is that a button requires a manual action—you need to click it to start an automation. A database automation, however, runs automatically based on predefined triggers.
In our article about buttons in Notion, we outlined the actions you can take with buttons. Here are the key differences: buttons cannot modify properties but can perform actions such as adding blocks, showing a pop-up, or opening a page, form, or URL.
It’s worth noting that while a button can activate a database automation, a database automation cannot trigger another database automation. Additionally, access permissions to pages can affect how an automation functions.
Who can use these automations?
All actions are available in Notion’s paid plans. The free plan only allows for creating Slack notifications and using pre-configured automations in templates.
Modify a Property
This action is exclusive to database automations. Based on a trigger, you can update a property within the same database. For example, when a task’s status changes to "Needs review", you can automatically assign a reviewer based on the type of task.
Note: This is not possible for all property types: roll-ups, formulas, and buttons cannot be modified automatically.
Add a Page
This action allows you to add a new page to a different database and update its properties. You can do this in any database within your workspace.
Examples:
- Found a bug? Automatically create a linked task for the IT team when a task’s status is changed to "Bug".
- Create a standard task list for new projects.
- Have recurring tasks? When closing one, you can automatically generate a new task with a deadline set to a week, month, etc., later.
Edit One or More Pages
You can edit multiple pages, even across different databases. For example, when you complete your task, the status of a related task assigned to a colleague can automatically change to "To do". You can also set a deadline for the related task as soon as your status changes to "Completed".
Send a Notification
Want to ensure someone sees an important update? Send a notification based on specific status changes in your database.
Examples:
- Notify a team member that a task requires review.
- Inform your manager that a project has been completed.
- Send a notification with a link to a checklist when a project gets the green light.
Send an Email
If a notification isn’t formal or secure enough, you can send an email instead. For instance, when a project is completed, you can automatically email the sales contact with the necessary details to inform the client. Note that this action requires a Gmail account.
Send a Slack Notification
You can send a Slack notification to a specific channel in your Slack account. Keep in mind that formulas cannot be used in this action.
Define a Variable
As explained in our article about Notion buttons, this is a more advanced action. You can define variables using mentions and formulas.
Send a Webhook
With this latest feature, you can send an HTTP POST request to a webhook (a specific URL). This saves a great deal of time and can also reduce the number of operations needed in tools like Make. Notion has already shared how to optimise sharing content on social media.
Conclusion
Database automations in Notion offer a powerful way to streamline workflows and execute tasks more efficiently. By carefully setting up triggers and actions, you can automate common processes, saving time and reducing the risk of errors.
While there are some limitations, such as the inability to update emojis or icons directly, it’s clear that these features will become even more sophisticated in the future.