PERSONAL PRODUCTIVITY
Outlook Approval Emails to Notion Decision Register
Watches an Outlook inbox for approval and sign-off emails, extracts the decision details, and appends a structured row to a Notion decision register database.
How it runs
The automated pipeline, trigger to output.
- TriggerNew Outlook email matching approvals filterOutlook
- LogicClassify: is this an actual approval decision?
- ActionExtract decision fields with OpenAIOpenAI
- OutputAppend structured row to Notion decision registerNotion
What it does
This workflow turns the approvals buried in your email into a clean, searchable decision log. When an Outlook message that grants approval or sign-off arrives, it parses out who decided, what was decided, and when, then writes a structured entry to a Notion database so the record outlives the thread.
When to use it
Use it when approvals happen over email but your team needs a durable register for audits, onboarding, or 'who said yes to this?' moments. Ideal for operations, finance, and program teams that make recurring go/no-go calls in scattered threads.
How it works
- 1A new Outlook email arrives matching an approvals filter (subject or label).
- 2A classifier checks whether the body actually expresses an approval decision versus a question or FYI; non-decisions are dropped.
- 3An OpenAI step extracts structured fields: decision title, approver, outcome, rationale, and effective date.
- 4The workflow creates a new page in the Notion decision register with those fields mapped to database properties, linking back to the original message.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect NotionPages, databases, comments.
- 3Connect OpenAIModels, embeddings, files.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Personal Productivity workflows
Log Outlook promises to Airtable with per-recipient commitment rollups
Captures promises from sent Outlook mail into an Airtable base, linking each commitment to a recipient record so you get a running per-contact view of everything you've promised…
Turn Outlook email promises into assigned Asana tasks with due dates
When you send an email containing a commitment, an LLM extracts the promise and its deadline and creates a corresponding Asana task assigned to you with the due date set.
Auto-decline low-priority invites that collide with deep-work blocks
When a new calendar invite lands on top of a protected deep-work block, an AI scores its priority and auto-declines low-value meetings with a polite note proposing alternative…
Decline focus-block meetings and auto-propose a free slot via Notion log
When a low-priority invite hits a focus block, it declines the meeting, finds your next genuinely free slot, replies with a counter-proposal.
Monthly Meeting Cost Report by Email
On the first of each month, tallies every recurring meeting's total person-hours across the team, converts to an estimated dollar cost.
Auto-create weekly focus blocks around existing meetings and guard them
Every Sunday an agent reads next week's confirmed meetings, carves protected deep-work blocks into the open gaps, sets your Slack status to defend them.
Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.