Flow Statements How to Build an Automated CRM with Notion and Zapier
How to Build an Automated CRM with Notion and Zapier
One feature I’ve always wished for in Notion is the ability to automatically create relationships between records in different databases. We’ve taken matters into our own hands with Zapier and built an automated CRM on Notion.
One feature I’ve always wished for in Notion is the ability to automatically create relationships between records in different databases. Take my lightweight CRM setup, for example: I have one database for Contacts and another for Companies. Ideally, I want these records to link automatically—matching a Contact’s email domain with a Company’s website domain.
This is something platforms like HubSpot handle seamlessly, automatically associating Contacts with Companies based on their email addresses. Unfortunately, Notion doesn’t natively support this type of automation.
The Problem: Manual Linking in Notion
Without automation, every time a new Contact is added to the database, I would have to manually search for and link the associated Company—or create a new Company record if one didn’t already exist. This process is not only tedious but prone to human error, especially as the CRM scales.
The Solution: Zapier to the Rescue
Zapier—a powerful automation tool—makes it possible to bridge this gap and link records seamlessly. Here’s how I set up the workflow:
Trigger: When a new record is added to the Contacts database, the Zap searches for an existing Company record with the same domain.
Condition: If a match is found, the Zap makes an API call to Notion to link the Contact to the Company.
Fallback: If no match is found, the Zap creates a new Company record and then establishes the relationship.
The Results: An Automated CRM in Notion
With this Zapier-powered workflow, I now have a fully functional, automated CRM in Notion. Here’s what’s improved:
Time Savings: No more manual linking or searching for matching records.
Accuracy: The automated system reduces human error.
Scalability: As more Contacts and Companies are added, the system keeps up seamlessly.
Let work.flowers Help You Automate Your Notion Workflows
This setup has been a game-changer for me, and it can be for you too. If you’re ready to automate your Notion CRM or other workflows, work.flowers is here to help. We specialise in practical, cost-effective automations that save you time and reduce manual work.
Get in touch with us today to see how we can supercharge your Notion setup and make automation work for you. Let’s turn your ideas into workflows that flow seamlessly.
We love automated note taking here at work.flowers - we’ve compared Notion AI and Granola’s note taking capabilities. Truthfully, they’re both great- though we do have a final verdict on the best note taking tool.
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