Track and approve design assets through Notion and Gmail

Tracks design approval requests in Notion and notifies the right people by email as each piece moves through review.

How the work actually flows

It branches. Exactly one path is taken; runs once per one per design asset; a person has to approve before it continues.

Pattern: Exclusive Choice (4) · Simple Merge (5) · Multiple Instances with a priori Design-Time Knowledge (13)

flowchart TD trig(["scheduled approval status check"]):::trigtime s0[["check notion for pending items"]]:::mi s1["sort items by status"]:::task s2["notify reviewers by email"]:::svc s3[("update notion record")]:::store trig --> s0 s0 --> s1 hg(("reviewer approves or rejects")):::human s2 --> hg hg -->|"approved"| s3 hg -. "sent back" .-> s2 gx{"× what status is the item"}:::gate s1 --> gx p00["notify assigned reviewer"]:::task gx -->|"pending review"| p00 p10["notify designer to revise"]:::task gx -->|"needs revision"| p10 jn{"○ update record"}:::gate p00 --> jn p10 --> jn jn --> s2 out[/"approval log updated and reviewers notified"/]:::out pay{{"no more chasing approval status"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceRuns once per itemA personA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email Automation
Connects
NotionGmail

The problem it solves

Design approvals get scattered across chats, emails, and half-updated spreadsheets, and it's hard to tell what's still waiting on sign-off. Chasing people for approval status wastes time that should go into getting the work finished.

Who it fits

Marketing or design teams managing creative approvals for a brand or client.

How it works

  1. Runs on a schedule to check Notion for design items pending approval
  2. Sorts items into batches based on their current status
  3. Sends email notifications to the people who need to review or approve each item
  4. Updates the Notion record once a decision is made
What you get

The right reviewer notified at the right stage

Everyone who needs to review or approve a design gets notified by email as it moves through your process.

What you get

An up-to-date approval log in Notion and timely email notifications to reviewers.

What you need

A Notion account and a Gmail account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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