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  • Writer's pictureYASH UPADHYAY

Case Study: Automating Notion to Email at Company Y2HN

Introduction

Company Y2HN, is a travel agency that sends an email conformation about the status of their customers flight details. However, manually sending emails and updating status for each client internally can be inefficient and prone to errors. This case study explores how Company Y2HN automated the process of sending emails of their customers travel details effectively.


Challenges

  • Manual Data Entry: Manually transferring customer data from Notion and writing emails was time consuming.

  • Data Accuracy: Manual entry increased the risk of errors and inconsistencies within the Notion database.

  • Inefficiency: The manual process diverted valuable resources away from core business activities.


Solution

Company Y2HN implemented a workflow automation solution with the help of Dacoid Digital.


Workflow Breakdown

  1. Notion Database updated : When the admin changes an entry in the notion DB , the form triggers a custom webhook.

  2. Webhook Sends Data to Make: The custom webhook sends the submitted form data to Make for processing.

  1. Data Transformation (Optional):  We check if the conditions are appropriate to send the desired e-mail and manipulate or transform the data if needed before transferring it to Notion. This step ensures that the data is formatted correctly for Notion's database.

  2. Data Transfer to Notion: We used Notion API to update database entry in the designated Notion workspace. The data from the web form is mapped to corresponding fields within the Notion database, ensuring data integrity.


Flow Chart


Benefits

  • Reduced Manual Work: Automating data capture eliminates the need for manual data entry, freeing up employee time for more critical tasks.

  • Improved Data Accuracy: Real-time data transfer from the web form minimizes errors and inconsistencies often associated with manual entry.

  • Enhanced Efficiency: The streamlined workflow automates data capture, improving overall efficiency.

  • Streamlined Data Management: Data collected from the web form is seamlessly integrated into the Notion workspace, creating a centralized repository for project information.


Challenges Addressed

The implemented workflow automation solution effectively addressed the initial challenges:

  • Elimination of Manual Data Entry: Automation removes the need for manual data entry, reducing the risk of errors and inconsistencies.

  • Increased Data Accuracy: Real-time data transfer ensures that the Notion database reflects accurate and up-to-date information.

  • Improved Efficiency: By automating the process, employees can dedicate their time to more strategic activities.


Conclusion


Company Y2HN implementation of email automation for sending customers' travel details has significantly improved efficiency and customer satisfaction. By automating the process, Company Y2HN has reduced the risk of errors and delays associated with manual email sending and status updates. This automation not only saves time but also ensures that customers receive timely and accurate information about their travel arrangements. Overall, this case study demonstrates the value of automation in enhancing customer communication and streamlining internal processes in the travel industry.


Interested in taking your business to the next level of efficiency and productivity? Let Dacoid Digital guide you in optimizing your workflows and implementing effective systems that drive success. Book a call with us today and embark on a journey towards streamlined operations and improved business outcomes. Together, let's unlock the full potential of your business with Notion and beyond.




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