This New Notion Hack Will Change How You Work In Notion
Summary
TLDRThis video reveals a new, powerful way to use Notion AI for automating tasks without third-party integrations like Zapier. The presenter explains how to build workflows using Notion's new AI update, focusing on customer support, SEO article creation, and keyword research. The process involves three key components: inputs, instructions, and background documents, which allow for personalized and accurate outputs. The video highlights how these workflows save time, enhance efficiency, and leverage Notion AI in a more targeted and intelligent way compared to its generic chatbot interface.
Takeaways
- 🤖 Notion AI's new update allows users to automate various tasks directly within Notion without needing Zapier or Make integration.
- ✉️ A major feature is creating workflows for tasks like customer support replies, SEO article generation, and keyword research.
- 🛠️ Workflows consist of three parts: Inputs (the variables or changing data), Instructions (common prompts), and Background (knowledge base or detailed context).
- 📄 Users can store detailed background information in a dedicated database to help Notion AI provide more specific, personalized responses.
- 📧 Notion AI can now generate more tailored customer support emails by referencing specific background documents containing examples and product details.
- 📝 The workflow system can be applied to repetitive tasks, ensuring consistency and accuracy by referencing up-to-date background documents.
- 🔑 Key tasks such as creating SEO articles or keyword research can be streamlined by providing a topic or keyword as input and letting Notion AI generate content based on background data.
- 📂 Users can store reusable instructions and background information for various tasks, making the workflows adaptable for different use cases.
- ⚙️ The system can be set up by creating a few simple databases to link inputs, instructions, and background documents for automation.
- 🚀 The workflow builder is part of the Business OS template but can be recreated in any workspace by following the same principles.
Q & A
What is the main topic of the video?
-The video discusses a powerful new way to use Notion AI's latest update to automate tasks like content creation, customer support replies, project planning, and reporting without the need for external integrations like Zapier.
What are the three key components of a workflow in Notion AI according to the video?
-The three key components of a workflow in Notion AI are: inputs (variable data like keywords or emails), instructions (a set of clear directions for the AI to follow), and background (a database that provides detailed context and examples to make the workflow more effective).
How does the new Notion AI update differ from its previous versions?
-The new Notion AI update allows for more personalized and intelligent task automation by referencing detailed background information and instructions, making it much more tailored and accurate compared to the previous generic responses.
How does the user set up a workflow for customer support replies?
-To set up a workflow for customer support replies, the user inputs the customer's email, selects the relevant instruction from a pre-made database, and links a background document that contains detailed product and support information. This allows Notion AI to generate a specific and accurate reply tailored to the customer's inquiry.
What is the role of the background document in a workflow?
-The background document stores relevant details, examples, and information about specific tasks (e.g., customer support replies, product details), providing the necessary context for Notion AI to generate more accurate and tailored outputs.
What kind of tasks can be automated using the updated Notion AI workflows?
-Tasks like customer support replies, SEO article writing, and keyword research can be automated using Notion AI workflows. The user inputs key data (like a keyword or customer query), and the AI generates content based on the stored instructions and background information.
How can users manage their instructions and background information?
-Users can create databases in Notion to manage their instructions and background documents. These databases store common instructions and detailed background information that the AI references when generating outputs for different tasks.
How does the AI handle repetitive tasks?
-For repetitive tasks, the AI references pre-defined instructions and background documents to generate consistent responses or outputs. Users can improve the background database over time by adding more examples and details as they encounter new scenarios.
How does the video suggest improving the effectiveness of Notion AI?
-The video suggests improving Notion AI's effectiveness by building a detailed background database with relevant examples and specific instructions. This helps the AI provide more accurate and contextual responses rather than generic outputs.
What is the final goal of using the Notion AI workflows as described in the video?
-The final goal is to save time by automating repetitive tasks and improving the accuracy and personalization of outputs using structured workflows that combine inputs, instructions, and background knowledge, all within the Notion workspace.
Outlines
🚀 Discovering Notion AI's New Workflow Automation
The speaker reveals a groundbreaking way to use Notion's new AI update, which was released last week. This method automates processes like content creation, customer replies, project planning, and reporting. The video introduces how to implement this AI-driven hack to save hours of work without the need for external integrations like Zapier. The speaker highlights how Notion AI has evolved from a basic chatbot to a more intelligent, personalized assistant, offering real examples like customer support and SEO keyword research workflows.
🛠️ Breaking Down the Workflow Components
The speaker explains the structure of a typical workflow, which consists of three key parts: inputs, instructions, and background. Inputs are variables provided each time the workflow is run (e.g., keywords or customer emails), instructions guide the AI to complete tasks, and background provides essential context, often stored in a separate database. The speaker shows an example of a customer support workflow, where detailed product and service information in the background helps Notion AI craft accurate and personalized responses to customer inquiries.
📈 Improving Workflow with Instructions and Background
This section delves into how background documents and instructions enhance the power of Notion AI. By continually updating the background with new customer support ticket data, workflows become more precise and efficient. Instructions are customizable and serve as prompts for specific tasks, such as writing an SEO article or brainstorming keywords. Notion AI uses these instructions and background knowledge to produce outputs that align with the user’s needs, transforming the tool into a valuable asset for repetitive tasks.
🔍 Examples of Workflow in Action
Here, the speaker provides practical examples of workflows, including generating an SEO article and researching keywords. The inputs (such as article titles or topics) are combined with instructions and background documents to produce outputs like article drafts and keyword lists. These examples highlight how adding detailed content examples and knowledge changes the way Notion AI responds, making the tool more predictable and efficient for business use cases.
📝 Creating Instructions and Background for Workflow
This section explains how to set up new instructions and background documents in Notion. The speaker shows how to create an instruction for a LinkedIn post and link it with background documents like business information or content examples. By assembling these components, users can easily create custom workflows to handle repetitive tasks, all managed within Notion. The process is simple: define the instructions, provide relevant background information, and input variables to get consistent, high-quality outputs.
📊 Scaling the Workflow for Business OS
The speaker discusses how to scale this workflow system using Business OS, a workspace designed for managing various business tasks like customer support, projects, and financial reporting. This workflow builder integrates seamlessly with Business OS, enabling users to automate tasks while referencing key documents. The speaker offers this system as part of a paid template in the Lark Components Library but assures viewers that they can recreate the system on their own with just three databases: inputs, instructions, and background.
Mindmap
Keywords
💡Notion AI
💡Workflow
💡Inputs
💡Instructions
💡Background
💡Automation
💡Customer support
💡Content creation
💡SEO (Search Engine Optimization)
💡Personalization
Highlights
Discovery of a new way to use Notion for automation, made possible by a recent update.
The new method automates tasks like content creation, customer support replies, project planning, and reporting.
No need for external integrations like Zapier or Make; everything is handled within Notion.
The process transforms Notion AI from a generic chatbot into a personalized assistant.
Workflows consist of three parts: inputs, instructions, and background information.
Inputs are variable elements such as a keyword, customer email, or topic that change with each workflow run.
Instructions are common prompts stored in a database to guide Notion AI in completing tasks.
Background documents provide context for tasks, making outputs more specific and accurate.
The background can include knowledge bases, product details, and specific examples, enhancing task precision.
The system can be used to automatically generate tailored customer support responses.
It can also be used for SEO article research by inputting keywords and generating content.
Workflows can extend existing keyword tables for SEO tasks, saving time on research.
The workflow system allows users to streamline repetitive tasks and make Notion AI more useful.
Instructions and background can be easily modified to fit different tasks, like writing LinkedIn posts.
This workflow automation method is available as part of the Business OS template or can be recreated manually.
Transcripts
I think I've just discovered an
incredibly powerful new way to use
notion that's literally only been
possible since last week's update so I'm
trying to share this with you as quickly
as I can I've already been using it to
automate multiple processes like writing
content replying to customers project
planning reporting and I've only really
had time to scratch the surface so in
this video I'm going to be showing you
how you can implement this new hack I
guess I'm super excited to share it with
you so let's take a look so the big
reveal I'm going to show you how you can
save hours every week on work by getting
notion AI to automate tasks for you not
using any zappier or make integration
all of this can be done directly in
notion using noi's new update to notion
Ai and if you're worried about notion AI
if you've used it in the past and the
responses were too generic or it wasn't
actually that intuitive or helpful this
approach is going to change how you use
notion Ai and it's going to turn it from
this kind of generic chatbot into a
really personalized and intelligent
assistant so what is a workflow you can
see a couple of examples that I've just
made here for this video we have
customer support reply SEO article
research keywords let's take a look at
this customer support reply and you're
going to see that this is a super simple
approach it just has three parts to it
so any workflow has three parts it has
some inputs which is going to be a
variable thing that every time you run
the workflow you're going to give it
either a keyword or maybe a customer
email or an idea or a topic and this is
what you're going to change every time
that you run the workflow it's going to
make more sense in a little bit so the
second piece is an instruction and for
this approach you'll just need to create
an instructions database where you store
these common basically prompts so this
is the instruction that you'll be
sending to notion ai's assistant to help
you complete a given task based on the
inputs and this third piece which is
background now this is the really
powerful piece which makes Notions
notion ai's assistant so much more
accurate and intelligent when it
completes the task for you based on the
instruction so this background is where
you can link relevant documents again
this is a separate database where you
can store basically your knowledge base
and you can give really detailed
instructions about how the task should
be completed you can give concrete
examples of in this case customer
support replies you can give detailed
information about your products Services
basically you can be really specific
about how this particular task should be
completed in the instruction section and
you can give it all of the relevant
context in this background section so
let's just run this as an example just
to give you an idea of how it's going to
work once you have your inputs once you
have referenced your instructions and
you have linked your background just
copy
it click
space paste it and run
it now you've probably seen chat GPT or
notion AI right an email for you before
but really what matters is not the fact
that it can write a generic email
response to a customer this is reading
the information from my customer support
background document where I have listed
a bunch of examples and relevant
information that I find myself just
repeating over and over to customers
when they ask what's the difference
between business OS and ageny Os so this
customer has said that they are curious
about notion templates about the
products that they found on the landmark
site just as some context they said
they' run an SEO agency and they would
appreciate any guidance and just based
on the instruction and the background it
has basically written something in the
tone and style and with the information
that I would have written if I were to
write this email for him but
realistically they probably gave even
more information because I can't always
be bothered to give the full Spiel every
single time
so it's given a tailored response for
running an SEO agency I would recommend
our business OS template we also have an
agency OS template but the business OS
is more current and offers a broader
range of features so these are the types
of things that I find myself saying over
and over and what I did is I just dumped
all of that into this customer support
background document so I can show you
what that looks like I have some
information about refunds information
about product queries and some questions
about like if they ask a notion question
and this is a document that I can just
add to over and over again as I get more
customer response Tickets customer
support tickets and I can improve this
background document over time and then
every time I run this workflow it's just
going to reference the most upto-date
information about how do I deal with
customer support
responses the instructions on the other
hand are super simple again I can just
edit these and make them as detailed as
I want but basically it's just giving a
clear instruction for what the task is
at hand in this case craft a customer
support response and it's going to
reference the information from the
background
documents and that's it every time I get
an email I could just input the email
here and I could run the workflow and
get a really targeted response as the
output just quickly show you another
example we could do this with an SEO
article so again I have an instruction
that I've created here called SEO
article instruction I have a background
document with a Content example and the
input in this case is just an article
title or a keyword so all I need to do
is just every time I want to write a new
article just input the keyword going to
copy
this run it through notion Ai and it's
going to give this style and background
information that I want for the article
but it's going to be focused on whatever
the input that I give for this
particular article again if you've ever
worked with notion AI you'll know that
the outputs are super hard to control
and they're really variable so giving
this content example changes like
everything and how how useful this tool
actually could be give another example
researching keywords in this case I have
uh an instruction to extend an existing
keyword table I have this document which
is an existing keywords table and the
instruction has basically brainstormed
25 more keywords which I can then add to
the keywords table later so here I just
give a topic in this case let's say
notion AI is the topic click space paste
the prompt and run it and it's giving me
this list of new keywords which I could
then even add into my existing keywords
table so that's just three quick
examples of workflows that I could run
in my business I'm going to show you how
this works with the other pieces so
where are these instructions coming from
where is the background coming from
there's only two other pieces that you
need to create as well as this workflows
database which is an instructions page
so this is just a database where when I
click new I'm going to add a new
instruction and let's say that I wanted
to
say uh new LinkedIn
post
context now I have this new instruction
here which I'll be able to reference
later I might want to also give some
background documents so in business OS
there's by default there's just this
docs database which you can use directly
if you're already business OS user if
you're not you just create a docs or
documents database and this is where you
can just put in any background
information so one thing that's going to
be really useful is to have a business
background information where you have
kind of the high level points about your
business what you do what you offer what
your pricing is that's going to be
really useful context for a lot of tasks
and in this case I might just add a a
LinkedIn post
example content example as a background
document and I would just paste that in
here now to create a new workflow with
that combines the docs and the
instructions all I need to do is click
new it's going to automatically generate
that little workflow template for me the
instructions what I need to do is Click
type at and then I'm going to search for
the instructions that I just created so
let's just say new LinkedIn post should
probably name it always as instruction
just so it's easy to find but you can do
that
probably for the background I'm also
going to search for that LinkedIn post
content example and in this case I'm
going to let's call this uh LinkedIn
post
workflow and the input let's just say
new video announcement how to create a
workfl using
area copy
that paste and run
it and that's it so hopefully you can
see how the combination of using just a
simple input section instru instuctions
which are customizable you can even add
multiple instructions here or you could
add multiple background documents so
let's just give my Landmark um business
background
document that might be something that I
always want to include so I can include
that in my workflow
template any background that I want to
include I just include it all here any
instructions that I want to have I
include here and any variable inputs
that are going to change every time I
run the workflow I just input and run
and use whenever I need a new customer
support reply or whatever it is so you
can build up these workflow processes in
your in your own notion workspace
basically any repetitive task where you
just need a little bit of intelligence
and you can give a clear instruction and
some background by creating a workflow
for it it's just going to be a much
easier process than trying to find the
right place in notion to make use of
notion AI or using the chat I found that
the chat interface here is actually a
bit awkward to work with when you have a
large prompt like that and you're trying
to reference background documents so
I've created this little workflows
system um it's available now inside of
business OS and if you have a different
template setup or Os I've also added
this version of the workflows Builder
with all of the necessary pieces that
you can drag into your own workspace uh
this is going to be available in the
Lark components Library it is going to
be part of the paid all access section
so it's not going to be a free template
but if you've followed along for this
whole video then you should actually be
able to recreate this workflow system
for yourself it's just basically three
simple databases that you need to tie
together so again I'm super excited
about this new approach I think it makes
notion AI way more powerful than just
using the chat
and it's finally giving you a way to
reference all of the documentation and
knowledge that you're already storing
inside of notion and put it to good use
in these automated workflows using
notion AI so I hope you found this
useful if you are interested in just
using this whole system as well as U all
these other workspaces for Content
projects tasks financials kpis dashboard
with charts uh if you want to just use
use this system out of the box you can
use business os I'll leave a link to
that in the description otherwise I hope
you found this useful and thanks for
watching
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