This New Notion Hack Will Change How You Work In Notion

Summary

This 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

00:00

🚀 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.

05:00

🛠️ 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.

10:01

📈 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.

Keywords

💡Notion AI

Notion AI is an artificial intelligence tool integrated within Notion, allowing users to automate tasks, generate content, and provide intelligent responses. In the video, it is highlighted as a newly enhanced tool that can now perform more complex workflows without relying on external integrations. The speaker explains how Notion AI has evolved to become more useful, especially in personalizing responses and automating repetitive tasks like customer support.

💡Workflow

A workflow refers to a sequence of tasks that are automated or systematized to achieve a specific result. In the video, the speaker discusses creating workflows that streamline tasks such as content creation and customer support. The workflow is broken into three parts: inputs, instructions, and background, making it easier to reuse and automate processes in Notion AI.

💡Inputs

Inputs are the variable elements in a workflow that change every time the process is run. These could be customer emails, article titles, or specific keywords. The speaker explains that inputs are one of the three components of a workflow and are used to customize the task output, such as creating tailored responses or generating articles based on different keywords.

💡Instructions

Instructions are the specific prompts or commands that guide Notion AI in performing a task. In the video, the speaker emphasizes that detailed and clear instructions stored in a database help make Notion AI more accurate and personalized in executing tasks like writing emails or conducting research. The instructions provide the AI with the necessary context on how to complete each task.

💡Background

Background refers to the contextual knowledge or reference documents that the AI uses to understand how to perform a task correctly. The speaker explains that by linking a background document—such as a customer support database with FAQs or product information—Notion AI can craft more relevant and accurate outputs based on detailed, specific knowledge. It is one of the key factors in enhancing the AI's precision.

💡Automation

Automation is the process of making tasks happen automatically through the use of technology, reducing the need for manual input. The video showcases how Notion AI can automate repetitive processes like replying to customer emails, content creation, and keyword research. By setting up workflows, users can save time and increase efficiency in their daily work.

💡Customer support

Customer support is the assistance provided to customers to help them solve issues or answer questions about a product or service. The video focuses on how Notion AI can be used to automate responses to customer inquiries by drawing from a customer support background database. This ensures that responses are consistent, informative, and tailored to the specific needs of the customer.

💡Content creation

Content creation refers to the process of producing articles, social media posts, or other written materials. In the video, the speaker demonstrates how Notion AI can be used to automate the creation of SEO articles by inputting keywords, using detailed instructions, and referencing background content. This helps streamline the production of content tailored to specific topics or audiences.

💡SEO (Search Engine Optimization)

SEO, or Search Engine Optimization, is the practice of optimizing content to improve its visibility in search engine results. In the video, the speaker shows how Notion AI can assist in researching SEO keywords and generating article ideas that are relevant to the specified keyword. The AI helps streamline this process by suggesting new keywords and crafting SEO-friendly content.

💡Personalization

Personalization refers to tailoring outputs to suit specific needs, preferences, or contexts. The video emphasizes how the latest Notion AI update allows users to personalize the outputs by linking background documents and providing detailed instructions, making responses more relevant to each customer or task. This contrasts with the generic, less useful outputs AI tools often generate.

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