Notion Documentation
How to forward Gmail emails to Notion
Forward Emails from Gmail to Hipporello to Create Notion Items
Hipporello enables teams to automatically convert incoming emails into Notion items, making it easier to manage requests in a structured and collaborative way.
When an email is forwarded to your Hipporello email address, a new item is created inside your selected Notion database. This allows your team to track, organize, and respond to requests directly from Notion.
This setup is especially useful for teams handling requests through shared inboxes such as support@, help@, or sales@. Instead of managing conversations across multiple inboxes, each email becomes a structured item that your team can manage together.
Once an item is created, your team can:
Assign ownership
Add internal notes and comments
Communicate with the requester
Track progress until the request is resolved
Since every forwarded email becomes an item, you can ensure that no request is missed.
How It Works
After setup, the process runs automatically in the background:
Hipporello generates a unique inbound email address
Gmail forwards selected emails to this address
Each forwarded email is converted into a Notion item
Your team manages and responds to requests within your Notion database
This allows you to continue using email as your intake channel while organizing requests in a structured workflow.
Step 1 — Get Your Hipporello Email Address
To begin, you need the email address that Hipporello uses to create items.
Go to admin.hipporello.com
Navigate to the Emails section
Connect your inbox or open your existing email configuration
Copy the Hipporello email address
This is the address where emails must be sent to create items in your Notion database.
Step 2 — Create a Gmail Forwarding Rule
Next, configure Gmail so it can forward emails to Hipporello.
Open Gmail
Click the Settings (⚙️) icon
Select See all settings
Go to the Forwarding and POP/IMAP tab
Click Add a forwarding address
Paste your Hipporello email address
Confirm the forwarding setup
Once completed, Gmail will be able to forward emails to Hipporello.
Step 3 — Create a Filter to Forward Specific Emails
To avoid forwarding all emails in your inbox, create a filter so that only relevant messages are sent to Hipporello.
In Gmail Settings, go to Filters and Blocked Addresses
Click Create a new filter
Define your criteria, for example:
Emails sent to support@yourcompany.com
Emails with subject “Support Request”
Click Create filter
Enable Forward it to and select your Hipporello email address
Save the filter
This ensures that only selected emails are converted into Notion items.
Step 4 — Items Are Created Automatically
Once everything is configured, the process becomes fully automatic.
When an email is forwarded:
A new Notion item is created
The email subject becomes the item title
The email body becomes the item content
Attachments are included
Your team can immediately:
Assign the item
Add internal comments
Respond to the requester
All communication remains centralized within the item, providing full visibility and context.
Example Workflow
Here is how the process works in practice:
A customer sends an email to support@company.com
Gmail forwards the email to Hipporello
Hipporello creates an item in your Notion database
A team member reviews and assigns the item
They respond directly from the item
The requester receives the reply via email
This creates a seamless flow from incoming email to structured request management.
Benefits
Using Gmail forwarding with Hipporello and Notion helps teams stay organized and efficient.
With this setup, you can:
Ensure no incoming requests are missed
Convert emails into structured Notion items
Collaborate on requests within a shared database
Keep all communication centralized and easy to track
Instead of managing scattered email threads, your team can work within a unified system that improves visibility, accountability, and response times.
Any other questions? Get in touch