Add, update, and fetch contacts from a Notion database by email Workflow Solution

Workflow overview

Why this workflow matters

Helpful for business development and pipeline building. Relevant for managed services and support workflows.

🚀 Overview Store, update, and retrieve contacts in a Notion database by sending a JSON payload to an AlekSystem workflow. Email is used as the unique identifier — no Notion page IDs required. ✨ What this workflow does The workflow has three actions, controlled by a single action field in the payload: Create** — checks if a contact with that email already exists. Blocks the request if it does. Creates a new row in Notion if it does not. Update** — finds the contact by email automatically and updates their details. No Notion page ID needed. Get** — searches Notion by email and returns the contact's details. 🔧 Requirements An AlekSystem instance (cloud or self-hosted) A Notion account with an API integration token A Notion database with these columns: | Column | Notion type | |--------|-------------| | Name | Title | | Email | Email | | Phone | Phone number | | Status | Select — suggested options: Lead, Contacted, Qualified, Customer, Closed | | Notes | Text | ⚙️ Setup Create a Notion integration — go to notion.so/my-integrations, create a new integration, and copy the token. Add credentials in AlekSystem — go to Credentials → New → Notion API → paste your token → save. Connect your database — in Notion, open your database → click ... top right → Connections → select your integration. Select your database in AlekSystem — open each Notion node in the workflow and pick your database from the dropdown. Test — use the Manual Trigger with the sample payloads below to confirm each branch works. Go live — replace the Manual Trigger with a Webhook node. Send POST requests to the generated URL from any app or form. 📚 Sample payloads Use these in the Manual Trigger to test each action: Create a contact: { "action": "create", "name": "Jane Doe", "email": "jane.doe@example.com", "phone": "+49 123 456 789", "status": "Lead", "notes": "Met at Berlin conference" } Update a contact: { "action": "update", "email": "jane.doe@example.com", "name": "Jane Doe", "phone": "+49 123 456 789", "status": "Customer", "notes": "Signed contract on March 24" } Fetch a contact: { "action": "get", "email": "jane.doe@example.com" } 🖥 Connect a frontend This workflow works as a backend API. Any frontend can send POST requests to the Webhook URL and display the response — no direct Notion API connection needed in the frontend. What AlekSystem handles so your frontend does not have to: Checks for duplicate emails before creating a contact Finds the correct Notion row by email before updating — no page ID management Returns structured JSON responses for success and error states To wire up a frontend: replace the Manual Trigger with a Webhook node, point your form or dashboard at the Webhook URL, and read the JSON response to show feedback to the user. Works with React, Vue, plain HTML, or no-code tools like Webflow or Bubble. 💡 Notes status values are case-sensitive — send Lead not lead. Every contact must have a unique email address. The create action blocks duplicates. The update action returns an error if the email is not found — run create first. The get action returns one contact per email lookup.

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