Workflows
Learn about action types, database columns, AI structuring, and how to manage your workflows.
A workflow is the core concept in SendMyVoice. It defines what happens to your voice notes — where the data goes and how it gets formatted.
What is a workflow?
Every workflow has four parts:
| Part | Description | Example |
|---|---|---|
| Name | A label you'll recognize | "Daily Standup" |
| Destination | The service to send data to | Notion, Email |
| Action type | How the data gets formatted | Database row, Page, Email summary |
| Target | The specific location | "Tasks" database, recipient email |
When you record a voice note and select a workflow, SendMyVoice:
- Transcribes your audio
- Structures the content based on the action type
- Delivers it to the target
Action types
Notion actions
Add row to database
Best for recurring, structured entries — standups, expenses, tasks, CRM entries.
The AI reads your Notion database columns and automatically fills in matching properties from your voice note. For example, if your database has columns like "Status", "Priority", "Due Date", and "Amount", the AI extracts those values from what you said.
Supported column types:
| Column type | What the AI does |
|---|---|
| Title | Uses the extracted title |
| Select / Status | Picks from your existing options |
| Multi-select | Picks one or more existing options |
| Number | Extracts numeric values |
| Date | Extracts dates (handles "today", "next Friday", "March 15") |
| Checkbox | Sets true/false based on context |
| Rich text | Extracts short text (up to 200 characters) |
| URL | Extracts valid URLs |
| Extracts email addresses | |
| Phone | Extracts phone numbers |
Columns that don't match anything you said are left empty — the row is still created.
Create a new page
Best for one-off content — meeting notes, journal entries, brainstorms, memos.
Creates a new sub-page under your chosen parent page. The page contains:
- Title — extracted from your voice note
- Summary — AI-generated overview
- Transcript — full cleaned-up text
Email actions
Summary + transcript
Sends an email with two sections:
- Summary — an AI-generated overview of what you said
- Transcript — the full cleaned-up transcript
Best when the recipient needs a quick overview but also wants the full context.
Transcript only
Sends an email with just the cleaned-up transcript. No AI summary.
Best for verbatim notes or when the content doesn't need summarizing.
Creating a workflow
See the Getting Started guide for the step-by-step wizard walkthrough.
Quick summary:
- Name your workflow
- Choose a destination (Notion or Email)
- Connect your account / select a recipient
- Choose an action type
- Select a target (Notion only)
Your form progress is saved automatically — if you need to leave (e.g. during Notion OAuth), your data will be there when you come back.
Editing a workflow
Hover over a workflow card on your dashboard and click the pencil icon to open the edit modal.
You can change:
- Workflow name
- Action type
- Target (Notion workflows — browse and select a different database or page)
For email workflows, the edit modal shows the recipient email address as read-only. To change the recipient, create a new workflow.
Deleting a workflow
Open the edit modal and click Delete workflow at the bottom. You'll be asked to confirm before it's deleted.
Deleting a workflow does not delete your past recordings or the data already sent to Notion/email. It only stops future voice notes from using that workflow.
Workflow limits
| Free | Pro | |
|---|---|---|
| Workflows | 3 | Unlimited |
| Integrations | 2 | Unlimited |
When you hit the workflow limit on the Free plan, the "Create workflow" card is replaced with an upgrade prompt.
Using workflows
From the dashboard
Each workflow card has a Record button (or you can click the card itself). This takes you to the recording page with that workflow pre-selected.
From the record page
Use the workflow dropdown to switch between workflows. Your last used workflow is remembered — next time you open the record page, it's already selected.
Pending email workflows
If a workflow uses an email integration that hasn't been confirmed yet, it shows an amber "Pending" badge on the dashboard. You can still select it when recording, but the delivery will fail until the recipient confirms.
How the AI structures your data
When you record a voice note, the AI does two things:
1. Transcription
Your audio is transcribed using OpenAI's Whisper model. It handles:
- Multiple languages
- Accents and regional speech
- Technical jargon and industry terms
- Background noise
- Filler words (automatically cleaned up)
2. Structuring
The AI then analyzes the transcript and extracts:
- A title — a short, descriptive headline (max 60 characters)
- A summary — a clean, organized version of what you said (markdown formatted)
- Properties (database rows only) — values for each column in your Notion database
The AI uses your workflow name as context. A workflow named "Expense Log" tells the AI to look for amounts, categories, and dates. A workflow named "Meeting Notes" tells it to look for attendees, action items, and decisions.
Troubleshooting
"Integration not confirmed"
Your email recipient hasn't clicked the confirmation link yet. Ask them to check their inbox (and spam folder). You can resend the confirmation from the workflow wizard.
"Notion integration not found or credentials invalid"
Your Notion connection may have expired or been revoked. Go to the workflow wizard, remove the old workspace, and connect it again.
"Workflow has no target configured"
This can happen if the Notion page or database was deleted. Edit the workflow and select a new target.
Properties not filling in correctly
The AI does its best to match your words to database columns. For best results:
- Be explicit — say "priority is high" instead of "this is important"
- Use exact option names — if your Status column has "In Progress", say "status is in progress"
- Mention dates clearly — "due date is March 15th" works better than "sometime next week"