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Convert Gmail to Tasks Automatically 📥 | No-Code Workflow

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Let’s face it—your inbox isn’t a task manager. Yet every day, important action items hide inside emails: client requests, follow-ups, reminders, ideas. With this automation, you can convert Gmail to tasks instantly, so nothing slips through the cracks.

The moment a new email lands in Gmail, Workload transforms it into a Google Task—complete with subject line, message content, and the date it was sent. No copy-paste. No clutter. Just clean, trackable to-dos ready for action.

Whether you’re managing clients, projects, or just trying to stay ahead of your inbox, this workflow keeps you focused on doing—not digging.

🔌 Essentials & Connections #

Before you get started, here’s what you’ll need:

  • A Gmail account to receive new emails
  • A Google Tasks account to store your tasks
  • A Workload account (free or paid) to create your workflow

Workload makes connecting these tools seamless. Just sign in and grant access when prompted—no developer setup or configuration needed.

⚙️ How to Convert Gmail to Tasks #

1. Set Up the Trigger #

Click the “Create Workflow” button in the Workload dashboard to begin building your automation to convert Gmail to tasks.
  • Name your workflow (ex: “New Email to Task”)
Name your new automation “New Email to Task” to track workflows that convert Gmail to tasks in Workload.
  • Select the trigger app: Google Gmail
Choose Google Gmail as your trigger app to start building a workflow that converts Gmail to tasks.
  • Choose the event: New Email
Select “New Email” as the trigger event in Gmail to convert Gmail to tasks automatically.
  • Securely connect your Gmail account to Workload
Sign in to securely connect your Gmail account to Workload before configuring the email trigger.
  • After your account has connected, click Continue
Once Gmail is connected, click “Continue” to proceed with building the workflow.
  • Click Test Trigger to pull in a sample email
Test the Gmail trigger to ensure that recent email data is correctly pulled into the workflow.
  • After you get a successful response, click Continue to proceed to the action step
View and confirm sample email details like subject, sender, and message body before mapping fields.

2. Setup the Action #

  • Choose app: Google Tasks
Choose Google Tasks as the action app to store the automated task generated from the Gmail trigger.
  • Select event: Create Task
Select “Create Task” as the event in Google Tasks to complete the email-to-task automation.
  • Securely connect your Google account and click Continue
Connect your Google Tasks account to Workload to complete the workflow setup that converts Gmail to tasks.
  • Select the appropriate task list
Select a specific Google Tasks list—like “Funsies”—to store new tasks created when you convert Gmail to tasks.
  • Map the task fields:
    • Title: Use the email subject
    • Notes: Use the email body/message
    • Due: Use the email’s sent date (Note: Due date from Gmail isn’t automatically formatted for Google Tasks. You will need to reformat it)
Map email subject, body, and date into Google Tasks fields to fully convert Gmail to tasks automatically.

3. Format the Date with Workload’s AI Tool #

  • Click the plus sign between your trigger and action to add a step
Insert a new step in your workflow between the Gmail trigger and Google Tasks action to process data.
  • Choose AI Formatter by Wrokload from the TOOLS menu
Use the AI Formatter from the tools tab to reformat dates or text between workflow steps.
  • Select Format Data and then click Continue
Select the “Format Data” event to reformat incoming values like timestamps for Google Tasks.
  • Map the Input Data field from the trigger response
Pull in raw email data from the Gmail trigger step to use as the input for formatting.
  • Enter a prompt to reformat the date to the following format YYYY-MM-DDTHH:MM:SSZ, then click Continue
Enter formatting instructions for Workload AI to convert the date into a compatible timestamp.
  • Test the action and confirm the output is correct, then click Continue
Click “Test Action” to verify the formatter converts the email date into the required format.

4. Finalize and Test Your Workflow #

  • Return to Step 3 (Create Task) and add the newly formatted date from Step 2 (Format Data) and click Continue
Update the task’s due date field in Google Tasks with the newly formatted value from the AI Formatter.
  • Click Test to confirm a successful task creation
Testing the “Create Task in Google Tasks” action
  • Verify the task appears in your Google Tasks list (ex: “Balloon Duty” with the right notes and date)
Viewing the successfully created Google Task named “Balloon Duty” from the new email trigger

5. Activate Your Workflow #

  • Return to the Workload Editor and make sure each step in the editor shows a green status
All three steps in the new email to task workflow showing green status indicators
  • Toggle your workflow ON to begin live automation
Activating the completed new email to task automation in Workload

🚀 Why This Workflow Matters #

Staying on top of your inbox can be overwhelming. This automation clears the clutter by pulling out actionable messages and dropping them straight into your task manager. It’s perfect for:

  • Tracking follow-up tasks from emails
  • Capturing client requests or appointments
  • Ensuring important emails don’t get buried

No manual copying, no switching between tabs—just smooth automation that keeps you moving.

🛠️ Customize Your Workflow #

Want to go further? Try these upgrades:

  • Label-Based Filtering: Only trigger the workflow for starred or labeled emails.
  • Multi-Step Automations: Add Slack alerts or calendar updates for urgent tasks.
  • Shared Task Lists: Route emails to team-managed lists for better collaboration.

🔓 Unlocked: Convert Gmail to Tasks Workflow #

You’ve got the steps—now make them your own. Build a customized Gmail-to-Google Tasks workflow that fits how you work, whether you’re managing client requests, internal priorities, or personal follow-ups.

👉 Try it on Workload and create a smarter way to work.

🧠 Learn More #

Watch the full video below to follow along as Eliot builds this exact automation from start to finish—no code, no confusion.

Looking to build something more tailored? Head over to Workload University for more tutorials, walkthroughs, and inspiration to help you create powerful, personalized workflows. You can also explore the Workload Help Center for step-by-step guides and expert tips to keep you moving.

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