Smart Sync with Airtable and Notion

Published on January 7, 2024

Introduction

Efficient data management often involves syncing data across different platforms. CodelessAPI provides a simple yet powerful solution to sync data between Airtable and Notion without the need for intricate coding. This guide will walk you through the step-by-step process of using CodelessAPI, focusing on the Smart Sync module to establish dynamic data sync between Airtable and Notion, enhancing your data workflow.

Smart Sync: A Versatile Data Synchronization Module

The Smart Sync module by CodelessAPI is designed to streamline the data synchronization process between any two data sources. In this blog post, we'll be focusing on Airtable and Notion. You'll need to connect two read modules, configure column mappings, set update conditions, and define row equality checks. Let's dive into the key steps to sync your data seamlessly.

Step 1: Sign Up and Create a New API

1. Create a CodelessAPI account: If you don't have an account, start by signing up for a free CodelessAPI account. You can register by visiting the sign-up page.
2. Generate a new API: After logging in, go to your dashboard and navigate to the "Workflows" page. Click the "Create new Workflow" button. Provide a descriptive name and relevant description for your API. Upon creation, you'll be taken to the API builder interface.
   

Step 2: Connect Airtable

1. Select Airtable as the data source: In the "Data" section on the left sidebar, expand the "Read" section, and choose "Airtable" as the read source for your data copying.
2. Add the Airtable module to the canvas: Drag and drop the "Airtable" module onto the canvas. This module will be the starting point to read data from Airtable, automating the data extraction process.
   

Step 3: Configure Airtable

1. Authorize CodelessAPI.io with Airtable: Click on the Airtable module on the canvas and select "Configure" from the options. Follow the instructions to authorize CodelessAPI.io and grant secure access to your Airtable data.
2. Select Airtable base and table: Once authorized, choose the specific Airtable base and table from which you want to read data. Further, select the columns you'd like to read from, tailoring the data to suit your needs.
   

Step 4: Connect Notion

1. Choose Notion as the other data source: Go to the "Data" section, expand the "Read" options, and select "Notion" as your other data source for your synchronization.
2. Add the Notion module to the canvas: Drag and drop the "Notion" module onto the canvas. This module will be where the synchronized data will be inserted into.
   

Step 5: Configure the Notion Data Source

1. Authorize CodelessAPI with Notion: Click on the Notion module within the canvas and select "Add Notion Account". This will open a new window where you can choose which Notion databases you want CodelessAPI to access. Follow the prompts to authorize the relevant databases.
2. Select the database and properties: After authorization, return to the builder page. Click on the Notion module and choose "Configure". Select the specific Notion account and database you want to sync data from. Choose the properties you wish to include in the synchronization process.
   

Step 6: Add the Smart Sync Module

1. Add Smart Sync module: Expand the " Operations" section, and drag and drop the "Smart Sync" module onto the canvas. This module will act as the intermediary for syncing data between Airtable and Notion.

Step 7: Link the Modules

Create a data flow between Airtable, Notion, and the Smart Sync module:

• Link Start to Airtable: Connect the "Start" module to the "Airtable" module by clicking the "Start" module, clicking "Link" then clicking the "Airtable" module. You can remove a link by clicking on the link itself.
• Link Start to Notion: Similar to above, connect the "Start" module to the "Notion" module.
• Link Airtable to Smart Sync: Connect the "Airtable" module to the "Smart Sync" module.
• Link Notion to Smart Sync: Connect the "Notion" module to the "Smart Sync" module.
• Link Smart Sync to End: Connect the "Smart Sync" module to the "End" module.
  

Step 8: Configure the Smart Sync Module

Configure the Smart Sync module to define how data should be synchronized between Airtable and Notion. Follow these detailed steps to set up your Smart Sync:

1. Persist toggle: In the configuration panel, on the top, you will see an option to persist changes to the data sources. If this is toggled off, then the workflow will return the output of the smart sync without persisting any of the changes to the data sources. This lets you test out your configuration before making any changes to your sources. Keep this off while testing and ensure you're satisfied with the output before persisting your changes.
2. Workflow Output toggle: After the workflow runs your sync, it displays the output of one of the data sources. The second toggle lets you choose which output you'd like to see. If you're syncing data between Airtable and Notion, you might decide to add rows from Airtable to Notion but not from Notion to Airtable. Hence the output for each data source will be different. If you'd like to see the output of a specific workflow when running the Smart Sync, this toggle will let you select that.
3. Mapping columns: Now map your columns between Airtable and Notion. Here you can tell CodelessAPI which columns in Airtable will match to which columns in Notion.
4. Row equality: Select the necessary conditions to determine whether or not a row in Airtable and Notion is equal.
5. Update conditions: Select your update conditions. You can mix and match your update conditions as well, so some columns from Airtable will be updated to match the Notion column values, whereas other columns might be updated in Notion to match the Airtable column values.
6. Create/Delete rows: Here you can specify whether to create or delete rows if a row exists in one data source but not the other.

Step 9: Test and Deploy Your API

1. Test your API: Initiate a test run of the API using the "Run" button. This helps identify potential issues and validates the API endpoint's functionality.
2. Deploy and use your API: After configuring the API, access the generated API endpoint to start the synchronization process between Airtable and Notion. To use the API, click on the "Start" module and select "Configuration" to obtain the API link. Remember to toggle the "Persist changes to the data sources" to allow changes to be made to your data sources.

Conclusion

CodelessAPI simplifies the process of syncing data between Airtable and Notion, providing a seamless and efficient solution for managing your information across platforms. With its user-friendly interface and powerful features, CodelessAPI empowers users to streamline their data synchronization tasks without the need for complex coding.

Whether you're handling extensive databases, collaborative documents, or project-related data, CodelessAPI's Smart Sync module ensures that your information stays up-to-date and synchronized between Airtable and Notion. The flexibility of the configuration options allows you to tailor the synchronization process to meet your specific needs.

The intuitive workflow, from connecting data sources to configuring the Smart Sync module, makes it accessible for users with varying levels of technical expertise. CodelessAPI enables you to maintain data consistency, improve collaboration, and enhance overall productivity by automating the synchronization of changes between Airtable and Notion.

Start optimizing your data synchronization process today by exploring the robust features of CodelessAPI. For any questions, support, or feedback, our dedicated team is here to assist you. Don't hesitate to reach out to hello@codelessapi.io, and take the first step towards a more efficient and organized data management experience.