NOTION MAIL PRESERVATION WORKSHEET
OpenTools Team | Worksheet version 1 | Prepared September 16, 2026

This pack contains three original, editable CSV worksheets. Open them in Excel,
Numbers, Google Sheets or another spreadsheet application. Keep your working
copies in storage you choose. Downloading this pack does not upload your records,
connect to your mailbox, create Gmail filters or migrate messages.

FILES AND ORDER

1. inventory.csv: eight starting categories, one row per actual item to preserve.
2. view-rebuild-map.csv: one starting row for translating a view into explicit
   requirements and a proposed Gmail search or a documented manual alternative.
3. verification-log.csv: ten starting checks, each initially not_tested.

The prefilled rows are prompts to investigate your account, not a list of data
found in it. Copy rows for additional items and give each a new unique ID. If a
category does not apply, mark it not_needed and explain why. Never mark the
starter rows verified simply because they are present in the download.

START HERE

Notion says September 21 is the last day to save Notion Mail-only material before
the September 22, 2026 shutdown. Set an earlier checkpoint for your own review.
An organization's transition requirements may be earlier.

First establish the Google account and Notion Mail account you are reviewing.
Use a short account alias in owner or notes if several accounts are involved.
Do not disconnect the Notion Mail account as a preparation step: Notion says a
disconnect deletes that account's views, AI labels and notification preferences.

Open inventory.csv and replace the blank source/destination fields with your own
references. Store message text, files and instructions in their chosen destination;
the worksheet should point to those records rather than duplicate a whole inbox.
No account password, API key or recovery code is needed in any worksheet cell.

Use stable IDs: P001, P002 and so on for preservation items; V001 and onward for
view rows; Q001 and onward for verification checks. When copying a starter row,
also create its own check row and update both references.

INVENTORY: WHAT EACH COLUMN MEANS

item_id: Your unique preservation item ID. Keep it unchanged after linking checks.
item_type: Draft, scheduled email, snippet, attachment, instruction, reminder, view
  or synced database. You can add your own category.
source_locator: Where you can reopen the source item, such as a snippet name or a
  locally meaningful reference. An existing message reference is sufficient.
title_or_purpose: A short description that distinguishes this item from the next.
preservation_action: The work to do. Starter actions can be refined for the item.
destination_system: The chosen location, such as Gmail, local files, a Notion page
  or your existing reminder application.
destination_locator: The specific saved record, document or file to open again.
status: not_started, saved, verified, blocked or not_needed.
saved_at_iso: When you saved it, with a time zone, for example
  2026-09-16T10:30:00-04:00. Leave blank until the action occurs.
verified_at_iso: When a separate destination check passed; blank until checked.
verification_ids: One or more Q IDs, separated with semicolons.
owner: Who is responsible for closing this item or an account alias for solo work.
notes: A blocker, intentional exception, source count, or information to revisit.

Saved means a copy exists. Verified means you reopened the destination and a
linked check passed. A downloaded export alone does not prove that every expected
item or attached file is usable. Use blocked when an expected item is missing or
you cannot complete the check, and write the next action in notes/follow_up.

PAY SPECIAL ATTENTION TO THESE ITEMS

Drafts: Compare recipients, subject, body and attachments after opening the saved
  draft in Gmail. A similar subject is not sufficient to identify the right draft.
Scheduled emails: Inspect Gmail's Scheduled area and the intended date and time
  zone. Compare the intended queued copies with what actually appears. Do not
  send a message merely to test preservation. Google says Cancel send turns a
  scheduled message into a draft; reschedule only if that is the intended change.
Snippets: Preserve the reusable text and any subject or recipient fields you used.
  Snippets can contain more than body text. Record their shortcut context too.
Snippet files: Download the actual attachment from Settings > Snippets and open
  the saved copy. Keep a separate P row for each file if there is more than one.
Auto labels: Save the complete instruction and the label it was meant to apply.
  A saved instruction is not a working Gmail filter. Translate or recreate the
  behavior separately, then check the result.
Reminders: Record the intended time and message reference in a reminder system
  you will continue to use. Verify that destination independently of the email.
Custom views: Capture how the view selects and presents messages in the view map.
  Gmail labels are not proof that Notion grouping or custom properties survived.
Synced Notion databases: Record where already-synced emails remain accessible and
  how new mail will be handled after synchronization stops. A retained old message
  does not prove that the view will continue receiving new messages after shutdown.

VIEW MAP: RECORD REQUIREMENTS BEFORE APPLYING A RULE

view_id: Unique V ID for this view or separately tested part of a complex view.
inventory_item_id: The P ID for the original configuration.
source_view_name: The view's recognizable name.
source_filter_logic: Which messages belong, which are excluded, and how conditions
  combine. Include whether archived messages are included.
grouping_and_order: How matches are grouped and shown; keep this separate from
  the conditions selecting them.
custom_properties: Additional fields your workflow depends on, such as an assignee.
gmail_search_criteria: The candidate conditions to enter in Gmail's search options.
  This is a planning field; the worksheet does not execute or import it.
proposed_label_or_action: The intended action if the candidate is accepted.
gap_or_manual_step: Behavior not reproduced, or a replacement outside Gmail.
positive_check_id: Q ID for an existing message that should match.
negative_check_id: Q ID for an existing message that should not match.
decision: unassessed, needs_revision, ready_for_manual_setup, manually_configured,
  keep_manual or not_needed. Do not use ready until both checks are reviewed.
owner_notes: Remaining questions, review owner or why a manual approach was chosen.

For example, a fictional view may group supplier emails by assignee while showing
only invoice messages. Preserve the invoice-selection rule separately from the
assignee grouping. A Gmail search might select the intended invoices while doing
nothing to preserve who should handle each one. Put that gap in gap_or_manual_step
and decide where the assignment will be recorded before applying the new rule.

Google documents a Search step before Create filter. Use that to compare an
existing message that should match and one that should be excluded. Record both
results. Check any additional condition separately if a view combines several
rules. A passing pair is a useful spot check, not proof that every future message
will be classified correctly. Replies must also meet the filter criteria to be
filtered, according to Google.

An existing Gmail filter is different from a Notion AI auto label or custom view.
Gmail exports its own filters as XML. These CSVs are worksheets and must not be
selected in Gmail's Import filters dialog.

VERIFICATION LOG: RECORD WHAT YOU ACTUALLY SAW

check_id: Unique Q ID.
item_id: The P or V ID being checked.
check_type: The specific check, such as opening a file or examining a search result.
expected_result: What should be true before you inspect the destination.
actual_result: What you observed. Do not copy the expected result without checking.
evidence_locator: A saved screenshot or an existing file/message reference you can
  reopen. Keep sensitive content in your chosen storage and note a short reference.
result: not_tested, pass, fail or blocked.
checked_at_iso: Date/time with zone of the actual check, not the planned check.
reviewer: Who performed the check.
follow_up: A concrete repair, further test or decision required.

CLOSING THE WORKSHEET

Filter inventory status for anything other than verified or not_needed. Resolve
each remaining item or record the owner, next action and deadline for its blocker.
Check that every verified item has a destination locator and passed Q record.
Check that every not_needed item has an explicit reason. Keep the saved original
configuration for any view that still needs manual work.

Retain the three CSVs together because their IDs refer to one another. Keep a copy
of the completed pack and the actual saved documents/files in your own storage.
The worksheets contain no macros, scripts, formulas or external data connections.

SOURCE NOTES (reviewed September 16, 2026)

Notion shutdown and preservation requirements:
https://www.notion.com/help/notion-mail-inbox-is-going-away-what-to-do-next
Notion account export, snippets, auto labels and disconnect behavior:
https://www.notion.com/help/notion-mail-settings
Notion snippet fields and composer:
https://www.notion.com/help/compose-an-email
Notion view filters, grouping and properties:
https://www.notion.com/help/views-groups-filters-and-properties
Google Gmail filter creation, checks and XML export:
https://support.google.com/mail/answer/6579?hl=en
Google scheduled mail, time zones and Cancel send:
https://support.google.com/mail/answer/9214606?co=GENIE.Platform%3DDesktop&hl=en

The worksheet structure, statuses, ID scheme, proposed checks and fictional example
are original OpenTools editorial tools. They do not assert that a particular account
has been migrated or that a custom Notion view has a direct Gmail equivalent.
