Set up automatic permission sharing via the Notion API so chosen people automatically get permission and notification whenever a task is assigned to them

Description

• This can also be useful in many other contexts and can help solve some of the issues with sharing workspaces identified in Set up Pipedream account and test connecting Notion with Slack, Discord, and Telegram

This can help with Improve notification and provenance system for optimism fractal notion site via discord

Is it possible to automatically share access to all pages in a notion database with a specific status or tag without sharing the entire database with someone or needing to manually share the link for each page? If so, how?

ChatGPT

Yes, it is possible to automate the process of sharing pages within a Notion database based on specific criteria like status or tag without sharing the entire database. This automation can be achieved using Notion's API and a scripting or automation platform. Here's a high-level overview of how you can set this up:

1. Use Notion's API: Notion's API allows you to programmatically interact with your content in Notion. You can retrieve all pages within a database, check their properties (such as status or tags), and update their sharing settings.
2. Scripting or Automation Platform: You can write a script in a language that supports HTTP requests, such as Python, using libraries like requests or notion-client (an unofficial Python client for the Notion API). Alternatively, you can use automation platforms like Zapier or Integromat, which have Notion integrations and can handle HTTP requests without writing code.

Steps to Automate Sharing Based on Status or Tag

1. Access Notion's API: Obtain access to Notion's API by creating an integration within your Notion settings. This will provide you with an API key (also known as the integration token) that you'll use to authenticate your requests.
2. Identify Database ID: Find the ID of the database you want to work with. You'll need this to query the database for its pages.
3. Query the Database: Use the Notion API to query the database for pages. You can filter these pages based on their properties, such as a specific status or tag.
4. Check Sharing Settings: For each page that meets your criteria, check the current sharing settings to determine if the page is already shared with the desired person or group.
5. Update Sharing Settings: For pages that are not already shared appropriately, use the API to update their sharing settings. This might involve adding a specific user or group to the page's sharing settings.

Example Code Snippet (Python)

This example assumes you have some familiarity with Python and have installed the requests library.

pythonCopy code
import requests

# Replace these with your actual values
NOTION_TOKEN = 'your_integration_token_here'
DATABASE_ID = 'your_database_id_here'
USER_ID = 'user_id_to_share_with'

headers = {
    "Authorization": f"Bearer {NOTION_TOKEN}",
    "Content-Type": "application/json",
    "Notion-Version": "2021-05-13"
}

# Retrieve pages from the database
query_url = f"https://api.notion.com/v1/databases/{DATABASE_ID}/query"
response = requests.post(query_url, headers=headers)
pages = response.json().get("results", [])

for page in pages:
    # Example: Check if the page has a specific status or tag
    # This part depends on your database structure
    properties = page.get("properties", {})
    status = properties.get("Status", {}).get("select", {}).get("name", "")

    if status == "YourDesiredStatus":
        # Share the page - you'll need to refer to the API for the exact method to update sharing settings
        # As of my last update, Notion API's capabilities to modify sharing settings might be limited,
        # and you may need to explore workarounds or manual steps.
        pass

Important Consideration: As of my last knowledge update in April 2023, the Notion API had some limitations, particularly around directly managing sharing permissions through the API. It's highly recommended to check the latest Notion API documentation for updates on this functionality. If direct sharing adjustments are not supported, you might need to use a combination of the API for identifying the right pages and then manually share those pages, or look into any new features or workarounds that have been introduced.

Is it possible to do it without any custom code? Please search bing Also, is it possible to do it without the api? For example, could an automation in notion or perhaps a rollup/reference be useful here?

ChatGPT

To automate sharing of pages in Notion based on specific criteria like status or tag without using custom code or the API, and without needing to manually share each page, there are a few approaches and tools you can consider:

1. Automation Tools like Bardeen: Bardeen is a tool that allows for the automation of tasks within Notion and other apps without the need for coding. It offers a variety of pre-built automation templates that could potentially be used to automate the sharing process based on specific triggers or criteria. While the direct automation for sharing pages based on status or tag without manual intervention might not be explicitly listed, Bardeen and similar tools (e.g., Zapier, Make.com) offer a wide range of automation capabilities that could be leveraged in creative ways to streamline your workflow in Notion.
2. Notion's Built-in Sharing and Permissions Features: Although Notion's built-in features might not directly support automatic sharing of pages based on tags or statuses, they do offer detailed sharing and permissions settings. You can share individual pages with specific users or the web and set detailed permissions for each shared page, such as viewing, commenting, or editing rights. This manual approach allows for control over who sees what but doesn't automate the process based on page properties like tags or status.
3. Exploring No-Code Automation Platforms: Platforms like Make.com, Pipedream, and Zapier allow you to connect Notion with thousands of other apps and automate tasks across your digital tools without writing code. These platforms can perform actions like creating tasks, importing data into Notion, and potentially sharing pages under specific conditions. While they might require some setup and possibly a creative workaround to directly match your criteria for sharing based on tags or statuses, these tools are powerful and flexible enough to support a wide range of automation needs.

In conclusion, while there isn't a direct built-in feature in Notion for automatically sharing pages based on status or tag without the API or custom code, using external tools like Bardeen and leveraging Notion's sharing and permissions controls can offer alternative solutions. Additionally, no-code automation platforms may provide the flexibility needed to create a more automated workflow that approaches your goal. You may need to experiment with these tools and possibly combine a few different strategies to achieve the desired outcome.

Would Bardeen, zapper, or pipedream require access to my entire database or workspace? Would pipe dream be able to make this work without requiring custom code? If I use the code provided above but don't have familiarity with Python or have installed the requests library, then how easy or difficult would it be to do this? Would it make it easier to use pipe dream?

ChatGPT

Using tools like Bardeen, Zapier, or Pipedream for automating tasks in Notion, including sharing specific pages based on criteria like tags or statuses, has different implications in terms of access requirements and the necessity for custom code:

1. Access Requirements:
• Bardeen: It operates as a browser extension that automates tasks by mimicking human actions on the web. Therefore, it would need permissions to interact with web pages you visit, including Notion. However, it doesn't necessarily require access to your entire database or workspace; it works based on the specific automation you set up and what it needs to accomplish that task.
• Zapier and Pipedream: These platforms connect to Notion through its API, which does mean you'll need to grant them access to your Notion workspace. The level of access can be controlled to some extent by the scopes you allow when setting up the integration. Typically, these tools can be precise in what they access, depending on how you configure them. They don't necessarily need to access your entire database or workspace but will need permissions relevant to the tasks they are automating, such as reading from a database or creating/updating pages.
2. Using Pipedream Without Custom Code:
• Pipedream is a versatile platform that supports both code and no-code solutions. For straightforward automations, such as sending data between apps or simple conditional logic, you may not need to write custom code. Pipedream offers a wide range of pre-built components and integrations that can be used to create workflows. However, for more complex logic, like filtering pages based on specific tags or statuses and then sharing those pages, you might need to use its code steps feature to add JavaScript or Python code to your automation. This doesn't necessarily mean it's out of reach for those unfamiliar with coding, as the platform provides examples and a supportive community that can help construct these workflows.
3. Difficulty of Using Python Script for Non-Programmers:
• If you're not familiar with Python or haven't installed the requests library, setting up and running the provided Python script could be challenging. You would need to:
• Install Python on your computer.
• Learn how to use pip to install the requests library.
• Understand basic Python syntax and how to run Python scripts.
• This could be a steep learning curve if you're new to programming or scripting. In this context, using a platform like Pipedream might indeed be easier, as it can handle HTTP requests and process logic through a more user-friendly interface, potentially without requiring you to write code.
4. Ease of Use with Pipedream Compared to Python Scripting:
• For those without a background in programming, using Pipedream or a similar no-code/low-code platform can significantly lower the barrier to automation. These platforms are designed to make the creation of integrations and automations accessible to a wider audience, including those without technical expertise. They provide a graphical interface to build workflows, along with templates and examples to get started. While some scenarios might still require a bit of logical thinking or understanding of the data you're working with, the need for traditional coding skills is much less compared to writing and running a Python script.

In conclusion, while tools like Bardeen, Zapier, and Pipedream do require some level of access to your Notion account to perform tasks, they offer different levels of control over that access. For users without a background in coding, platforms like Pipedream might offer a more accessible way to automate complex tasks, including sharing Notion pages based on specific criteria, with less need to directly interact with code.

• Dan’s use case at