How to: Monitor my weekly completed tasks from Notion over time

Context

This article is following a previous article I wrote about “How to get weekly email with my completed tasks from notion”. I suggest you to read this article before going further here.

After being able to connect to Notion API and get a weekly reminder of completed tasks of the previous week, I decided to go a step further by monitoring over time all these tasks completed by creating a dashboard.

To do so, I decided to use only the following tools : Google Sheet to store my data and to create my dashboards, Notion API to get the data and Integromat to weekly call Notion API and feed my Google Sheet.

Step 1: Create a Google Sheet

This step is rather easy, just create a Google Sheet in your Google drive and create 2 spreadsheets: one for storing your data and an other one for your upcoming and sparkling dashboards ⭐.

In the speadsheet where my data will be stored, I’ve created 4 columns to be mapped with my Notion data: Completion date, Task name, Epic and creation date.

Step 2: Update Notion API call

In Integromat I already used a flow that was calling Notion API to get my past week completed tasks. Obviously, my idea was to capitalize on this existing integration process by just adding a new branch into this Integromat scenario that will manage the storage of API data in the new spreadsheet.

Since I wanted my tasks to be sorted by “Completion date” I had to update my Notion API call. Notion API provides a way to sort data by giving in the body of the API a sort parameter, see below in bold:

{
   "filter": {
      "and": [{
         "property": "Last update date",
         "last_edited_time": {
         "past_week": {}}},
      {
         "property":"Status",
         "select": {
         "equals": "Completed"}}]},
   "sorts": [{
         "timestamp": "last_edited_time",
         "direction": "ascending"}]}

Step 3: Update Integromat scenario

1. Update HTTP module with the previous code
2. Add a router element to create a new branch that will manage the data storage
3. Add a Google Sheet element after the router element. Connect this Google Sheet element to your spreadsheet and map API fields with spreadsheet fields.
4. Your flow is set up, ready to pull and load data into your spreadsheet.

tIntegromat scenario with new branch to add to GS

N.B: Date format from Notion API was not exactly the one I wanted to use in my spreadsheet. So in Integromat Google Sheet module I chose to format the date like following:

formatDate(substring(toString(9.properties.`Last update date`.last_edited_time); 0; 10); "DD-MM-YYYY")

Step 4: Dashboard creation

For my dashboard I wanted to keep track of my weekly performance. Am I doing better than a previous week ? What is my best week or day ? Am I in a good trend or am I stuck ? To answer these questions I decided to keep track on the following KPI:

• Total tasks completed this year
• Highest number of completed tasks in one day and the date
• How much time since I did not beat record
• My weekly amount of completed tasks with average completed tasks by week and a moving average from the previous 4 weeks
• Average completion time (in days), maximum completion and minimum completion by weeks

Notion weekly completed tasks dashbord

Conclusion

Of course this monitoring system is far from being perfect — for instead counting the number of tasks is very arbitrary (a tasks that takes 5 secondes to be done counts as much as a task that takes 3 days) — nevertheless it shows how easy it could be to leverage Notion API to track whatever you want with no code tools such as Integromat and Google Sheet.