Notion Inventory Low-Stock Alert
On a schedule, the flow scans a Notion inventory database for items at or below their reorder point, posts a low-stock alert to a Teams operations channel, emails purchasing a consolidated reorder list, and creates a reorder task page in Notion for each item. Keeps a Notion-run inventory from quietly running out.
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Overview
This flow guards a Notion-run inventory against silent stock-outs. On a daily schedule it scans a Notion inventory database, flags every item whose on-hand quantity is at or below its reorder point, and then - only when at least one item is low - posts a low-stock summary to a Microsoft Teams operations channel, emails a consolidated reorder list to purchasing, and creates one Notion reorder task page per affected item.
Why it matters: inventory managed in Notion has no native reorder alerting. A scheduled threshold scan with a consolidated purchasing notice and auto-created reorder tasks prevents quiet stock-outs.
Ships Off (Stopped).
Use Case
An operations team tracks stock levels in a Notion database and wants automatic alerting and reorder tasks the moment an item hits its reorder point. Purchasing receives a single consolidated email rather than one message per item, and every low item gets a tracked reorder task page in Notion.
Flow Architecture
Daily Stock Check
RecurrenceDaily stock-check cadence (08:00 UTC).
Initialize Config & Counters
Initialize variableBinds Teams group/channel, purchasing email, reorder status label; seeds the low-item counter, HTML accumulator, and today's date.
Query Inventory
Notion - Query_a_databaseReturns all inventory rows (no server-side filter available).
For Each Inventory Item
Apply to each (concurrency 1)Reads quantity, reorder point, target level; computes the suggested reorder qty; and when quantity is at or below the reorder point, increments the counter, appends an HTML row, and creates a reorder task page (CreateaPage).
Notify if Any Low Stock
ConditionOnly when at least one item is low: compose the digest, post the summary to the ops Teams channel, and email purchasing the consolidated reorder list.
Environment Variables
| Schema name | Type | Default | Description |
|---|---|---|---|
| flowlibs_NotionInventoryDatabaseId | String | 00000000-0000-0000-0000-000000000000 | Notion inventory DB with Quantity, Reorder Point, Target Level number props. |
| flowlibs_NotionReorderTasksDatabaseId | String | 00000000-0000-0000-0000-000000000000 | Notion DB where one reorder task page is created per low item. |
| flowlibs_PurchasingEmail | String | purchasing@contoso.com | Recipient of the consolidated reorder email. |
| flowlibs_TeamsGroupId | String | <your-team-id> | Target Teams team (group) ID. |
| flowlibs_TeamsChannelId | String | <your-channel-id> | Target Teams channel ID. |
Connectors & Connections
| Connector | API name | Actions used |
|---|---|---|
| Notion | shared_notionip | Query_a_database CreateaPage |
| Microsoft Teams | shared_teams | PostMessageToConversation |
| Office 365 Outlook | shared_office365 | SendEmailV2 |
Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.
Customization Guide
Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.
- Schedule
- Adjust the daily stock-check recurrence for a different scan cadence.
- Status label
- Change Init Reorder Status (default To Order) to match your reorder-tasks DB Status options.
- Property names
- The Compose actions read Item Name/Name, Quantity, Reorder Point, Target Level; rename to match your inventory schema.
- Dedup tasks
- Before creating a reorder task, query the reorder-tasks DB and skip items that already have an open task.
- Auto-PO
- Push an approved reorder to QuickBooks/Xero to raise a purchase order automatically.
Key Expressions
The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.
EXPR.01Item name (safe read)
Reads the item title from either property name.
EXPR.02Quantity (numeric)
On-hand quantity, bare so it stays numeric.
EXPR.03Low-stock test
True when at or below the reorder point.
EXPR.04Suggested reorder qty
Target minus on-hand, floored at zero.
EXPR.05Any low items?
Gate that keeps a healthy inventory silent.
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