Synchronization architecture: Notion → Reclaim.ai

Goal: Automate the scheduling of production tasks from Notion to Reclaim.ai via Google Tasks. Key challenge: implement reliable deduplication without changing statuses in Notion and bypass strict Google API quotas.

Solution: Two-level architecture on n8n (Railway):

1. Collection and Validation (Notion Pipeline)
Smart Deduplication: The system ignores duplicate Notion triggers by matching page IDs with its own database (Data Table). This allows the status PRODUCE to remain static.

Dynamic Time-Window: Filtering tasks by a 14-day window (REZERWACJA), which excludes scheduling of archived records.

JS Hours Parser: Code Node automatically converts free input of hours into the format (duration: Xh), understandable for Reclaim.ai AI algorithms.

2. Delivery and Optimization (Queue Engine)
Quota Management: Implemented batching and retries, which eliminated 403 Quota Exceeded errors during bulk operations with Google API.

Asynchronous Flow: Distribution into "Collector" and "Sender" through a status queue (PENDING -> SENT), ensuring 100% delivery of each task.

Result:

Sync Speed: Appearance of the task in the calendar within 1–5 minutes.

Stability: Complete automation without "manual" support of statuses in Notion.

Scalability: Ready infrastructure for scaling to other departments of the company.

#n8n #Notion #ReclaimAI #Automation #Backend #API