# Notion Brain Workflow Plan

## Current State (Jan 23, 2026)

### Databases & Schema
| Database | Key Fields | Relations |
|----------|------------|-----------|
| **Projects** | Name, Priority, Status, Due Date, Owner, Area | ❌ None |
| **Contacts CRM** | Name, Company, Email, Phone, Relationship, Tags | ❌ None |
| **Meetings** | Title, Date, Summary, Action Items, Client (select) | ❌ None |
| **Tasks** | (to check) | ❌ None |

### Current Projects
- Spoken Method / Institute (High)
- White Space (High)
- Finally Foods (High)
- Curious Endeavor (High)
- NY Agency Exit (High)
- Phat Foods (Medium)
- Haliva (Medium)
- Mission (Medium)
- Roi Ben Yitzhak Venture (Low)
- See The Good (Low)

---

## Phase 1: Add Relations (Structure)

### 1.1 Projects → Contacts
Add "Team / Contacts" relation to Projects database

### 1.2 Projects → Meetings  
Add "Meetings" relation to Projects database
OR add "Project" relation to Meetings (bidirectional)

### 1.3 Contacts → Projects
Add "Projects" relation to Contacts CRM

### 1.4 Meetings → Projects
Change "Client" from select → relation to Projects

---

## Phase 2: Daily Workflow

### Morning Review (can be cron-triggered)
1. Check Projects with upcoming Due Dates (next 7 days)
2. Check Tasks due today or overdue
3. Check Meetings scheduled today
4. Check Contacts with Next Follow-up = today
5. Summarize action items from recent meetings

### Smart Alerts
- Project with no activity in 7+ days → nudge
- Contact marked for follow-up → remind
- Meeting action items not converted to tasks → flag
- Overdue tasks → escalate

### Weekly Review
- All projects status summary
- Meeting summaries grouped by project
- Contacts engaged this week
- Upcoming deadlines

---

## Phase 3: Project History Browser

For each project, show:
- All meetings (with summaries)
- All contacts involved
- All tasks (open/completed)
- Timeline of activity
- Key decisions made

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## Memory Persistence Solution

### Problem
API keys and context lost between sessions

### Fix Implemented
1. ✅ Notion key stored at ~/.config/notion/api_key
2. ✅ MEMORY.md updated with "don't ask for key" note
3. ✅ AGENTS.md has startup ritual to read memory files

### Still Needed
- [ ] Embedding API for memory_search (OpenAI or Google key)
- [ ] Gmail tokens verified at ~/.clawdbot/skills/gmail/tokens/
- [ ] Calendar access fixed (gcal.py reliability)

---

## Next Steps
1. Add relation properties to Notion databases
2. Create daily review cron job
3. Build project history query function