Notion Training: Advanced
Summary
TLDRThis advanced demo explores how to use and customize databases in Notion, detailing the creation, customization, and various workflows. It shows how to create a database from scratch, add and manage properties, switch between different views, and create templates. The demo also covers linking multiple databases, using relations and roll-ups, and the advantages of linked databases. By the end, users will feel confident in setting up and organizing workflows across projects and teams using Notion's powerful database features.
Takeaways
- 📚 Databases in Notion are structured pages designed to store information in an organized manner.
- 🔍 Creating a database in Notion involves selecting the 'Table' type and customizing it with a name and icon.
- 📝 Each entry in a Notion database is a separate page, allowing for detailed information and content addition.
- 🏷️ Properties in Notion databases are used to define and store specific information about each entry, such as due dates or owners.
- 📈 Views in Notion databases allow for different perspectives of the data, such as tables, boards, calendars, galleries, and lists.
- 🔑 Filters and sorting options help in refining the data displayed within a database view for quick access to relevant information.
- 📝 Templates in Notion databases streamline the process of adding new entries by providing a pre-defined format.
- 🔗 The 'Relation' property in Notion enables linking of two databases, creating a dynamic connection between related data sets.
- 🔢 Roll-ups in Notion databases aggregate data from related entries in another database, providing a summary like total spent per customer.
- 🔄 Linked databases in Notion allow for the creation of filtered or customized views of an original database in different parts of the workspace.
- 🛠️ Notion's database features offer a powerful set of tools for organizing and managing information across various projects and teams.
Q & A
What is a database in Notion?
-A database in Notion is a type of page designed to store information in a structured and accessible way. It allows users to organize and manage data efficiently.
How do you create a database in Notion?
-To create a database in Notion, click on the plus button and select the type of database you want, such as a table. A new page is then created where you can add information to your database.
What is the significance of the first column in Notion databases?
-In Notion databases, the first column is special because every entry in it is its own page. This allows users to access and edit detailed information for each entry by hovering and clicking 'open'.
What are properties in Notion databases?
-Properties in Notion databases are pieces of information about each entry. They can include details like due dates, owners, company names, deal sizes, and more, depending on the type of entries.
How can you add properties to a Notion database?
-You can add properties to a Notion database by clicking 'add a property', giving your new property a name, and selecting the property type, such as numbers, single select menus, multi-select menus, dates, people, etc.
What are database views in Notion and how are they useful?
-Database views in Notion allow you to view your database in different ways, such as a table, board, calendar, gallery, or list. This helps in processing information more effectively and using it faster by presenting data in a more digestible format.
How can you create a board view in a Notion database?
-To create a board view in a Notion database, click on the 'New View' button at the top left, select the type of view you want (e.g., board), give your new view a name, and then group by a property such as 'status'.
What is a template in Notion databases and how can it save time?
-A template in Notion databases is a pre-designed format that can be instantly added to your database whenever you need to use a type of page repeatedly. This saves time by eliminating the need to recreate the same format each time.
How does the relation property in Notion help in connecting multiple databases?
-The relation property in Notion allows you to connect two databases by creating a link between them. This enables you to see which customers purchased which items in one database and vice versa, enhancing data management and accessibility.
What are roll-ups in Notion and how do they work with relations?
-Roll-ups in Notion are a feature that pulls data into a database based on the information in another connected database. For example, you can add a column that shows the total amount spent by each customer by using a roll-up property that sums up the prices of items from a related database.
What are linked databases in Notion and how can they be customized?
-Linked databases in Notion are excerpts from an original database that can be placed and customized in different parts of your workspace. They allow you to see a filtered version of the original database, such as engineering meeting notes in an engineering wiki page, without affecting the original database.
Outlines
📚 Introduction to Notion Databases
This paragraph introduces the concept of databases in Notion, explaining that they are a type of page designed to store information in a structured and accessible manner. The speaker demonstrates how to create a database from scratch by clicking the plus button and selecting 'Table'. Each entry in a Notion database is its own page, which can be accessed and edited. Properties, which are pieces of information about each entry, can be added to customize the database. Examples of properties include numbers, single and multi-select menus, dates, people, and more. The default properties in a new table are 'Files' and 'Tags'. The speaker also discusses how to add, edit, and delete properties, and how properties appear as columns in the database. Finally, the paragraph touches on database views, explaining that they allow users to view their data in different ways, such as a table or a board, and how to add filters to these views.
🔍 Customizing Database Views and Templates
This paragraph delves deeper into the customization of database views in Notion. The speaker explains how to create different views of a database, such as a board view for visualizing project flow or a calendar view for projects tagged as 'epic'. Filters can be applied to these views to display only relevant data, such as tasks or projects assigned to a specific person. The paragraph also introduces the concept of database templates, which can be used to save time by pre-formatting pages with the same information repeatedly. Templates can be created by editing a 'New Template' and can be easily added to a database whenever needed. The speaker further discusses the use of relation properties to connect data across multiple databases, demonstrating how to add a relation property to a database and how it can be used to link items purchased to customers in a retail clothing business example.
🔗 Leveraging Relations and Roll-ups in Notion
This paragraph focuses on the advanced features of relations and roll-ups in Notion databases. The speaker shows how to add a roll-up property to a database to calculate totals, such as the total amount spent by each customer, by pulling data from another related database. Relations and roll-ups are highlighted as powerful tools for creating systems or complex workflows. The paragraph also introduces linked databases, which are copies of the same database that can be added throughout a workspace. Linked databases allow users to filter and customize the view of data without affecting the original database. The speaker provides examples of how linked databases can be used, such as displaying engineering meeting notes in an engineering wiki page or creating a personalized view of team tasks in a shared database.
Mindmap
Keywords
💡Database
💡Properties
💡Views
💡Templates
💡Relation Property
💡Roll-ups
💡Linked Databases
💡Customization
💡Workflows
💡Accessibility
Highlights
Introduction to advanced database usage in Notion, including building and customizing databases and creating various workflows.
Creating a database in Notion is initiated by clicking the plus button and selecting a database type, such as a table.
Every entry in a Notion database is its own page, accessible for adding and editing information.
Properties are used to add specific information about each entry, such as due dates or owners for tasks.
New tables in Notion come with default properties 'Files' for attachments and 'Tags' for keywords.
Properties can be customized and deleted, and new ones can be added by specifying a name and type.
Properties appear as columns in the database view, allowing for structured data organization.
Different views of a database can be created and switched between, such as a board view for project management.
Filters can be applied to database views to display only relevant data, like tasks of a specific type.
Sorting can be implemented in views to organize data by properties like priority in ascending order.
Database views can be customized to show only certain properties, hiding others as needed.
Templates can save time by providing a consistent format for repeatedly adding the same type of information to a database.
Templates are created by setting up a format and saved for quick use in the 'New Template' menu.
Relation properties in Notion allow connecting data across multiple databases, enhancing data organization and accessibility.
Roll-ups feature pulls data from a related database into a column based on connected information.
Linked databases act as excerpts from an original database, allowing for customized and filtered views without affecting the original.
Linked databases ensure shared resources stay up-to-date while focusing on relevant information for individual teams.
Final summary emphasizes the confidence to create databases in Notion and utilize powerful tools for organized workflows.
Transcripts
welcome to our advanced demo well go
into detail about how to use databases
and notion what they are how to build
them customize them and the wide variety
of workflows you can create with them
first I'll show you what databases look
like in notion and how to create one
from scratch a database is a type of
page that helps you to store information
in a structured and accessible way
creating a database in notion is as
simple as clicking on the plus button
and selecting a type of database here
let's choose table we'll go into the
others later a new page is created you
can give it a name and an icon and start
adding information to your database in
the first column in all notion databases
every entry is its own page which you
can access by hovering here and clicking
open you can use this page to add and
edit all the information you want to
each entry the body of the page here can
be used like any other notion page add
whatever type of content you want like
text images sub pages and even other
databases at the top of the page you'll
find what we call properties properties
are pieces of information about each
entry in your database for instance if
entries aren't tasks you can use
properties to add due dates or owners if
entries are customers properties can
show what company they work at deal size
etc notion lets you add all kinds of
different properties like numbers single
select menus like tags multi select
menus dates people and more new tables
give you two default properties files
and tags the first is for adding
attachments from your computer
the second is for adding any keywords
associated with the page add more by
clicking add a property give your new
property a name and select the property
type let's say this is a task database
I'll add a date property to capture a
deadline and a person property to show
who it's assigned to to add information
click on the field you'll see the date
property brings up the date picker and
the person property lets you type the
name of anyone on your team to tag them
to delete a property click on the six
dot icon next to it and go here
everything about properties is fully
customizable now if you go back to your
table database you'll notice that our
newly added properties appear as columns
here's what a more filled out version of
this database could look like you can
also add and delete properties directly
in your page like this
now onto database views you can view any
one database you create a number of
different ways and you can switch
between these views instantly so here's
a table database this is a hypothetical
road map for an engineering team every
data entry here is a project and every
column is a different project property
they show who the product manager is the
engineer is type of project priority
status and timeline if applicable all of
this information is a lot to process at
once but if this information is shown to
you in different ways you'll be able to
make a better sense of it and use it
faster to add a different database view
click on out of you at the top left
select the type of you you want here
we'll add a board so we can see our
projects flowing through a development
process give your new view a name
hover over the group by section of your
board and say group by status you can
also create views that show your data
filtered in a useful way in this
particular database there are three
types of projects tasks epics and bugs
if all you want to see in this board are
tasks create a new view then add a
filter click on filter
then say type is task now this board
only displays projects that are tasks
you may also want to view your tasks in
order of priority as you can see
priority is another property in this
database and ranges from P 1 to P 5 to
do this create another view this time
let's use a table again name it by
priority then click on sort add a sort
and say priority is ascending now the
most pressing tasks are listed at the
top of each column whenever you click on
this menu you'll see all the views
you've created so you can toggle between
them and find what you need fast no need
to apply this same filter again and
again always have the right data set at
the right time one more thing you don't
have to display all properties in your
database if you don't want to to only
show the ones you want to see click on
properties toggle on the ones you want
to see and toggle off the ones you'd
rather hide with database views you can
create very custom subsets of data
like a calendar view only for the
projects that are tagged as epic
or a ListView only displaying projects
where you are the product manager
you can call this view assigned to me
finally a gallery view comes in handy
when you want your data to be showcased
through visuals and other images a road
map may not be the best example to
illustrate this but picture an employee
directory like this one
now that you know how to build your own
database from scratch let's talk about
the actual items you can add to them and
how to make that easier this is where
database templates can be great
time-saving tools let's say you want to
add the same type of info to your
database again and again like in our
roadmap example you always want to
report bugs the same way or you want to
ensure that every task starts with the
same background information on the
problem goals and metrics you may want
to use a format like this every single
time but you definitely don't have to
recreate it every time I'll show you how
to create a template you can instantly
add to your database whenever you need
to use a type of page repeatedly first
click the down arrow to the right of the
blue new button then click new template
a window will open with the spar at the
top indicating that you are editing a
template give it the title bug report
this is where you should create whatever
format you want
for example we'd add these headlines to
create a bug report template
we'd also enter bug in the type property
click out of this window to
automatically save and close it now next
time there's a book to report you can
simply go back to that down arrow menu
on the new button and click bug report a
new page will appear in your database
and when you open it you'll have that
format ready to go including the
property you add it to the template
you can always go back to edit duplicate
or delete a template by opening the new
template menu and clicking the 3d icon
to the right you can use this all types
of ways you could have a database for
meeting notes we're creating a new
meeting automatically adds usual
attendees or a database for design specs
where a template prompts you to add user
insights and hypotheses now you can
spend your time getting work done not
doing work about work notion gets even
more powerful when you connect data
across multiple databases this is
possible with notions relation property
to demonstrate this I'm going to use
these two databases used for managing a
retail clothing business one of them
tracks items that were purchased and the
other attracts customers in the items
database you'll want to know which
customers purchased which items and in
the customers database you'll want to
know which items were bought by which
customers to relate these two databases
you'll need to add a new relation
property to your items database click on
the plus sign to add a property then
select relation as the property type
this will automatically open a window
where you'll be prompted to choose
another database you want to connect to
in this case select the customers
database and hit create relation a new
column is added to your items table
rename it customers click inside those
cells and you'll be prompted to select
which customers bought every item for
example here Aileen Leonor and Nicholas
bought a shirt
every customer who bought a pair of
shoes now neatly shows up here and the
ones who purchased a hat are listed here
now if you go to your customers database
you can see the list of items each
person bought in this new relation
column that appear at the instant you
connected these databases you can rename
this column items what's more you can
access pages in the other database this
way if you're in the customers database
just click on any of these items to open
the corresponding pages there's no need
to go to the other database to find them
now let me tell you about roll-ups which
go hand in hand with relations this
feature allows you to pull data into a
database based on the information in
another that's connected to it say you
would like to add another column that
shows how much every customer has spent
in total and the price of every item is
listed in the items database add a
property by clicking on the plus sign
and select rollup as the property type
give it the name order total click on
any empty cell under your new column and
you will be prompted to select three
things the related database where you
can find the price of every item the
property you would like to pull from
this database in this case price and the
calculation you would like to make in
this case a simple sum your new column
will display the total cost of every
customers order relations and roll-ups
have endless applications depending on
what you want to do create simple
systems or complex workflows it's up to
you in this last section I'll show you
how you can add copies of the same
database throughout your workspace
wherever you want them and customize
however you need these are called linked
databases think of them as excerpts from
an original database that lives
somewhere else in notion let's say your
entire company stores meeting notes in
the same database there's a chance that
you would like to see a filtered version
of this database somewhere else for
example you would want to bring up all
engineering meeting notes here at the
top of this engineering wiki page place
your cursor at the top of the page
type the fort /ki then the word linked
and the create linked database option
will show up press ENTER and then start
typing the name of the database you want
to link select it from the drop-down and
here's your meeting notes database again
it's an exact copy if all we want to see
here our engineering meeting notes we'll
need to apply a filter click on the 3d
con at the top right of the database
then select filter and add a filter
team is engineering
you can add the filters sorts and views
you want to a linked database without
having it affect any of these qualities
of the original database however if you
edit any content in the database these
changes will be reflected in the
original it's a great way to keep a
shared resource up-to-date while only
focusing on the information that's
relevant to you and your team one more
example might be a shared team tasks
database where every individual can
create a linked database view of their
own tasks in their own page
you
and that's everything for this video you
should now feel confident about creating
a database in notion and using the many
powerful tools I showed you to set up
workflows and stay organized across many
projects people and teams
you
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