Notion Databases: Properties, Views and Relations Explained

The essentials in one minute

A Notion database is a collection of pages that all share the same set of properties. The same records can be shown in different views: a table for bookkeeping, a board for status, a calendar for deadlines. Relations connect records across databases, such as tasks to projects, so you never copy data.

The rule of thumb: design the properties first, then build the views.

Step 1. Create the database

1. On an empty page, type /database and pick Database – Full page or Database – Inline.
2. A full-page database works as a standalone section ("Tasks", "Clients"). Inline fits when the table lives inside a document.
3. Give it a clear plural name: "Tasks", "Projects", "People".

Each row is a full page: you can write text, add checklists and attach files inside it.

Step 2. Choose property types

The property type decides how you can filter and sort. The main ones:

There are also system properties: Created time, Created by, Last edited time and ID for unique numbers.

Practical rules:

• Use Status, not Select, for work stages: it groups values and works better with boards.
• Never store the assignee as text — use Person, or you lose the "My tasks" filter.
• If a list has more than a dozen values and keeps growing, it probably deserves its own database and a relation rather than a Select.

Step 3. Build views

Click + next to the current view name and pick a type. Each view has its own filters, sorts, grouping and visible properties, while the data stays shared.

• Table — full overview and bulk editing.
• Board — a Kanban board grouped by Status or Select. Dragging a card between columns updates its status.
• Calendar — records placed by a Date property. Good for deadlines and content plans.
• Timeline — bars across a date range, handy for roadmaps.
• List and Gallery — a compact list and cards with covers.

Filters worth creating right away

• "My tasks": Assignee → contains → Me. Every member sees their own work.
• "Overdue": Due → is before → Today and Status → is not → Done.
• "This week": Due → is within → This week.

Combine conditions into AND / OR groups with the advanced filter. Name views by purpose: "My tasks", "Team board", "Deadlines".

Step 4. Link databases with relations

Example: a "Projects" and a "Tasks" database.

1. In "Tasks", add a Relation property and select the "Projects" database.
2. Turn on the option to show it on the related database so the relation is two-way: each project now lists its tasks.
3. Set a limit of one project per task if that is how your process works.

On top of the relation you can add a Rollup in "Projects", for example the number of tasks or the percentage completed.

Linked views

On a project page, insert /linked view of database, choose "Tasks" and filter by the current project. The project now has its own task board inside it.

Common mistakes

• One database for everything. Tasks, clients and notes in one table quickly become unmanageable.
• A copy of the database per team. Use one database with filtered views instead.
• Too many properties. Show only what each view needs and hide the rest.
• Text instead of a proper type. Dates typed as text and people typed as names cannot be filtered.