Notion Databases: Workshop

Notion Databases: Workshop

Hello everyone and welcome back to the keep productive YouTube channel on today’s video We’re diving into a master class on how to use notion databases now notion databases is something that are quite tricky to get your teeth stuck into but once you do you can apply it to pretty much any page that you create and it can become a Really useful tool and resource inside of your notion account. So in today’s video, we’re gonna show you how you could use it We’re going to give you three demonstrations of it We’re then gonna dive into some of the functionality in terms of the small features You can use to really optimize notion databases and then we’re gonna finalize with a few advanced Experiences which some of you notion nerds might want to wait around for so guys in today’s video We’re diving into notion databases So guys thank you very much to joining us today I’m really looking forward to diving into some an ocean databases sinus now as you can imagine It’s something that I’m slowly Progressing and you and I think one thing you do learn when you’re using notion on a regular basis is you learn as you go as well So you’re always picking up small things that you can do with databases and hopefully some of the advanced things that I’ve recently discovered will be beneficial for you all so guys just Before we dive in I wouldn’t to thank our sponsor this week on the key products of youtube channel Which is sanebox. Sanebox is an email management tool the professionals can plug in to their existing email client that helps you to reduce email if you’re someone it is pretty stressed with email and is looking to Reduce emails that they can get similar inbox zero that can be a great tool for you I’ve used sanebox in a while and you can check out a how-to tutorial on how to use same box in everyday practice and also you guys can get $25 credit below as well as a free trial to sanebox. So check them out a big Thank you to sandbox for sponsoring this week here on a humid octave youtube channel So guys now all the notes are the way let’s get stuck here now, we’ll be doing three main demonstrations We’re going to create a project for a company retreat Then we’re going to dive into how to create Team meeting notes using a table and finally then we’re going to dive in the hiring process and how you could potentially use that So hopefully you’ll get a four idea of the different types of databases You can use so many people ask as a first question How do you use notion databases every single day now imagine when you’re setting up a document and you’re looking to add a bit more? context to everything or be able to add a Table or a board or even a calendar view to the thing you’re trying to explain? now databases work in a very similar way to that you can basically interactively explain and demonstrate experiences so databases are really simple inside of notion as I mentioned once you get stuck into them and you can create two types of databases when You’re inside of a page You can create a full page one Which means it will take over the entirety of the page and you can also create an inline one Which is useful if you’re adding existing information to that page. So here we are Let’s create a new page and let’s start with the team projects area So once you’re creating a new page, there’s two ways to access the databases You could go straight to the template and actually use one of the existing templates that are created You can see there down at the bottom on the right hand side You can select some of the notes ones some of the recruiting ones some of the CRM ones So if you’re looking for a template that’s going to get you started and probably save you time creating it from scratch These are gonna do you a fantastic job, but if you wanted to create it from scratch as a full page You’ll see that you can access table board lists calendar and gallery from below down here now in this case We’re going to create new a team project. So let’s go with the board option So as I mentioned we’re going to be doing this for a company retreat Let’s say we’re going to Spain as a way to get away for the year Let’s talk through some of the features of the databases as we go so you can add a title to the top of the page And that’s a really good starting point So as you can imagine you can add an icon and a cover too if you wanted to be able to demonstrate more in this Example, I’m just gonna put a lovely palm tree as the icon So as you can see here, I’ve already created a to-do in the column So these are all columns and inside of a board It works very similar to the likes of asana boards or Trello You can actually just create the columns and then be able to add cards below them So these almost act as lists as soon as you can see here I just Hal eing a few of the different projects or tasks that I’ll be doing towards the company retreat So let’s start by adding a few to dues. So there we are I’ve added three cards three really simple cards and as you can imagine once you’ve added them you can click into them And what’s great about this is you can add even more detail So to add more detail we have to do is click add Property and you get this sort of prompt to create a new property type as well as a new area so for example if I wanted to start putting a Budget per item that I’m working on I could title this area budget here And I’ve added a property type of number and for example up here I automatically have one called assigned which is a property type of a person so for example I can assign this to myself and give it a budget of maybe two hundred-pound so you can see here that once I come off this it almost creates this bigger card because it’s given me An assignment of this one, but let’s say I add a few more details to the other ones. So there we are I’ve added a few people to it as well as given them budgets, but as you can see here It’s really easy to assign people to certain boards and activities now if I wanted to and during this week I know that for example Alice started doing this or organizing the company retreat with a team party on the beach and Croom managed to finish this one off so it’s done so you can move it between the Statuses that you’re working on now as you can imagine This is a really simple use of a board and something that I think a lot of people would know already But as you can imagine it’s a great way to plan and visualize your work with a board Database you can go up and change the settings based on the person It says something to or the different properties of each of the cards So anytime if I wanted to see the actual? Activities assigned to each person I can do and as I add more properties I can group them Buying these different areas now we’ll get into properties and details and functions a bit later But let’s begin to demonstrate how you would go through a hiring process with a table So you go through the same process. You create a full page table So I’m going to add a few properties for this data. Okay. So here we are I’ve added a few different properties and tables pretty much work in the same way as a spreadsheet word Inside of summon like Google sheets or even Excel so you can create these different and columns and as you can imagine you can add Stuff underneath them, okay So as you can see here I’ve started and a bit more detail about that and as you can see on each of these property types It works in the exact same way as the boards did previously now you can move around Columns that are available here so that it’s a little bit easier to view and the good thing is if you wanted to you could Go up to add view and change it to something like a calendar view so if I went and created a calendar view this is what would appear and you can actually go into the Information and you can see all of the relevant property types you can do this For example with the company retreat for example if I wanted to create it into the list view I can go ahead and create that and as you can see here, the tasks are automatically laid out I could add a tertiary view and maybe and a gamma review so let’s see what it looks like that so you can see there here are all the tasks if I click in I can see all of the information I need to know so these different viewing options allow you to see your different boards Tables calendars in a different angle and allow you to adapt that data accordingly So for example, if you wanted to create team meeting notes, you could do something very similar with the list for you So, all I’d have to do is create a database with a list view as a full page What I tend to do is I’ll delete some of the existing ones before and title it meeting notes Let me give the titles of the first note And what I can do is I can add a bunch of properties to help this database out So for example, let’s say this was a call with Bob. I could really simply add an icon to get started with So let’s just put the call icon and what you can start doing is adding relevant tags dates of meetings. For example Importance of the meeting the person’s present in the meetings as well as a time taken So let’s give a few context points. So there we go. We’ve added a few context points I’ve added the topic of the conversation with Bob the date of the meeting the importance of the meeting and also the person’s present I’ve also indicated a tie we’ll be taken and as you can see the actual date for this one has been set in the future So for example if you wanted and this is something that you can do, for example if you wanted a reminder on this you can actually Include a reminder here and you can have that two days before the event or on the day of the event as well as include a time and also an end date So if it was like a three day meeting that could be possible to add two So for example, let me just add two days before to get a nudge on that one And as you can see, it comes up with a blue Reminder and that will indulge me on my mobile or my reminders here on notion it looks like I’m all ready for the meeting and the great thing is I can click in and I can go down here to page content and be able to interact with this data Now if I wanted to and I wanted to be able to create this into a table view I can easily do so by going over to create all of the information is laid out in a very similar fashion and if I wanted to add to all of those Meeting notes I’d go over to open and you can see I could add them just below so it’s really easy to change the view If that’s something that you want to do before the meeting, so you’ve seen there the ability to create boards for projects you’ve seen the ability to create a table for using it for meeting notes as well as using it for the hiring process and also the list view and also Gallery view we mentioned but there’s so many different ways that you can use this and the great thing is it’s so flexible So let’s dive into a little bit of the details here Let’s talk about the functions of how you can change the viewing options even further So let’s dive into a few examples. Okely-dokely Let’s take you over to the editorial column We use I use this as an example a lot and what I want to demonstrate in this video is a few of the Experiences that you could use and I’ve got a few set up already So I’m just gonna take them off for this example and then show you how I actually got to them So let’s start with the search function I think search functions a great feature If you’ve got a table view, you’ve got any time if you want to find a bit of information for example, if you want to find like all of the notion articles, we’re doing on the blog then for example I can type in notion and see exactly all the times that notion is mentioned across all of the articles where Doing now if I want to do the same with for example like courses Which is a very specific term, then I can see whether there’s any mention of course there And for example, I see that it has one mention of course there So as you can see by this database that we’re using we’ve separated into do title of it Topic of the thing that we’re talking about We’ve actually gotten a sign area a Jew area and a post area so you can add lots of different Due dates or even you can add a Jew day. You could add a edit day. You can add a post date There’s no limit to how many times you can add a date as a property type now The one thing that I do for example is if I want to see all the articles I’m doing Then that’s quite important to me because I want to be able to see exactly what I’ll be working on Me and Alice tend to do this with all the different views we’ve got because it saves a bit of time so we’ll go over to the filter section and Add a new filter now. It’s really easy. I’ll go over to assign to and contains Francesco and I can see all of the articles that I need to work on and that’s quite a useful view when for example I’m like, okay, I need to actually See all of the articles that Alice is working on so that I can assign more to her I can easily do so just by using that filter and I can then go down to the bottom and add more and Automatically it’s adding Alice as an assigned person. So that’s helpful for when I’m looking to add more articles to Alice’s plate So you can use actually the sorting function to go a bit Deeper for example is if I wanted to see all of the due dates that are ascending or descending Then I can see for example all of the latest ones at the top That will save me time viewing and as you can imagine I’m still in that filter for Alice view So I’ll only see Alice’s ones and with the top or the latest articles at the top So for example if I want to change that filter I could quickly go over to Francesco here and see all of the ones that are coming up for me in the ascending order so What’s great is during this whole process if I’m fed up of seeing it in line because this is what it looks like in line I can actually go to open as page and it will actually open it as a fixed page which makes it a little bit more Focused when you’re working on it, probably wondering what does of properties mean and that’s a very good question for example if I went up to the top and created and view and maybe chose a ListView you’d see all of the articles were working on Assigned to all the different people and it might look a little bit mental So if I went over to properties I could then start ticking open certain things so for example if I’m going to see all the topics that Are being worked on or the article relates to I can see that if I want to see the actual? Due date for the articles I can toggle that on too And as you can see even more context is added as I go though. You cannot do this for all of the sections so for example I want to see which ones have been completed so far Just by a glance view you can easily do so and that is very easily accessed Now if I jumped over to for example calendar view I can actually do this here by adding the properties so for example If I wanted to see the topic of them just by a glance of you I can see that and it makes the entire Calendar look so much more interactive So the properties allow you to add even more detail just by viewing it from this angle Now, let’s just jump back to the table view and knock off some of the filters I’m going to show you some of the sorting abilities. Let’s just take off one of the sultan’s abilities there so for example If I wanted to see all of the Articles that are not done I can go to done Ascending and see all of the ones there if I wondered you see Only the Articles that were have not been completed yet I can go to filter and I can go to the done property and actually has is Not ticked and as you can see, these are all of the articles that we need to complete This is so useful and over time. You can learn about all of the different experiences for example If I want to see all of the articles that are not done that relate to for example Trello in the tagline that can be easily done. For example, we go to the topic and contains Trello I can see that these two articles are coming up and need doing so we can then focus in on all of those So the sorting and filtering abilities are really detailed once you get into the thick of it Now the real way to access everything here is by the settings or options call in the top right-hand corner here You can delete it. You can duplicate a table or database You can actually copy a link to it and I’ll show you what that looks like near the end of the video you can also access and open it as a page as mentioned before you can access properties here as filters sort and you can even Turn it into a page from fresh. So if you want it to be a fixed view or just Condensed everything into a page. I’ve done this in the past Once a project is completed and I just want to finalize everything off then you can easily do so So for example, let’s say we finished off these articles and we wanted to create a new one We turn this into a page and call the page q4 of that year. That’s a useful way of doing it You can also go down here and merge with a CSV so you can bring in a CSV, too And you can also export as markdown or CSV, which is helpful Now you can wrap our cells as well and also move to a different area inside of okay There’s actually a really good link that somebody I think actually the notion team created two databases if you’re looking to go From scratch and go away from this video with something that I’ll include now We’re going to touch on a few of the advanced abilities I’m going to show you a few demonstrations of how I’m using it and experimenting with it at the moment So let’s dive over to I’ve actually created something called a gallery Inside of here so I can almost create pinned notes here So the one thing I’m doing at the moment is actually in my health section actually Tally information like sleep meditation and a bits on my workout information So for example today, I just need to make a note actually I have done my workout today and I’m going to go back to workouts and be able to add that now So I normally do this in calendar view because I like to just quickly add it. I’m going to add for example that I did work out a that’s the workout get the calendar I do and it was mainly on core now I spent about 30 minutes in there today and as you can imagine, that’s all I need to know for now Now the great thing is you can see here. The calendar view gives a really basic idea when we recently started using this database And that’s great. You’re probably wondering fantastic. So the brilliant thing is if I go back to the health section and Just takes a second to load if I go back to the health section I can then go to here and actually do a lookup which I’ll demonstrate in a moment of Some of the pieces that are ready on that workout. So as you can see workout a was done here so for example I’ve got a long that today I’ve had seven hours sleep meditation and I did work out a and it Automatically pulls in the time. So let me show you how to do that. So it’s really easy Once you’ve got a database of it is existing So for example that previous one with all of my workouts in it and sort of like a workout log And you’ve got a another database that for example this one brings together information then you create a property of Relationship type so you click relation and you select the database you want so in this case it was I believe this workout log and you once you click the database you can create a relation now once you’ve created a relation any time that you go inside of this you can basically Look up any of the existing Pieces you’ve already done. So for example, let’s say I didn’t Do that one today. I did for example actually know why I did work out a It will bring in Work out a two here And if I want to I can go and link out to that if I want to go back and if I did two workouts I can add them to here too now It automatically brings in using roll-up Which is a almost a lookup when you’re using relationships an automatic rollup for for example time so I used the relation which was this one here the column next three the property type of time and also Allows you to also allow you to calculate as everything as well So for example, if I wanted to calculate the medium amount I could easily do so But in this case, I’m just going to go with for example 30 So this is almost an experimental function, but the actual relationship and lookup has been very useful I’m going to change the way I use this So this is almost like a peek into my experience with it And as you can imagine this can take me time to learn it a bit more What I recommend is checking out Rebecca Ford’s use of it because it’s so much more advanced than mine This is more for looking up information of maybe For example workout a what workout I did and adding a bit more context around it so hopefully it’s more of a menu than it is a You know manually adding at each time So guys hopefully this gave you an insight into how to use databases databases are so advanced It’s going to probably take a few videos to do but hopefully it gave you a perfect introduction to it Now if you haven’t check out my skill set course yet. Feel free to get down below. You’d have to download it You can download though, the free pdf all about notions so you can go and enjoy that one any of you guys a big Thank you for stopping by and today. I hope you enjoyed this video. Let me know in the comments what you thought a big Thank you. Just same box for sponsoring this week and get $25 credit below But what I further adieu guys, I will see you guys in the next video So I will see you guys very very soon and have a fantastic weekend cheers guys

Danny Hutson

16 thoughts on “Notion Databases: Workshop

  1. Something that hasn't been mentioned in any of your videos that is really important in Notion: filters, property toggles and sorting are attached to the view and persist. For a simple example… A shopping list with three columns: purchased toggle, item and department (or section). I set up three views: All, Done, and Shopping. The "All" view has no filters or sorting. The "Shopping" view uses a filter for "purchased" is no selected, and sorts by department. The "Done" view uses a filter for "purchased" is selected, and sorted by department.

    This is really useful for quick workflow… For example, each week I update my shopping list by going into the "Done" view and toggling off the "purchased" property for the things I need each week. Then I go into the "shopping" view and add any special items. While I'm shopping I just tick off the things in my cart as I add them.

    I use the "All" view when I need to go through and cleanup the list to keep it from becoming too cluttered.

  2. Thank you Francesco! The idea of a database with different views is also used in Coda and Airtable. I think this is the future because it allows a completely different usage and is a lot more flexible compared to a static system like Trello/Meistertask etc. The advanced usage with linked databases is also very interesting. But Notion had a bug with indexing, so it was a problem to use this feature because you find not all databases. But this is fixed since approx 2 weeks.

  3. Thanks Francesco – I've discovered loads re Notion's flexibility thanks to all your videos..!
    Two ways Notion could help Database newbies:

    1. More colour/tone contrast between the screen background & database/board cards. Unless images are embedded, the blocks merge together, even when they have text and labels in.

    2. Emphasize the importance of choosing what info goes in Column #1 of a Database/List if you plan to view/use it later as a Board, Gallery, or Calendar.

    Because whatever is typed in the #1 (Name) Column in the Database, becomes the 'Card Title' – and that Title CAN'T be changed afterwards (even by moving another Column to position #1.)

    There is a 'tool tip/hint' to that effect, but it's hidden unless you click TWICE and 'hover'. (This issue could particularly frustrate users from Trello or EverNote, used to tweaking Card or Note Titles any time.)

    A quick mundane example (but it applies to any info or process): A Shopping List of 30+ rows:
    – In Column #1 – I added the item 'type' or 'aisle' (ie 'Produce', 'Deli', 'Household' etc. )
    – In Column #2 – I listed each specific 'item' I needed to buy (ie the main 'Task')
    – In Columns #3-7 were Brand, Qty, UseByDate, How to Store, Checkboxetc…

    The order felt logical and looked OK in the database, but in Board/Gallery View:
    – I ended up with 10x cards called Produce, 6x cards called Deli, 8x Household, etc – because they were my Column #1 'Names'.
    – I couldn't remove or amend those card titles, or use them across the top of the Board for sorting (unless I missed something in settings?)
    – And the individual grocery items (from Column #2) were listed in a smaller font inside each card – whereas they probably should have been the more prominent card 'titles'. But even though I dragged Column #2 to the #1 slot in the database, the original 'Names' couldn't be replaced.

    So it's a simple matter of thinking ahead a bit – but Notion could def make it clearer before it frustrates too many new users.

    Sorry – much longer comment than I intended! But I really think those two tweaks would help Notion gain (and keep) new users much more quickly. Thanks again. I'm playing with the relational database aspect next after watching your video today. Cheers!

  4. Thank you Francesco. I think you are almost the only person who produce videos about Notion using. Without detailed manual yours' videos are the one source I could learn something new.
    Could you please say more about building personal finance system using Notion. And, my be you could provide us more detailed videos on different aspects/topics of using Notion? I highly interested in building CRM system for my small educational center for children by Notion.

  5. Hello! I was watching some of your previous videos on Notion and I especially loved your workspace setup and how it links to various places in Notion.. would such a thing be possible in Coda? I'm a blogger and something like that would be perfect for my work.

  6. Great, Francesco! Databases were the reason I got hooked by Notion. So happy you are starting to cover it now. Very good video. The potential of the multiple views is insane. Allowing you to shift perspective and mindset on the flight, but still focused on the job at hand. Great!

  7. You mentioned someone (Rebecca something) for learning more about the database stuff but you didn't give a link to her. Could you please supply that?

  8. Thoroughly enjoying your excellent Notion videos Francesco. My only (I hope constructive) criticism is that it would help my poor old brain to absorb all this good stuff if the pace of your delivery could be a little slower. It sometimes feels as though you are scared to pause and draw breath. Keep up the good work though! There's precious little other Notion content out there and the information is very welcome.

  9. Thank you sir for taking time to post this great how to video. I love the fact that you elaborate and demonstrate databases in notion. I really loved the workout page. This is my first video of yours and I surely will go through all your videos. Is there any videos on using notion in the aspect of monthly expenses, finance, paying off debt logs or such? Glad I found you on YouTube and can't wait to learn more about Notion and be productive.

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