just put it in in days but you could also have a select property right and
also have a select property right and have monthly these sort of things uh and
have monthly these sort of things uh and again if you have like any of these
again if you have like any of these other versions check out the link in the
other versions check out the link in the description so what we want to do then
description so what we want to do then is we want to go to the automations
is we want to go to the automations click here and let's call this uh
click here and let's call this uh recurring tasks and our trigger in this
recurring tasks and our trigger in this case will be whenever we set the status
case will be whenever we set the status of any task to complete and at the same
of any task to complete and at the same time where we have um uh a repeat uh set
time where we have um uh a repeat uh set right because we don't so if this is
right because we don't so if this is bigger than zero only then uh should
bigger than zero only then uh should this trigger because otherwise we don't
this trigger because otherwise we don't want to do this on all the tasks if
want to do this on all the tasks if that's the case then as an action what
that's the case then as an action what you want to do is you want to make sure
you want to do is you want to make sure that we H Now update this page near two
that we H Now update this page near two versions right we can either just take
versions right we can either just take the entry itself and put the due date to
the entry itself and put the due date to the Future that's what I'm going to show
the Future that's what I'm going to show here or you could also create a new
here or you could also create a new version of this task if you want a
version of this task if you want a historic trade of it but it's a little
historic trade of it but it's a little bit more involved so check out the other
bit more involved so check out the other tutorial for that in this case if you
tutorial for that in this case if you just want to you know move the due date
just want to you know move the due date forward what we say is now please edit
forward what we say is now please edit my property please edit the due date
my property please edit the due date that we have here and let's do this with
that we have here and let's do this with a custom formula what we can do now here
a custom formula what we can do now here is we can say okay please take the
is we can say okay please take the trigger page and off that trigger page
trigger page and off that trigger page please take the due date and now do date
please take the due date and now do date add right please add to our latest due
add right please add to our latest due date the um repeat every value right we
date the um repeat every value right we have the repeat uh where are do we go we
have the repeat uh where are do we go we have date ad we should have our ah sorry
have date ad we should have our ah sorry we need to go get a trigger page first
we need to go get a trigger page first trigger page and then repeat every and
trigger page and then repeat every and that is in days right so with these
that is in days right so with these elements take taking the due date of the
elements take taking the due date of the trigger page and then using the date and
trigger page and then using the date and operator and pulling the repeat area
operator and pulling the repeat area also from the trigger page we now just
also from the trigger page we now just extend this by whatever we have in there
extend this by whatever we have in there and we can click on Save and the second
and we can click on Save and the second thing that should happen is you want to
thing that should happen is you want to uh also edit the status right we want to
uh also edit the status right we want to set the status back to um you know not
set the status back to um you know not started because we want to make sure we
started because we want to make sure we can both do it again so in this case
can both do it again so in this case right we currently have check daily
right we currently have check daily apartment listings it is due December
apartment listings it is due December 17th it is not started we have repeat
17th it is not started we have repeat everyone so I will go in here I will set
everyone so I will go in here I will set it to done and in a second this should
it to done and in a second this should extend to December 18th and should be
extend to December 18th and should be back to not started and there we go
back to not started and there we go December 18th not started we could also
December 18th not started we could also now you know like say like repeat every
now you know like say like repeat every 17 for whatever reason click on done in
17 for whatever reason click on done in a second we'll again do the calculation
a second we'll again do the calculation move it forward and you have so many
move it forward and you have so many variations over this oops I have set a
variations over this oops I have set a filter here where it's like relative
filter here where it's like relative today this week let's uh you know make
today this week let's uh you know make it this month uh then it should prep
it this month uh then it should prep back up oh no still not so it's still
back up oh no still not so it's still further in the future with 17 uh so we
further in the future with 17 uh so we have an issue there but you get the gist
have an issue there but you get the gist right we will just extend the current
right we will just extend the current due date uh with this formula and make
due date uh with this formula and make sure that we can set our recurring tasks
sure that we can set our recurring tasks automatically without any input from us
automatically without any input from us notion is releasing updates faster than
notion is releasing updates faster than ever which can make it quite tough to
ever which can make it quite tough to keep track of everything so if you see
keep track of everything so if you see something in your workspace That You
something in your workspace That You Don't See covered anywhere else then
Don't See covered anywhere else then check out my website at Matias r.de SL
check out my website at Matias r.de SL notion updates where I keep a running
notion updates where I keep a running lock of everything that's new in notion
lock of everything that's new in notion that way you'll never miss a beat number
that way you'll never miss a beat number 52 create sub tasks in Ocean doing so is
52 create sub tasks in Ocean doing so is super simple you just want to click on
super simple you just want to click on the three dots on your database and you
the three dots on your database and you can do this on the main view or link
can do this on the main view or link View do pretty much anywhere then you go
View do pretty much anywhere then you go to customize and here you should see the
to customize and here you should see the sub items option you can also click on
sub items option you can also click on see all features if you don't have it
see all features if you don't have it and then it should show if you click on
and then it should show if you click on ADD and then on turn on sub items you
ADD and then on turn on sub items you see a few things happening first you
see a few things happening first you have now this little toggle at the very
have now this little toggle at the very front and you can open it and you can
front and you can open it and you can add like a subtask one to this task now
add like a subtask one to this task now or you can you know further open up your
or you can you know further open up your subtask and pretty much Nest uh infinite
subtask and pretty much Nest uh infinite numbers of subtasks here you also can
numbers of subtasks here you also can see that on the back and this is done by
see that on the back and this is done by notion adding two new properties parent
notion adding two new properties parent item and sub item and the very first
item and sub item and the very first thing I will do is of course in line
thing I will do is of course in line with the other things right
with the other things right update the icons I hate the default
update the icons I hate the default icons I think it's much better to have
icons I think it's much better to have always something else for the quick
always something else for the quick visual indication um of where something
visual indication um of where something goes um but uh this is how it's
goes um but uh this is how it's basically indicated so if I have you
basically indicated so if I have you know a subtask and I inspect it I see
know a subtask and I inspect it I see that uh my parent item is set which
that uh my parent item is set which means right for example if I for setup
means right for example if I for setup profile if I were to go in here and as a
profile if I were to go in here and as a parent item Define my uh uh setup daily
parent item Define my uh uh setup daily email aler so let's actually do this on
email aler so let's actually do this on you know on setup email alerts one of
you know on setup email alerts one of the sub U this might be a parent or
the sub U this might be a parent or child whoever uh of the uh check daily
child whoever uh of the uh check daily Min alerts we see that it disappears and
Min alerts we see that it disappears and gots automatically sorted in there so
gots automatically sorted in there so you can also sort of manually afterwards
you can also sort of manually afterwards sort them in you can further customize
sort them in you can further customize how it's shown by going back to simple
how it's shown by going back to simple tasks and then on sub items and here you
tasks and then on sub items and here you can switch between the nestal view the
can switch between the nestal view the one where you only show the main tasks
one where you only show the main tasks the one where you show both in line and
the one where you show both in line and you get this like little gray indication
you get this like little gray indication if it's a subtask and the one where you
if it's a subtask and the one where you don't show anything uh of that uh as the
don't show anything uh of that uh as the disabled option right so here I just
disabled option right so here I just don't see any indication that this is
don't see any indication that this is this a subtask or not now bit careful if
this a subtask or not now bit careful if you turn off sub items uh you need to uh
you turn off sub items uh you need to uh be careful what select if you select the
be careful what select if you select the remove properties option then it will
remove properties option then it will actually delete uh these relations right
actually delete uh these relations right your your data is gone so you don't know
your your data is gone so you don't know any longer like what is associated with
any longer like what is associated with what so a little bit careful if you turn
what so a little bit careful if you turn them off after you've turn them on and
them off after you've turn them on and you know filled out a ton of things
you know filled out a ton of things because if you reactivate them
because if you reactivate them afterwards after leading the properties
afterwards after leading the properties it will not automatically fill out again
it will not automatically fill out again number 53 create dependencies in similar
number 53 create dependencies in similar process we click on the three dots
process we click on the three dots customize and then on dependencies now
customize and then on dependencies now we have a few options here we can uh
we have a few options here we can uh change how the shifting Works basically
change how the shifting Works basically right if you have dependencies between
right if you have dependencies between task or projects and you want to maybe
task or projects and you want to maybe automatically adjust the due dates of
automatically adjust the due dates of them whenever they overlap so this gives
them whenever they overlap so this gives you the option to say shift only when
you the option to say shift only when dates overlap and you see the little
dates overlap and you see the little animation here that tells you okay so if
animation here that tells you okay so if the task overlaps with the next one but
the task overlaps with the next one but push that out you can shift and maintain
push that out you can shift and maintain the time between items so if you have
the time between items so if you have you know three days between it will
you know three days between it will always drag them around in the same
always drag them around in the same order or you can not shift them at all
order or you can not shift them at all in particular if you work in a bigger
in particular if you work in a bigger team environment I recommend starting
team environment I recommend starting with this one because you don't want to
with this one because you don't want to accidentally shift the due dates of all
accidentally shift the due dates of all your team members around uh that would
your team members around uh that would be quite unfortunate but if you choose
be quite unfortunate but if you choose one of the auto shifting ones so let's
one of the auto shifting ones so let's use this one we might want to turn on
use this one we might want to turn on avoid weekend so nothing ever starts on
avoid weekend so nothing ever starts on weekend and then we can turn on
weekend and then we can turn on dependencies Now with dependencies uh
dependencies Now with dependencies uh you see nothing changes directly in UI
you see nothing changes directly in UI but we get again two new relation
but we get again two new relation properties block by and blocking and
properties block by and blocking and again uh same idea here right I just uh
again uh same idea here right I just uh you know like to have um like a like a
you know like to have um like a like a little hand uh on the one and uh little
little hand uh on the one and uh little you know stop sign on the other one and
you know stop sign on the other one and often I actually uh change the um often
often I actually uh change the um often change the the naming convention because
change the the naming convention because block by blocking can be a bit confusing
block by blocking can be a bit confusing so personally I find it easier uh as you
so personally I find it easier uh as you know um to to to update it but of course
know um to to to update it but of course that depends on what language makes most
that depends on what language makes most sense to you uh idea is same you can now
sense to you uh idea is same you can now add them here so if we say Okay um
add them here so if we say Okay um before we for example set up our daily
before we for example set up our daily email alerts we need to set up our
email alerts we need to set up our profile so we can go on daily email once
profile so we can go on daily email once and you can uh add in here say now okay
and you can uh add in here say now okay set up profile that will be the one
set up profile that will be the one that's blocking now in this uh table
that's blocking now in this uh table view there's not too much other
view there's not too much other information we get right we simply have
information we get right we simply have now in here that is an indication of
now in here that is an indication of course if we open it right we have our
course if we open it right we have our properties that tells me okay before
properties that tells me okay before maybe um we can do this we need to check
maybe um we can do this we need to check that this here is actually done the real
that this here is actually done the real magic happens not on database view but
magic happens not on database view but on the timeline view so let's add that
on the timeline view so let's add that one to it so let's cck on plus uh let's
one to it so let's cck on plus uh let's say we want to add um a timeline and it
say we want to add um a timeline and it will also be for the simple task that
will also be for the simple task that we're working on here with and now what
we're working on here with and now what we see is that when we look at any of
we see is that when we look at any of these entries we have the option to drag
these entries we have the option to drag these elements so we currently don't
these elements so we currently don't have many ds here so we just need to
have many ds here so we just need to adjust it a little bit so it's a little
adjust it a little bit so it's a little bit easier visually to see that but in a
bit easier visually to see that but in a second uh we can then uh start assigning
second uh we can then uh start assigning dependencies uh much easier so how does
dependencies uh much easier so how does it work we have here this little yellow
it work we have here this little yellow icon and we can start dragging that to
icon and we can start dragging that to indicate any other element is uh you
indicate any other element is uh you know that we have this dependency
know that we have this dependency between it and the second I do this you
between it and the second I do this you see that it actually gets pushed out
see that it actually gets pushed out because remember we set up that the due
because remember we set up that the due dates get automatically shifted so
dates get automatically shifted so depending on how it's set up right you
depending on how it's set up right you might want to change that setting before
might want to change that setting before you know create all your dependencies
you know create all your dependencies but still quite useful in for C now I
but still quite useful in for C now I reschedule an element oops uh the other
reschedule an element oops uh the other elements get push out but since we only
elements get push out but since we only had it in One Direction right the it
had it in One Direction right the it won't come back if I schedule it back so
won't come back if I schedule it back so sometimes you then have to do a little
sometimes you then have to do a little bit of extra work to make sure that
bit of extra work to make sure that things are still properly aligned number
things are still properly aligned number 54 autofill information using filters
54 autofill information using filters this will make your notion builds so
this will make your notion builds so much more efficient so we have our task
much more efficient so we have our task in base again and let's set actually a
in base again and let's set actually a filter here let's say we only want to
filter here let's say we only want to see entries here where the due date is
see entries here where the due date is today so we switch it for due date and
today so we switch it for due date and we say is today now we currently see
we say is today now we currently see that there's nothing in here if I add an
that there's nothing in here if I add an entry though now through this view watch
entry though now through this view watch what happens to the due date right so if
what happens to the due date right so if I have you know like test task here you
I have you know like test task here you see that the due date has been
see that the due date has been automatically set to today even more if
automatically set to today even more if I now go in and say okay we want only
I now go in and say okay we want only things that are due today and that
things that are due today and that belong to a specific project right the
belong to a specific project right the project should contain the uh Builder
project should contain the uh Builder number one notion consultancy one again
number one notion consultancy one again we have nothing here but if I add a new
we have nothing here but if I add a new entry we see that it automatically gets
entry we see that it automatically gets both these elements filled so general
both these elements filled so general rule of notion Whenever you set a filter
rule of notion Whenever you set a filter on a database View and and add a new
on a database View and and add a new entry through that filter ntion will try
entry through that filter ntion will try to fill out the properties and fulfill
to fill out the properties and fulfill that filter that of course is sometimes
that filter that of course is sometimes not possible right if you had set up a
not possible right if you had set up a filter where you say you know the the
filter where you say you know the the start date um should be before uh uh
start date um should be before uh uh today right or sorry not the start date
today right or sorry not the start date let's do we have a created date on here
let's do we have a created date on here no let's create an impossible filter
no let's create an impossible filter right let's have uh a created time and
right let's have uh a created time and let's say the start date oops sorry the
let's say the start date oops sorry the start date for this um is in uh the past
start date for this um is in uh the past then if we end something we can of
then if we end something we can of course not fulfill it and it will simply
course not fulfill it and it will simply default to a different Behavior right so
default to a different Behavior right so here we say created time um is before um
here we say created time um is before um today and now we see what happens if we
today and now we see what happens if we now click in here uh instead of adding a
now click in here uh instead of adding a line here it opens it in the side
line here it opens it in the side because it sort of recognizes well I
because it sort of recognizes well I can't show you this entry here the the
can't show you this entry here the the filter is not fulfilled I cannot
filter is not fulfilled I cannot possibly fulfill it please you know fill
possibly fulfill it please you know fill out whatever you want here and then you
out whatever you want here and then you can close it but uh if you can fulfill
can close it but uh if you can fulfill the filters right if they are easy to
the filters right if they are easy to fill out then notion will do that which
fill out then notion will do that which makes it much easier to build in
makes it much easier to build in dashboards right to easily add certain
dashboards right to easily add certain entries where you say okay I only want
entries where you say okay I only want to add things for this project or I only
to add things for this project or I only want to set things with this and that
want to set things with this and that tag number 55 autofill information using
tag number 55 autofill information using database automations another really
database automations another really useful way to just cut down the number
useful way to just cut down the number of manual clicks you have to do so let's
of manual clicks you have to do so let's say for example whenever I assign a
say for example whenever I assign a T-shirt size right to a specific project
T-shirt size right to a specific project that indicates I now start work on it so
that indicates I now start work on it so I don't want to have to manually also
I don't want to have to manually also now move this to next line in order to
now move this to next line in order to do so let's go to create database
do so let's go to create database automation let's say you know like start
automation let's say you know like start uh task and let's say we want do this
uh task and let's say we want do this whenever uh we um edit the whenever in
whenever uh we um edit the whenever in the size right when we have this uh to
the size right when we have this uh to any option then we want to change our um
any option then we want to change our um current status to edit property edit
current status to edit property edit status to next in line it's as simple as
status to next in line it's as simple as that we click on Create and now that
that we click on Create and now that means uh whenever I move you know like
means uh whenever I move you know like say this is actually the size s and this
say this is actually the size s and this is the size M right we will move those
is the size M right we will move those two tasks fall into the in progress part
two tasks fall into the in progress part so I can start working on them now you
so I can start working on them now you have pretty much endless opportunities
have pretty much endless opportunities with this right you could also say okay
with this right you could also say okay whenever we have a certain setus
whenever we have a certain setus assigned we want to change a responsible
assigned we want to change a responsible person if I have a due date right like
person if I have a due date right like pretty much anything that you have there
pretty much anything that you have there where you say okay if something happens
where you say okay if something happens assign certain properties you can do it
assign certain properties you can do it like that and then cut down on the
like that and then cut down on the manual work but of course you need to be
manual work but of course you need to be on a paid notion plan forgot to mention
on a paid notion plan forgot to mention that previously uh automations are only
that previously uh automations are only available on all the praid plans if
available on all the praid plans if you're on a free plan you can still use
you're on a free plan you can still use automations but only if they are part of
automations but only if they are part of a template that you downloaded number 56
a template that you downloaded number 56 learn about this automation limitation
learn about this automation limitation that makes sense because notion wants to
that makes sense because notion wants to avoid infinite Loop so for example if
avoid infinite Loop so for example if you work to set up like an automation
you work to set up like an automation right that says okay whenever a page is
right that says okay whenever a page is added to the database please uh add a
added to the database please uh add a page to this database and you know that
page to this database and you know that in theory right would create infinite
in theory right would create infinite Loop but of course that doesn't happen
Loop but of course that doesn't happen right so if we create this and we just
right so if we create this and we just go in here and we create you know like a
go in here and we create you know like a new entry we'll see in a second it will
new entry we'll see in a second it will create another entry but then this
create another entry but then this second entry that has been added by the
second entry that has been added by the automation won't trigger the whole run
automation won't trigger the whole run again there we go that's our new entry
again there we go that's our new entry but after that it stops now while this
but after that it stops now while this is useful to avoid infinite Loops it
is useful to avoid infinite Loops it also means that there are a lot of use
also means that there are a lot of use cases where you can't use the trigger a
cases where you can't use the trigger a notion yet that you would want to right
notion yet that you would want to right so for example if you have a template
so for example if you have a template set as recurring right and you say okay
set as recurring right and you say okay every day I want to have something
every day I want to have something happen and then once this is created I
happen and then once this is created I want to have a you know notion
want to have a you know notion automation run and do some things that's
automation run and do some things that's not possible it won't be able to uh
not possible it won't be able to uh notice the thing that has been added uh
notice the thing that has been added uh it's different if you use a third party
it's different if you use a third party automation right so if you use make.com
automation right so if you use make.com or relay or save here so to add a new
or relay or save here so to add a new page to notion that will trigger your
page to notion that will trigger your internal notion automations but anything
internal notion automations but anything within notion right so um the
within notion right so um the automations here are recuring things
automations here are recuring things there won't be able to do it number 57
there won't be able to do it number 57 autofill information using buttons
autofill information using buttons another tip for building better
another tip for building better dashboards make sure that when you end
dashboards make sure that when you end your buttons they help you prefill
your buttons they help you prefill information so for example we have our D
information so for example we have our D database here and we can set up a button
database here and we can set up a button of course to add a task search and we
of course to add a task search and we can have it very simple where we can
can have it very simple where we can just say new task and all I can do is
just say new task and all I can do is when the button is clicked please add a
when the button is clicked please add a page to my uh simple task database right
page to my uh simple task database right simple task as a new task where you can
simple task as a new task where you can just call this new task uh and then we
just call this new task uh and then we can be done with it now if I just click
can be done with it now if I just click this it will just add a new entry here
this it will just add a new entry here so far so good but why stop it right you
so far so good but why stop it right you can then say okay if I have certain
can then say okay if I have certain things that I have to add all the time
things that I have to add all the time you can you know preload them into your
you can you know preload them into your button so let's duplicate this let's uh
button so let's duplicate this let's uh call this you know new task uh for today
call this you know new task uh for today and now we can expand this and we can
and now we can expand this and we can say edit another property we want to
say edit another property we want to also set the due date to uh date
also set the due date to uh date triggered now we can click on them and
triggered now we can click on them and now if we do this we see that we get a
now if we do this we see that we get a new task with the current du date and of
new task with the current du date and of course we can expand this as much as you
course we can expand this as much as you want right so if you uh often need to
want right so if you uh often need to create like important tasks right we
create like important tasks right we could uh you know do something like you
could uh you know do something like you know new uh important task and then go
know new uh important task and then go in here and say instead of the due date
in here and say instead of the due date right we want to actually edit the tag
right we want to actually edit the tag and we want to always assign the
and we want to always assign the important tag whatever it is H you can
important tag whatever it is H you can use buttons to make sure that your data
use buttons to make sure that your data entry is much easier and you don't have
entry is much easier and you don't have to do everything manual now top tip when
to do everything manual now top tip when you uh create these buttons to add
you uh create these buttons to add entries I would always always always add
entries I would always always always add a second step and as a second step say
a second step and as a second step say please uh open the page that we just
please uh open the page that we just added so open the thing from the
added so open the thing from the previous step and open it in side Peak
previous step and open it in side Peak that's my preferred mode so that you can
that's my preferred mode so that you can edit it easy right you don't have to to
edit it easy right you don't have to to search for it in list uh you get the
search for it in list uh you get the immediate feedback that something
immediate feedback that something happened otherwise you know this is a
happened otherwise you know this is a link view if by any accident you know
link view if by any accident you know you delete it on the page or you build
you delete it on the page or you build it for a team member and they don't know
it for a team member and they don't know that you know there is a you know
that you know there is a you know actually something happens they can
actually something happens they can click on this you know for AES and
click on this you know for AES and create a ton of tasks never see it not
create a ton of tasks never see it not so great in terms of UI feedback so you
so great in terms of UI feedback so you always want to have this second step
always want to have this second step there as well number 58 visualize your
there as well number 58 visualize your data using charts notion charts are
data using charts notion charts are absolutely amazing to help you visualize
absolutely amazing to help you visualize all the data in your workspace whether
all the data in your workspace whether it's how you spend your time how many
it's how you spend your time how many tasks you have per employee whether you
tasks you have per employee whether you want to track your reading list create
want to track your reading list create any visualization for Trends over time
any visualization for Trends over time for example this is like a pain diary
for example this is like a pain diary right or a burndown chart for big
right or a burndown chart for big dashboards or small ones it's an
dashboards or small ones it's an absolutely amazing feature now I have a
absolutely amazing feature now I have a full tutorial Link in the description
full tutorial Link in the description will go over every single chart where
will go over every single chart where you can build a notion and also if you
you can build a notion and also if you work around if you don't have the notion
work around if you don't have the notion charts because they are only available
charts because they are only available on the paint plans if you want free
on the paint plans if you want free charts there's a work around for that as
charts there's a work around for that as well in the description but highly
well in the description but highly recommend that you look at you know your
recommend that you look at you know your most used things and see okay how can I
most used things and see okay how can I visualize them to get more information
visualize them to get more information quickly number 59 learn dashboarding 101
quickly number 59 learn dashboarding 101 we already talked about the fact that
we already talked about the fact that you want to use a few Mega databases to
you want to use a few Mega databases to organize your notion workspace and you
organize your notion workspace and you want to put them away in a back end so
want to put them away in a back end so that they're all stored in one place we
that they're all stored in one place we also mentioned that usually you actually
also mentioned that usually you actually would not go into this back end to
would not go into this back end to interact with that data and instead
interact with that data and instead build dashboards so let's talk about
build dashboards so let's talk about dashboards and how to utilize them in
dashboards and how to utilize them in otion a dashboard to me is any page in
otion a dashboard to me is any page in otion that contains linked views to
otion that contains linked views to database whether that's just one simple
database whether that's just one simple link you right to do a very specific
link you right to do a very specific task or whether it's a mega dashboard
task or whether it's a mega dashboard right that collects views from pretty
right that collects views from pretty much all the database in your system
much all the database in your system either of them is a dashboard and we'll
either of them is a dashboard and we'll talk about the dashboarding 101 in a
talk about the dashboarding 101 in a second but first uh want to put out one
second but first uh want to put out one thing here and that is that uh there's
thing here and that is that uh there's not really a right or wrong between you
not really a right or wrong between you know like building like lots of
know like building like lots of dedicated dashboards for a specific task
dedicated dashboards for a specific task versus building Mega dashboards it comes
versus building Mega dashboards it comes a bit down to your personal preference
a bit down to your personal preference uh I think particularly in a team
uh I think particularly in a team environment there's a lot to be said for
environment there's a lot to be said for having uh you know uh one uh specific
having uh you know uh one uh specific page for one specific workflow because
page for one specific workflow because it just makes it easier for other people
it just makes it easier for other people to understand it and it cuts down a
to understand it and it cuts down a little bit on noise but Mega dashboards
little bit on noise but Mega dashboards can be quite cool right if you can do
can be quite cool right if you can do any everything in your system on one
any everything in your system on one page and it's a spectrum right uh maybe
page and it's a spectrum right uh maybe your pages lie somewhere in between here
your pages lie somewhere in between here right where you say okay I have like a
right where you say okay I have like a few things on that but then I have like
few things on that but then I have like two or three major dashboards doesn't
two or three major dashboards doesn't really matter how you organize it think
really matter how you organize it think about the way you want to work with
about the way you want to work with notion and what you need to see in order
notion and what you need to see in order to fulfill a specific task and you also
to fulfill a specific task and you also don't have to overthink the way you
don't have to overthink the way you notion dashboards look like uh here are
notion dashboards look like uh here are basically the the two core archetypes
basically the the two core archetypes right for for notion dashboards that you
right for for notion dashboards that you will see everywhere and if you look
will see everywhere and if you look around on redit or in the notion
around on redit or in the notion template Gallery you'll see this type of
template Gallery you'll see this type of layout all the time uh this is the first
layout all the time uh this is the first one where you have sort of like a NAFA
one where you have sort of like a NAFA at the very top you have then maybe a
at the very top you have then maybe a two column or several column structure
two column or several column structure where for example you could have like
where for example you could have like some key information in one side and
some key information in one side and then some quick actions in another and
then some quick actions in another and then you have your core views down below
then you have your core views down below to take some action or another version
to take some action or another version is where you have like this two split on
is where you have like this two split on your page right where on the left hand
your page right where on the left hand you have a smaller column where you have
you have a smaller column where you have all your actions and navigation and then
all your actions and navigation and then you have this sort of main area with all
you have this sort of main area with all the structure so let's see how we could
the structure so let's see how we could quickly uses to build a dashboard for a
quickly uses to build a dashboard for a specific use case and for the first
specific use case and for the first example why don't we take uh you know a
example why don't we take uh you know a marketing team that wants to organize uh
marketing team that wants to organize uh all their marketing work so at the very
all their marketing work so at the very top in the nafar uh you might want to
top in the nafar uh you might want to have like the links that to the pages
have like the links that to the pages that you need to jump to quickly or to
that you need to jump to quickly or to your core pages right so let's type at
your core pages right so let's type at and let's uh get you know akma home uh
and let's uh get you know akma home uh to you know go back to our main homepage
to you know go back to our main homepage and then uh we could also maybe uh want
and then uh we could also maybe uh want to go to our marketing uh uh main page
to go to our marketing uh uh main page in in so just we can quickly jump back
in in so just we can quickly jump back from these pages and maybe we also want
from these pages and maybe we also want to have a way to link to our core
to have a way to link to our core database right so uh let's add that one
database right so uh let's add that one here as well I think it should be the
here as well I think it should be the content uh pipeline yes perfect this is
content uh pipeline yes perfect this is a demo workspace so there are a lot of
a demo workspace so there are a lot of databases in here sometimes we'll pick
databases in here sometimes we'll pick the wrong ones but yeah this is this is
the wrong ones but yeah this is this is a good start right for us to help
a good start right for us to help quickly get back to our other things now
quickly get back to our other things now uh in terms of key info let's uh we have
uh in terms of key info let's uh we have a few options here right we we could uh
a few options here right we we could uh you know write a little about section
you know write a little about section here about this page like explaining how
here about this page like explaining how it's supposed to be used um link out to
it's supposed to be used um link out to other key resources or in particular if
other key resources or in particular if fre if it's a team environment we want
fre if it's a team environment we want to get give some quick insights I love
to get give some quick insights I love adding charts here so let's start by
adding charts here so let's start by that let's type slash chart and in this
that let's type slash chart and in this case um why don't we take um maybe a
case um why don't we take um maybe a vertical B chart to visualize just the
vertical B chart to visualize just the workload of the marketing team so we're
workload of the marketing team so we're going to take this we're going to link
going to take this we're going to link to a database and let's pick tasks uh in
to a database and let's pick tasks uh in the um arent demo workspace perfect and
the um arent demo workspace perfect and here we see now um what would we want to
here we see now um what would we want to show we want to show this actually by
show we want to show this actually by umah by the person who who's responsible
umah by the person who who's responsible for these tasks and the task count is
for these tasks and the task count is great and now let's just set a filter
great and now let's just set a filter want to make sure that we set an
want to make sure that we set an advanced filter to only show tasks that
advanced filter to only show tasks that are open right so we kind of want to
are open right so we kind of want to want to see our workload so whether the
want to see our workload so whether the status um is to do or uh in progress
status um is to do or uh in progress perfect now if I you know if I have like
perfect now if I you know if I have like a team with or like a company with
a team with or like a company with several teams I would want to add like
several teams I would want to add like another filter here to only show the
another filter here to only show the workload per for our specific team right
workload per for our specific team right but just for this little demo we can
but just for this little demo we can leave it like this and then just to make
leave it like this and then just to make it uh take less space let's go to more
it uh take less space let's go to more style options and set this to small so
style options and set this to small so now we just have this little you know
now we just have this little you know like workload overview here at the top
like workload overview here at the top uh and then we can continue with our
uh and then we can continue with our quick actions again so whenever we build
quick actions again so whenever we build this out right we want to think about
this out right we want to think about what happens when someone goes on this
what happens when someone goes on this dashboard right what what what are the
dashboard right what what what are the actions that we need to take how can we
actions that we need to take how can we speed them up we might want to be able
speed them up we might want to be able to add a new task uh for our marketing
to add a new task uh for our marketing team and then add new content ideas and
team and then add new content ideas and the EAS way to L this with buttons so
the EAS way to L this with buttons so let's add a new button let's call this
let's add a new button let's call this uh new marketing task uh let's click on
uh new marketing task uh let's click on and give this a nice Emoji let's give
and give this a nice Emoji let's give this a the plus uh icon or actually
this a the plus uh icon or actually since it's a task uh even better let's
since it's a task uh even better let's use our standard icon that we use
use our standard icon that we use everywhere for task and we say when this
everywhere for task and we say when this button is clicked let's add a page to
button is clicked let's add a page to our acma uh tasks database in the uh
our acma uh tasks database in the uh akma demo workspace we add an empty one
akma demo workspace we add an empty one but otherwise we could pick a specific
but otherwise we could pick a specific template if we wanted to um we can just
template if we wanted to um we can just like leave the name empty we want to
like leave the name empty we want to edit uh maybe the responsible and say
edit uh maybe the responsible and say whoever you know clicks uh this button
whoever you know clicks uh this button should be the respons on person and in
should be the respons on person and in terms of the um anything else by Design
terms of the um anything else by Design request sizing I think that's all fine
request sizing I think that's all fine we can leave that again right if we had
we can leave that again right if we had now several teams in here we would also
now several teams in here we would also add the team to make sure that it's
add the team to make sure that it's automatically tagged to the marketing
automatically tagged to the marketing team but in this demo workspace we don't
team but in this demo workspace we don't have that set up so we leave it like
have that set up so we leave it like this and then the second thing that I
this and then the second thing that I always as I mentioned already before
always as I mentioned already before right want to do we want to always make
right want to do we want to always make sure that we open this page then inside
sure that we open this page then inside Peak so the user just gets a little bit
Peak so the user just gets a little bit of a feedback once they've added it
of a feedback once they've added it perfect I quickly also added two more
perfect I quickly also added two more buttons uh for a new YouTube video new
buttons uh for a new YouTube video new Linkin post setup is exactly the same
Linkin post setup is exactly the same right want add something to our content
right want add something to our content Pipeline and now we can specify a
Pipeline and now we can specify a specific template so in this case we say
specific template so in this case we say we want to use the YouTube template
we want to use the YouTube template right for YouTube video and Link in for
right for YouTube video and Link in for the link post and we could do this of
the link post and we could do this of course for all our different uh things
course for all our different uh things also if we had like several types of
also if we had like several types of meetings right we could add that maybe
meetings right we could add that maybe add like a little two column layout
add like a little two column layout actually in here and have buttons
actually in here and have buttons stacked here and here and just so that
stacked here and here and just so that you know whenever you go on this
you know whenever you go on this marketing dashboard you can quickly take
marketing dashboard you can quickly take all the actions that you typically would
all the actions that you typically would need to so let's continue and let's uh
need to so let's continue and let's uh build our views and since this is sp
build our views and since this is sp marketing team let's say we're adding
marketing team let's say we're adding two views here we add one for our uh
two views here we add one for our uh content Pipeline and we want to add
content Pipeline and we want to add another one uh down below for our task I
another one uh down below for our task I think it's actually an H3 so we want to
think it's actually an H3 so we want to add one for our you know marketing uh
add one for our you know marketing uh tasks all right and remember since we
tasks all right and remember since we have already these views set up on our
have already these views set up on our core database we can now simply type
core database we can now simply type slash create link view of database and
slash create link view of database and we can pull in from the content pattern
we can pull in from the content pattern and we see these are our two pre-built
and we see these are our two pre-built options so I'm going to pull in the
options so I'm going to pull in the board view that we already created now I
board view that we already created now I just need to give it an empty view name
just need to give it an empty view name right the Canan can say now will'll hide
right the Canan can say now will'll hide database title and now we have this
database title and now we have this clean looking Kon board here on our
clean looking Kon board here on our dashboard I'm pretty zoomed in right so
dashboard I'm pretty zoomed in right so if I if I were to zoom out it's like a
if I if I were to zoom out it's like a little bit easier to work with this but
little bit easier to work with this but just for the point of the demonstration
just for the point of the demonstration let's leave it like this and then same
let's leave it like this and then same idea right for marketing task would then
idea right for marketing task would then again type slash create link view of
again type slash create link view of database pull in tasks and say let's
database pull in tasks and say let's actually only pull in the open task
actually only pull in the open task right if you want to have it as a list
right if you want to have it as a list or if you also want the come on board
or if you also want the come on board let's pull in the board let's do two
let's pull in the board let's do two boards that's a nice look uh and maybe
boards that's a nice look uh and maybe the marketing team wants to always uh
the marketing team wants to always uh work with this process so in this case I
work with this process so in this case I would probably then just Swap this out
would probably then just Swap this out uh here for this and then actually put a
uh here for this and then actually put a Content as well just so we have the same
Content as well just so we have the same visual identity everywhere right this is
visual identity everywhere right this is particularly useful if you're building
particularly useful if you're building for team settings just to make sure that
for team settings just to make sure that everyone at a glance can spot what this
everyone at a glance can spot what this is about perfect so this is already a
is about perfect so this is already a pretty decent looking dashboard and you
pretty decent looking dashboard and you see the power of using this over you
see the power of using this over you working on the main database views
working on the main database views because you can add so much context to
because you can add so much context to it right you you're not limited to just
it right you you're not limited to just pulling in a database view you can have
pulling in a database view you can have several database views next to each
several database views next to each other right we could have a two column
other right we could have a two column layout and show both both of them side
layout and show both both of them side by side we could uh add like additional
by side we could uh add like additional context here for example if we want to
context here for example if we want to explain to our team you know explain how
explain to our team you know explain how to use this or what to keep in mind we
to use this or what to keep in mind we can then highlight this right and use
can then highlight this right and use some other best practices from styling
some other best practices from styling Pages for example you making this light
Pages for example you making this light gray right so that it doesn't pop so
gray right so that it doesn't pop so much and with that give people a lot
much and with that give people a lot more flexibility and Power in the way
more flexibility and Power in the way they use it they don't have to switch
they use it they don't have to switch between database they don't have to
between database they don't have to switch between use whatever the specific
switch between use whatever the specific task and workflow is all can be done on
task and workflow is all can be done on this one dashboard and just to
this one dashboard and just to compliment this with another layout
compliment this with another layout version for our dashboard this time
version for our dashboard this time personal one right is a little bit of a
personal one right is a little bit of a second brain inspired one we have on the
second brain inspired one we have on the side our nefar course this is just a
side our nefar course this is just a demo one right so nothing is relinked
demo one right so nothing is relinked but you can just like hyperlink over
but you can just like hyperlink over every anything uh for the notion page
every anything uh for the notion page and then actually re jump to that or of
and then actually re jump to that or of course with the at Command right
course with the at Command right reference specific elements if you want
reference specific elements if you want to do that we then have you know our
to do that we then have you know our three buttons to capture a new idea a
three buttons to capture a new idea a new book or a new blog post and we have
new book or a new blog post and we have two minimalist views right of one hand
two minimalist views right of one hand on of our idea database and then of our
on of our idea database and then of our book database side by side number 60 use
book database side by side number 60 use notion forms to collect input so many
notion forms to collect input so many cool use cases for notion forms here's
cool use cases for notion forms here's one example where we use a notion form
one example where we use a notion form right to quickly capture a design
right to quickly capture a design request for an internal design team
request for an internal design team where we collect okay what is it that we
where we collect okay what is it that we need uh what fun does it relate to um
need uh what fun does it relate to um what is the you know the detail
what is the you know the detail description and when do they need it and
description and when do they need it and then again can use the dashboarding
then again can use the dashboarding principles right we just learned to
principles right we just learned to actually not just have this form in
actually not just have this form in isolation but for example when we show
isolation but for example when we show people this form show also okay what is
people this form show also okay what is our workload looking like right so they
our workload looking like right so they can sort of like expect okay looking not
can sort of like expect okay looking not looking very like WR anything gets done
looking very like WR anything gets done in this week but maybe afterwards uh
in this week but maybe afterwards uh things are looking a bit better and then
things are looking a bit better and then they can also see their requests on the
they can also see their requests on the same page to keep track of things that
same page to keep track of things that are going on right when they actually
are going on right when they actually requested for and when they can expect
requested for and when they can expect the delivery notion forms are not just
the delivery notion forms are not just though for internal collaboration you
though for internal collaboration you can also use them to collect information
can also use them to collect information with people from outside of your
with people from outside of your workspace for example here I wanted to
workspace for example here I wanted to collect information for the notion
collect information for the notion Community I run the local community in
Community I run the local community in Berlin and I wanted to see what can we
Berlin and I wanted to see what can we do in 2025 to make better of course I
do in 2025 to make better of course I don't want everyone to see all the
don't want everyone to see all the responses particularly like sensitive
responses particularly like sensitive data like email right we want to use to
data like email right we want to use to like follow up potentially on feedback U
like follow up potentially on feedback U and luckily with the new notion forms
and luckily with the new notion forms that's possible all you need to do is
that's possible all you need to do is create your form and then click on share
create your form and then click on share form in the top right corner and here
form in the top right corner and here you can change the who can fill out to
you can change the who can fill out to anyone on the web with a link now they
anyone on the web with a link now they everyone can access this form but they
everyone can access this form but they won't have access to the underlying data
won't have access to the underlying data and all the other answers number 61
and all the other answers number 61 create an easy progress bar using
create an easy progress bar using rollups remember our projects from
rollups remember our projects from earlier let's actually make sure we see
earlier let's actually make sure we see how many of these tasks we have
how many of these tasks we have currently finished because in this view
currently finished because in this view we just see all the tasks connected to
we just see all the tasks connected to it and we would need to open up and look
it and we would need to open up and look at the dashboard right to see that okay
at the dashboard right to see that okay here we have currently nothing completed
here we have currently nothing completed and then finding new apart we also have
and then finding new apart we also have nothing completed let's actually set one
nothing completed let's actually set one thing here to uh done so that we can at
thing here to uh done so that we can at least track some progress perfect now
least track some progress perfect now how do we do this well we can simply
how do we do this well we can simply click on plus and then we can look for a
click on plus and then we can look for a rollup and a rollup allows us to pull
rollup and a rollup allows us to pull information from a relation right so in
information from a relation right so in order to use a rollup you always need to
order to use a rollup you always need to have a relation first which we have here
have a relation first which we have here two tasks so the first step is to
two tasks so the first step is to actually pick this relation so if in
actually pick this relation so if in case we had Z one we could choose from
case we had Z one we could choose from them but in this case you want to show
them but in this case you want to show something from tasks the next is then
something from tasks the next is then the question okay from our tasks what is
the question okay from our tasks what is it that we care about and that's what we
it that we care about and that's what we add here to the property you see by
add here to the property you see by default it just shows me the exact same
default it just shows me the exact same thing as a relation but I could ask it
thing as a relation but I could ask it to for example oh please show me the
to for example oh please show me the status right and now I see the
status right and now I see the individual status elements for these
individual status elements for these tasks already better right because I can
tasks already better right because I can see now at a glance okay one of out of
see now at a glance okay one of out of three is done here but in particular if
three is done here but in particular if I have a lot of tasks that's still not
I have a lot of tasks that's still not that useful so we can go one step
that useful so we can go one step further and under calculation we can now
further and under calculation we can now say instead showing me the original I
say instead showing me the original I would like you to either count right
would like you to either count right something or in this case I want to see
something or in this case I want to see actually the percent I want to see the
actually the percent I want to see the percent per group right I want to see
percent per group right I want to see how far are you done with the individual
how far are you done with the individual things so how many of these things are
things so how many of these things are completed and now we see at a glance
completed and now we see at a glance that we have 33% complete here and zero
that we have 33% complete here and zero here right we can quickly Reen this also
here right we can quickly Reen this also to progress uh roll up just so we know
to progress uh roll up just so we know what this property is about and then if
what this property is about and then if we want to see more than a number and
we want to see more than a number and also a nice progress bar we can click on
also a nice progress bar we can click on it and say edit property and and
it and say edit property and and whenever we have a result as a number we
whenever we have a result as a number we have the option here to choose that
have the option here to choose that instead of just seeing a number we want
instead of just seeing a number we want to see a nice little bar or a ring right
to see a nice little bar or a ring right and for that we can also like show which
and for that we can also like show which color we want so let's actually pick you
color we want so let's actually pick you know like pink maybe as the color
know like pink maybe as the color perfect so now we have a simple easy
perfect so now we have a simple easy progress bar that auto updates right the
progress bar that auto updates right the second we click on any of these tasks
second we click on any of these tasks maybe through our dashboard and say that
maybe through our dashboard and say that we've actually completed we can even
we've actually completed we can even combine this right with a layout Builder
combine this right with a layout Builder customized layer that we've seen before
customized layer that we've seen before and say okay uh let's take all of these
and say okay uh let's take all of these put them all in the sidebar and then
put them all in the sidebar and then let's uh add like the progress here as a
let's uh add like the progress here as a big uh element that I want to see here
big uh element that I want to see here in the middle uh of it perfect much
in the middle uh of it perfect much nicer look and very quick to set up
nicer look and very quick to set up number 62 create an advanced progress
number 62 create an advanced progress bar using formulas now the result of
bar using formulas now the result of this actually fairly similar to our
this actually fairly similar to our progress bar for rollups but it's still
progress bar for rollups but it's still worth to know how it works because that
worth to know how it works because that way you can further expand this formula
way you can further expand this formula for example you could say only count
for example you could say only count certain tasks right make it more
certain tasks right make it more granular so let's take a look at the
granular so let's take a look at the basic principles I've already added a
basic principles I've already added a formula property right very
formula property right very straightforward and then we can click in
straightforward and then we can click in here to edit this formula and the first
here to edit this formula and the first thing that you want to do is you want to
thing that you want to do is you want to count how many tasks we actually have in
count how many tasks we actually have in total so in order to do so let's type
total so in order to do so let's type tasks and then we can type Dot and then
tasks and then we can type Dot and then length and this will count the length uh
length and this will count the length uh of this array right and that means uh
of this array right and that means uh here we get back three elements and here
here we get back three elements and here we get back two elements perfect so now
we get back two elements perfect so now we know how many tasks we have now in
we know how many tasks we have now in order to figure out how many of these
order to figure out how many of these tasks actually completed we need to
tasks actually completed we need to adopt it adapted sorry so before we
adopt it adapted sorry so before we count the length of it we need to check
count the length of it we need to check how many of these we want to filter it
how many of these we want to filter it to only show the ones that are completed
to only show the ones that are completed so we typee dot filter and now we can
so we typee dot filter and now we can say current which will go over every
say current which will go over every single element uh of the relation and we
single element uh of the relation and we say we only want to show this if and now
say we only want to show this if and now you see after I type current dot we get
you see after I type current dot we get all the properties from our task
all the properties from our task database and I will say yeah just give
database and I will say yeah just give me the ones for the status equals done
me the ones for the status equals done and now if I click save right I just see
and now if I click save right I just see that I have now this relation where I
that I have now this relation where I have only my completed tasks you could
have only my completed tasks you could of course use the opposite right you
of course use the opposite right you could say show me only the ones that are
could say show me only the ones that are uh not done and that way you can
uh not done and that way you can actually have a relation view that only
actually have a relation view that only shows you your open task also quite
shows you your open task also quite useful in a lot of situations but our
useful in a lot of situations but our our case we want to have to complet the
our case we want to have to complet the tasks because then of course we can then
tasks because then of course we can then take the number of completed tasks right
take the number of completed tasks right so dot length divide it by the uh number
so dot length divide it by the uh number of tasks over all and we get our percent
of tasks over all and we get our percent for how many things are completed so we
for how many things are completed so we can then go in right say edit property
can then go in right say edit property please show it to me as a bar and this
please show it to me as a bar and this is actually percent and then we get
is actually percent and then we get pretty much the same result with one
pretty much the same result with one exception as you can see uh it doesn't
exception as you can see uh it doesn't give me a nicely rounded number so we
give me a nicely rounded number so we need to adapt the formula with one last
need to adapt the formula with one last step and that's also a good practice to
step and that's also a good practice to learn how to round numbers in otion in
learn how to round numbers in otion in order to do so we want to go in uh and
order to do so we want to go in uh and add brackets around this and then we can
add brackets around this and then we can add our rounding operators
add our rounding operators Below in notion you round using the dot
Below in notion you round using the dot round command and this will round it to
round command and this will round it to the nearest full number which as you can
the nearest full number which as you can see is a problem with percent because
see is a problem with percent because that means it's either zero or one not
that means it's either zero or one not ideal so in order to round with percent
ideal so in order to round with percent we actually we need to First say do
we actually we need to First say do multiply * 100 and then after what we
multiply * 100 and then after what we round it we can then divide it by 100
round it we can then divide it by 100 and that way we get an even percent
and that way we get an even percent number if we want it with one uh part
number if we want it with one uh part after the comma we do it with thousand
after the comma we do it with thousand and you want have two 10,000 and so on
and you want have two 10,000 and so on and so on really useful to just know the
and so on really useful to just know the sequence of operators right whenever you
sequence of operators right whenever you need to round anything in no and there
need to round anything in no and there we have it we basically recreated the
we have it we basically recreated the same result right that we have here just
same result right that we have here just with notion formulas which accidentally
with notion formulas which accidentally also serves as a little crash course in
also serves as a little crash course in notion formulas there's another video
notion formulas there's another video that I have coming out very soon which
that I have coming out very soon which will go over everything that you need to
will go over everything that you need to know in order to make the most out of
know in order to make the most out of notion formulas and notion automations
notion formulas and notion automations so keep an eye out for that I will link
so keep an eye out for that I will link it down below in the description once
it down below in the description once it's ready 63 add a status Emoji using
it's ready 63 add a status Emoji using database automations if you like visual
database automations if you like visual indicators or emojis then this one is
indicators or emojis then this one is for you so let's say we have our task
for you so let's say we have our task database here and besides the status
database here and besides the status property we also actually want to make
property we also actually want to make sure that we have a little icon in front
sure that we have a little icon in front of our tasks in order to help us just
of our tasks in order to help us just quickly scan it right when we when we
quickly scan it right when we when we look through it to see what what is done
look through it to see what what is done and what isn't and we can do that with
and what isn't and we can do that with database automations so in order to do
database automations so in order to do so let's go in here and let's say uh
so let's go in here and let's say uh create first the first part of the
create first the first part of the automation which will set the initial
automation which will set the initial emoi and we will have another automation
emoi and we will have another automation that will update it whenever the setatus
that will update it whenever the setatus changes so let's call this Set uh
changes so let's call this Set uh initial uh emoji and our trigger will be
initial uh emoji and our trigger will be that a new page is added to this
that a new page is added to this database and when we do that what we
database and when we do that what we want to do is we want to edit the actual
want to do is we want to edit the actual name of the task database and you want
name of the task database and you want to update it with the formula so the
to update it with the formula so the formula will be that we want to get from
formula will be that we want to get from the trigger page the task name right
the trigger page the task name right because we want to keep the same name
because we want to keep the same name but then we want to add an emoji in
but then we want to add an emoji in front so in order to do so we click in
front so in order to do so we click in the front and we type now uh two
the front and we type now uh two quotation marks and plus and whatever
quotation marks and plus and whatever will be within those two quotation marks
will be within those two quotation marks will be added in front of it so for
will be added in front of it so for example if we want to say okay if one
example if we want to say okay if one whenever we do that let's add for
whenever we do that let's add for example a little gray um uh Circle right
example a little gray um uh Circle right that might be our best way to indicate
that might be our best way to indicate that and this has still still to be be
that and this has still still to be be done so which one do we get here um
done so which one do we get here um let's actually uh let's let's get this
let's actually uh let's let's get this uh this one here and then a space in
uh this one here and then a space in order to make sure you know that it's
order to make sure you know that it's not directly on the task then we can
not directly on the task then we can click save and save here and this is all
click save and save here and this is all we need to do so we can create and then
we need to do so we can create and then we can drag all our tasks in here and we
we can drag all our tasks in here and we can wait for a second and we'll see that
can wait for a second and we'll see that we'll update all the names with that
we'll update all the names with that little Emoji in the front of
little Emoji in the front of it and here we go all our task with a
it and here we go all our task with a little Emoji in front now let's make
little Emoji in front now let's make sure that whenever we change the status
sure that whenever we change the status we want not change that color so for
we want not change that color so for that we will set up a second Automation
that we will set up a second Automation and this will be you know set in
and this will be you know set in progress uh emoji and here the trigger
progress uh emoji and here the trigger will be that uh the status has been
will be that uh the status has been changed to in progress when this happens
changed to in progress when this happens we now need to update the name so again
we now need to update the name so again we go to edit property we want to update
we go to edit property we want to update the task name and again we want to use a
the task name and again we want to use a formula in this case what we need to do
formula in this case what we need to do is we need to get the trigger page and
is we need to get the trigger page and we need to get again the name from it
we need to get again the name from it and then we need to remove actually the
and then we need to remove actually the oldo right and in order to do that we
oldo right and in order to do that we can use the substring operator sub
can use the substring operator sub string will give us part of our main
string will give us part of our main string right by simply getting uh like
string right by simply getting uh like telling it okay what from where do we
telling it okay what from where do we actually start right where what's the uh
actually start right where what's the uh letter from which we should start and we
letter from which we should start and we know that our Emoji takes up one space
know that our Emoji takes up one space and then we have a normal space so we'll
and then we have a normal space so we'll just put in two and this if we just test
just put in two and this if we just test it right should give us then the value
it right should give us then the value of the task without that emoji so let's
of the task without that emoji so let's just take this in quickly test it and
just take this in quickly test it and see whether if we set this to in
see whether if we set this to in progress it actually removes that one
progress it actually removes that one from the front
and there we go worked like a charm perfect so you know the Dr we can then
perfect so you know the Dr we can then adjust this now this F the set in
adjust this now this F the set in progress Emoji right and update it to
progress Emoji right and update it to not just remove the front part but then
not just remove the front part but then again like add a new Emoji in front of
again like add a new Emoji in front of it so again write our two cation marks
it so again write our two cation marks and plus and in this case uh let's use
and plus and in this case uh let's use the um the green one right to indicate
the um the green one right to indicate that we're currently working on this and
that we're currently working on this and then just to complete the whole thing
then just to complete the whole thing where we can then duplicate this uh
where we can then duplicate this uh Automation and for the other one uh say
Automation and for the other one uh say okay set the uh set completion
okay set the uh set completion emoji and now I think about it the green
emoji and now I think about it the green one which should probably be on the on
one which should probably be on the on this one so oops sorry uh we need to
this one so oops sorry uh we need to update this here to whenever we set this
update this here to whenever we set this to done perfect and then for the other
to done perfect and then for the other one for the in progress one let's use
one for the in progress one let's use instead of um of green let's use maybe
instead of um of green let's use maybe the the yellow one just because we have
the the yellow one just because we have a t our brick quick selection save and
a t our brick quick selection save and now if we update any tasks to a
now if we update any tasks to a different progress right uh let's say
different progress right uh let's say this is in progress this here is done uh
this is in progress this here is done uh this here is in progress and this one is
this here is in progress and this one is also inone we will see that
also inone we will see that automatically updates our little status
automatically updates our little status indication in the front now of course uh
indication in the front now of course uh this like with all these uh automations
this like with all these uh automations in no you need to be a bit careful
in no you need to be a bit careful particular if you use it in a team
particular if you use it in a team environment because sometimes they can
environment because sometimes they can work in a way where you don't expect
work in a way where you don't expect them right so for example right remember
them right so for example right remember here this one task that we created where
here this one task that we created where it didn't get that initial Emoji or
it didn't get that initial Emoji or where we removed it afterwards well see
where we removed it afterwards well see what happens if I set this now to done
what happens if I set this now to done it will actually remove the S and the C
it will actually remove the S and the C because right we tell to always cut off
because right we tell to always cut off these first two letters so we end up
these first two letters so we end up with this not quite complete task so
with this not quite complete task so that's of course like thing to keep in
that's of course like thing to keep in mind right when you build these things
mind right when you build these things they are like a fun little trick and
they are like a fun little trick and often quite useful but you need to be
often quite useful but you need to be careful about the situation which you
careful about the situation which you deployed them number 64 create pivot
deployed them number 64 create pivot tables now I need to preface this tip
tables now I need to preface this tip with a little disclaimer and that is
with a little disclaimer and that is that in notion we don't have pivot
that in notion we don't have pivot tables per se because we have databases
tables per se because we have databases not spreadsheets most of the time the
not spreadsheets most of the time the difference doesn't matter too much
difference doesn't matter too much unless you're into computer science uh
unless you're into computer science uh because it kind of looks a little bit
because it kind of looks a little bit like a spreadsheet but it's very
like a spreadsheet but it's very important that it's not one of the key
important that it's not one of the key differences right that in a spreadsheet
differences right that in a spreadsheet you can reference pretty much much any
you can reference pretty much much any cell anywhere whereas in a database
cell anywhere whereas in a database everything is tied to a specific rle
everything is tied to a specific rle that's why when we create a formula
that's why when we create a formula right in a notion database we can't just
right in a notion database we can't just reference another uh row as property we
reference another uh row as property we can only do our calculations on one row
can only do our calculations on one row and one other side effect of this is
and one other side effect of this is that there's no easy way right to create
that there's no easy way right to create a pivot table but we can sort of cheat
a pivot table but we can sort of cheat our way into that by using charts so in
our way into that by using charts so in order to do that let's say we look at
order to do that let's say we look at our market sales so we want to see okay
our market sales so we want to see okay how many do we actually sell per country
how many do we actually sell per country to do so we would use probably a pivot
to do so we would use probably a pivot table if we had a spreadsheet but here
table if we had a spreadsheet but here we can simply create a chart so we say
we can simply create a chart so we say please create link view of database uh
please create link view of database uh let's take our Max sales new table view
let's take our Max sales new table view chart and an edit chart for these like
chart and an edit chart for these like you know fake pivot tables quote unquote
you know fake pivot tables quote unquote I like the horizontal bar chart and I
I like the horizontal bar chart and I like to uh show the country we have
like to uh show the country we have already that and then we want to could
already that and then we want to could show the count then we can say please
show the count then we can say please sort from high to low and we can see at
sort from high to low and we can see at a glance okay we sell most of it to the
a glance okay we sell most of it to the United States followed by Germany and
United States followed by Germany and United Kingdom and of course also go in
United Kingdom and of course also go in a bit more and saying actually instead
a bit more and saying actually instead of just the number of products that we
of just the number of products that we sell I would rather see the sum right I
sell I would rather see the sum right I want to see our Revenue per country we
want to see our Revenue per country we need to like then reset our s again high
need to like then reset our s again high to low still the same picture right
to low still the same picture right United States followed by Germany and
United States followed by Germany and then even if it's not a pivot table we
then even if it's not a pivot table we can break it down a little bit more
can break it down a little bit more right and say for example okay I would
right and say for example okay I would like to uh also know how the individual
like to uh also know how the individual products are you know stack up here so
products are you know stack up here so we could go to uh the group option and
we could go to uh the group option and say please group this by product name
say please group this by product name and now I see that in Italy we only sell
and now I see that in Italy we only sell the mini espresso Mark whereas in France
the mini espresso Mark whereas in France it's the classic notion Mark and
it's the classic notion Mark and espresso but in the US it's pretty much
espresso but in the US it's pretty much all products we can of course use this
all products we can of course use this also for personal use cases so here we
also for personal use cases so here we have a journal right and we record our
have a journal right and we record our mood level and hours of sleep and we
mood level and hours of sleep and we might want to correlate this and see
might want to correlate this and see okay how does it you know impact my mood
okay how does it you know impact my mood uh how much I sleep in order to do this
uh how much I sleep in order to do this I would recommend to before we start
I would recommend to before we start visualizing this to actually break this
visualizing this to actually break this the hours of sleep down into more
the hours of sleep down into more categories because it's a lot of
categories because it's a lot of different values and then can be quite
different values and then can be quite hard to see so let's use a quick helper
hard to see so let's use a quick helper formula to create some uh sleep um
formula to create some uh sleep um brackets uh and formula for this one uh
brackets uh and formula for this one uh can be fairly straightforward this is
can be fairly straightforward this is like an ifs statement right which allows
like an ifs statement right which allows us to check for several conditions in a
us to check for several conditions in a row first we check whether we slept
row first we check whether we slept eight or more hours then we want to fill
eight or more hours then we want to fill eight plus if we SLP more than seven we
eight plus if we SLP more than seven we want to fill 7 to eight and if otherwise
want to fill 7 to eight and if otherwise we will fill below seven so with just
we will fill below seven so with just this very simple formula right we've
this very simple formula right we've broken it down into these three
broken it down into these three categories and now we can create our
categories and now we can create our chart on the other side let's go here
chart on the other side let's go here for Journal new table view chart View
for Journal new table view chart View and then let's edit this chart we have
and then let's edit this chart we have currently our Sleep Quality or like our
currently our Sleep Quality or like our at the bottom but instead I would
at the bottom but instead I would actually rather see my different sleep
actually rather see my different sleep brackets and then I would like to show
brackets and then I would like to show the count of uh like how often it has
the count of uh like how often it has happened right so how often have I slept
happened right so how often have I slept 7 to eight hours how often have I slept
7 to eight hours how often have I slept uh more we can omit zero values and now
uh more we can omit zero values and now we just get our you know overall uh
we just get our you know overall uh value expression we have actually just
value expression we have actually just the Sorting is a bit off because it does
the Sorting is a bit off because it does it alphabetically so let's go in here
it alphabetically so let's go in here and say we want to sort this manually we
and say we want to sort this manually we want to have um below seven in the front
want to have um below seven in the front then 7even to eight and then 8 plus now
then 7even to eight and then 8 plus now in order to see correlate this right
in order to see correlate this right with our mood levels we can then say
with our mood levels we can then say please group this by those mood levels
please group this by those mood levels and we can see 's okay whenever we sleep
and we can see 's okay whenever we sleep less than 7 hours right we always feel
less than 7 hours right we always feel poor or average uh we feel good or very
poor or average uh we feel good or very good with 7 to eight hours and we feel
good with 7 to eight hours and we feel excellent with more than 8 hours well
excellent with more than 8 hours well kind of an expected result but of course
kind of an expected result but of course you get the gist uh if you have other
you get the gist uh if you have other data you could use the same approach to
data you could use the same approach to visualize and correlate that in a chart
visualize and correlate that in a chart moving on to a personal favorite of mine
moving on to a personal favorite of mine efficiency hacks once you master these
efficiency hacks once you master these tips you'll be using notion twice as
tips you'll be using notion twice as fast we kick it off with number 65 the
fast we kick it off with number 65 the slash command this is by far the most
slash command this is by far the most important shortcut in Ocean the slash
important shortcut in Ocean the slash command you've seen it a few times
command you've seen it a few times already in this video right you simply
already in this video right you simply type slash in a new line and then you
type slash in a new line and then you have the option to add pretty much any
have the option to add pretty much any block to L the second you start typing
block to L the second you start typing you will filter down this list but you
you will filter down this list but you can also just you know go through it and
can also just you know go through it and actually have a look at all the
actually have a look at all the different things that you could add but
different things that you could add but we can for example just say right call
we can for example just say right call to add our column options we can add two
to add our column options we can add two or three if you want to do that we could
or three if you want to do that we could do an H for like a different AG uh
do an H for like a different AG uh heading option or our friend the col
heading option or our friend the col pretty much anything can be added like
pretty much anything can be added like this and you can even modify things
this and you can even modify things right so let's say I've added like uh
right so let's say I've added like uh you know some some text blocks so uh you
you know some some text blocks so uh you know this is uh important and I realize
know this is uh important and I realize now that this actually should be a call
now that this actually should be a call out well can simply type now slash turn
out well can simply type now slash turn into and now you see I get the options
into and now you see I get the options to just transform this and again I just
to just transform this and again I just pick this actually an H3 and this is
pick this actually an H3 and this is much much faster than going in somewhere
much much faster than going in somewhere clicking on either the plus right create
clicking on either the plus right create a new block or when you have something
a new block or when you have something already clicking on the six dots then
already clicking on the six dots then having to say turn into know to modify F
having to say turn into know to modify F entry 66 get a new tab in the notion app
entry 66 get a new tab in the notion app you can simply press command T to open a
you can simply press command T to open a new tab 67 change the default behavor of
new tab 67 change the default behavor of new tabs what happens when you open a
new tabs what happens when you open a new tab in the notion app can be changed
new tab in the notion app can be changed by going to your settings and then here
by going to your settings and then here under my settings you see this option
under my settings you see this option for new tab search now if you turn this
for new tab search now if you turn this on that means that whenever you press
on that means that whenever you press command T it actually launches notion
command T it actually launches notion search which allows you to you know
search which allows you to you know specify the page that you want to open
specify the page that you want to open but if you don't want to have to do this
but if you don't want to have to do this every single time you can turn it off
every single time you can turn it off and then as you can see in the tool tip
and then as you can see in the tool tip here what it will then instead follow is
here what it will then instead follow is your default page settings now remember
your default page settings now remember default page that's the one that you can
default page that's the one that you can among other things change in notion home
among other things change in notion home where you go at the very top right and
where you go at the very top right and say okay the default page should be
say okay the default page should be either my top page in the sidebar my
either my top page in the sidebar my last visited page or home so in this
last visited page or home so in this case in this test workspace right my top
case in this test workspace right my top page is actually this 170 notion tips
page is actually this 170 notion tips list which means whenever I type uh
list which means whenever I type uh command tap I just get this list of all
command tap I just get this list of all the tips that we're going over in this
the tips that we're going over in this video 68 how to quickly tap through tabs
video 68 how to quickly tap through tabs one last tab tip if you have several
one last tab tip if you have several tabs open you can press control tab to
tabs open you can press control tab to tap to your different tabs open in
tap to your different tabs open in notion which also involves the pin tabs
notion which also involves the pin tabs from earlier 69 create a new notion
from earlier 69 create a new notion window if you press command and a notion
window if you press command and a notion you open a new page which is actually
you open a new page which is actually often not what you want to do so I don't
often not what you want to do so I don't recommend this shortcut because it just
recommend this shortcut because it just drops it in your private pages but if
drops it in your private pages but if you press command shift and that is
you press command shift and that is actually useful because it allows you to
actually useful because it allows you to create a whole new notion window right
create a whole new notion window right with a new set of tabs and yeah just
with a new set of tabs and yeah just sometimes useful to have two different
sometimes useful to have two different windows open number seven
windows open number seven get a link for a page you can quickly
get a link for a page you can quickly grab the link to a page by pressing
grab the link to a page by pressing command L uh and you see you get this
command L uh and you see you get this little tool tip link copied to clipboard
little tool tip link copied to clipboard you can then paste it anywhere else in
you can then paste it anywhere else in your notion workspace right and have it
your notion workspace right and have it mentioned so that's another way other
mentioned so that's another way other than the at command that we talked about
than the at command that we talked about earlier to link to your pages it's also
earlier to link to your pages it's also great to share it with people externally
great to share it with people externally right or if you need to send someone on
right or if you need to send someone on slack the page that you're currently
slack the page that you're currently looking at Al you can always click on
looking at Al you can always click on the three dots right and say here copy
the three dots right and say here copy link but mean that just takes far too
link but mean that just takes far too long 71 will improve your navigation one
long 71 will improve your navigation one of the quickest ways to navigate no is
of the quickest ways to navigate no is actually not to click your way you know
actually not to click your way you know through your sidebar or through your
through your sidebar or through your pages but to use search whenever you
pages but to use search whenever you press either command P or command K you
press either command P or command K you open notion search and by default it
open notion search and by default it will show you the last pages that you
will show you the last pages that you visited which is also just useful you to
visited which is also just useful you to jump back to something rather than
jump back to something rather than having to click all your way back but
having to click all your way back but you can also then just type for whatever
you can also then just type for whatever you're looking for right so if you want
you're looking for right so if you want to go back to our 170 tips you can just
to go back to our 170 tips you can just very quickly navigate there rather than
very quickly navigate there rather than having to you know go in our sidebar and
having to you know go in our sidebar and locate that page 72 helps you open
locate that page 72 helps you open notion from anywhere this requires you
notion from anywhere this requires you to have the notion desktop we install so
to have the notion desktop we install so another reason why you want it if you
another reason why you want it if you are anywhere on your desktop right you
are anywhere on your desktop right you can simply press command shift K and
can simply press command shift K and will open Notions Global search doesn't
will open Notions Global search doesn't matter whether you have notion open or
matter whether you have notion open or any other tool right super easy to find
any other tool right super easy to find what you're looking for and then jump
what you're looking for and then jump right to the correct page command shift
right to the correct page command shift K number 73 makes formatting easier
K number 73 makes formatting easier remember our pretty notion page and that
remember our pretty notion page and that we picked one color well rather than
we picked one color well rather than having to click on every single you know
having to click on every single you know heading and then saying okay I want this
heading and then saying okay I want this heading and I want it in yellow there
heading and I want it in yellow there actually a shortcut that makes it much
actually a shortcut that makes it much easier if you simply highlight something
easier if you simply highlight something and press command shift h you will apply
and press command shift h you will apply the last formatting that you had right
the last formatting that you had right and this applies both for the front
and this applies both for the front color but also for the background color
color but also for the background color right so if we actually you know used
right so if we actually you know used the Las thing that we used was uh here
the Las thing that we used was uh here like let's say a brown background again
like let's say a brown background again if we highlight this right and press
if we highlight this right and press command H we get that highight here
command H we get that highight here super use you you read very long texts
super use you you read very long texts right and you want to review them notion
right and you want to review them notion because then you can simply you know
because then you can simply you know highlight all the relevant sequences uh
highlight all the relevant sequences uh with just the click of a short shortcut
with just the click of a short shortcut with number 74 you can flip really
with number 74 you can flip really quickly through database entries when
quickly through database entries when you're a bigger database and you quickly
you're a bigger database and you quickly want to flip through all your entries
want to flip through all your entries you see that if you hover over the top
you see that if you hover over the top here there's actually this little arrow
here there's actually this little arrow that allows you to go down or to go up
that allows you to go down or to go up to just flip through them rather than
to just flip through them rather than having to click uh and of course there's
having to click uh and of course there's a shortcut to go with it as you can see
a shortcut to go with it as you can see if you press Comm control shift J or
if you press Comm control shift J or control shift K you can go navigate up
control shift K you can go navigate up and down in your database through the
and down in your database through the entries very quickly super useful with
entries very quickly super useful with your you know side view here and
your you know side view here and dashboards to look through number 75 is
dashboards to look through number 75 is to open all the toggles on a page I love
to open all the toggles on a page I love using toggles to organize my pages but
using toggles to organize my pages but of course it means sometimes you need to
of course it means sometimes you need to click through a lot of them to quickly
click through a lot of them to quickly open them which can be a bit annoying so
open them which can be a bit annoying so instead what you can do is you can press
instead what you can do is you can press command option and T to quickly open and
command option and T to quickly open and close all the toils on your page the
close all the toils on your page the same actually also happens if you just
same actually also happens if you just highlight the toils that you want to
highlight the toils that you want to open and if you didn't open one you will
open and if you didn't open one you will actually open all of them number 76 how
actually open all of them number 76 how to get AI or not if you are in a new
to get AI or not if you are in a new line and press space then you see that
line and press space then you see that you launch notion a right so you can
you launch notion a right so you can directly ask it but sometimes that's a
directly ask it but sometimes that's a little bit annoying and you actually
little bit annoying and you actually just want to have a space at the
just want to have a space at the beginning of line so if you hold on
beginning of line so if you hold on shift and press space you can can have
shift and press space you can can have as many you know empty spaces at the
as many you know empty spaces at the beginning of the line without ever
beginning of the line without ever running into the notion AI launcher
running into the notion AI launcher number 77 is your shortcut for AI
number 77 is your shortcut for AI anywhere if you want more AI power you
anywhere if you want more AI power you can also always press command J to
can also always press command J to launch no context window you can also
launch no context window you can also highlight text R and uh do it then or
highlight text R and uh do it then or just like with the global shortcut for
just like with the global shortcut for search if you press command shift J
search if you press command shift J anywhere in your notion system H sorry
anywhere in your notion system H sorry anywhere on your laptop while you have
anywhere on your laptop while you have the desktop installed you will also
the desktop installed you will also launch a global notion AI window number
launch a global notion AI window number 78 set up an iPhone shortcut for quick
78 set up an iPhone shortcut for quick capture you don't even need to use a
capture you don't even need to use a separate app for this on your iPhone you
separate app for this on your iPhone you can run a shortcut that automatically
can run a shortcut that automatically adds a page to notion based on your
adds a page to notion based on your inputs full tutorial for this in the
inputs full tutorial for this in the description number 79 Mass update icons
description number 79 Mass update icons in the database if you have a ton of
in the database if you have a ton of entries in a database and you want to
entries in a database and you want to update the icons on all of them at once
update the icons on all of them at once well don't worry you don't have to click
well don't worry you don't have to click into them individually you can simply
into them individually you can simply select them all by for example selecting
select them all by for example selecting the few ones that you want right
the few ones that you want right individually or you can at the very top
individually or you can at the very top right just click on this one then you
right just click on this one then you select all entries in here and now if
select all entries in here and now if you right click you see here the edit
you right click you see here the edit icon option so now we can simply go in
icon option so now we can simply go in and right we want just a double check
and right we want just a double check mark and now everything here has a check
mark and now everything here has a check mark at once number 80 Mass update
mark at once number 80 Mass update properties and we can use a similar
properties and we can use a similar method to mass update properties so
method to mass update properties so again right if I select any number of
again right if I select any number of properties and here you will see one
properties and here you will see one thing happen another is that I get this
thing happen another is that I get this like little floating bar here at the top
like little floating bar here at the top which shows me properties that I can
which shows me properties that I can with just one click then edit right so I
with just one click then edit right so I could say actually the status for these
could say actually the status for these two should be in progress and then it
two should be in progress and then it adds them for all of these now this
adds them for all of these now this doesn't show you all properties it's
doesn't show you all properties it's actually influenced by the number of
actually influenced by the number of properties that you show in the view
properties that you show in the view right so if you hide all the properties
right so if you hide all the properties except for um you know tags then you can
except for um you know tags then you can kind of enforce that the bar will show
kind of enforce that the bar will show you tax but still you know you might
you tax but still you know you might have lot of other properties and just
have lot of other properties and just changing the view for this might be a
changing the view for this might be a bit annoying so what you can also always
bit annoying so what you can also always do simply select everything right click
do simply select everything right click and then under edit property you get
and then under edit property you get access to all the properties on on this
access to all the properties on on this element so right you could say okay
element so right you could say okay let's set the status for all of these
let's set the status for all of these two done even though we don't see the
two done even though we don't see the property here it will edit them all at
property here it will edit them all at once 81 use formulas to name joint tape
once 81 use formulas to name joint tape joint tables and not now really useful
joint tables and not now really useful Concepts that come in handy whenever you
Concepts that come in handy whenever you have several databases and now you need
have several databases and now you need to record something but what happens in
to record something but what happens in both of them you know happen together so
both of them you know happen together so let me give you an example let's say we
let me give you an example let's say we run an agency and we have creators and
run an agency and we have creators and we have campaigns and now we need to
we have campaigns and now we need to track how individual creators perform
track how individual creators perform for different campaigns in order to do
for different campaigns in order to do so we need to create a new database
so we need to create a new database right one which has a relation to both
right one which has a relation to both our campaign and to our creator so we
our campaign and to our creator so we can record okay you know uh Sarah Smith
can record okay you know uh Sarah Smith got on the summer collection uh this
got on the summer collection uh this amount of with that CPC in order to do
amount of with that CPC in order to do so previously was a bit annoying in not
so previously was a bit annoying in not because as you know the main property of
because as you know the main property of our database right this main feied has
our database right this main feied has to be a text feed we can't change the
to be a text feed we can't change the type can't say give me a formula here
type can't say give me a formula here right that I where I can say okay just
right that I where I can say okay just combine campaign and Creator no I have
combine campaign and Creator no I have to go in and would need to say okay this
to go in and would need to say okay this is Sarah for the summer launch right
is Sarah for the summer launch right quite annoying but luckily there is a
quite annoying but luckily there is a better way to do this now and it works
better way to do this now and it works with database automations so let's click
with database automations so let's click on here and create it and let's say
on here and create it and let's say let's call this set name and for the
let's call this set name and for the trigger we can simply use whenever the
trigger we can simply use whenever the uh Creator um is edited now ideally we
uh Creator um is edited now ideally we would have a more granular trigger where
would have a more granular trigger where we say okay when Creator and campaign is
we say okay when Creator and campaign is set right for the first time but uh in
set right for the first time but uh in this case we can just uh you know
this case we can just uh you know remember in our workflow that we fill
remember in our workflow that we fill Creator afterwards and that works just
Creator afterwards and that works just as fine in terms of the action what you
as fine in terms of the action what you want to do is you want to whenever that
want to do is you want to whenever that happens edit the property and then you
happens edit the property and then you want to edit the name right what
want to edit the name right what currently called Crea ID we should
currently called Crea ID we should rename this properly uh and we want to
rename this properly uh and we want to set it as a formula and you want to do
set it as a formula and you want to do is please give me from my trigger page
is please give me from my trigger page give me the uh sry give me the campaign
give me the uh sry give me the campaign and then uh since it's a an AR R we need
and then uh since it's a an AR R we need to get the first one will anyway only
to get the first one will anyway only link one campaign here always so that's
link one campaign here always so that's fine and of that element please give me
fine and of that element please give me the campaign name and I want to combine
the campaign name and I want to combine this with and I want to first put like a
this with and I want to first put like a space in between right we want maybe
space in between right we want maybe even put a space with um a dash in
even put a space with um a dash in between and after that I want to get
between and after that I want to get from the trigger page the uh Creator uh
from the trigger page the uh Creator uh and then not Creator D the Creator uh
and then not Creator D the Creator uh the first element and then here as well
the first element and then here as well the um actual name of the person perfect
the um actual name of the person perfect so now we can save this and we can
so now we can save this and we can create this Automation and now if we go
create this Automation and now if we go in here right and say okay this was the
in here right and say okay this was the um oops I should have had like some
um oops I should have had like some specifics in there rather than the
specifics in there rather than the actual ID so if you have the cam O2 and
actual ID so if you have the cam O2 and the Creator is CO3 who's let's see who
the Creator is CO3 who's let's see who that is let's just add a few
that is let's just add a few combinations here uh we can see that on
combinations here uh we can see that on the side in a moment uh we will get
the side in a moment uh we will get these updates so this was Tech launch
these updates so this was Tech launch for Emma Davis perfect and what is the
for Emma Davis perfect and what is the next one that was the summer collection
next one that was the summer collection with uh Tom Wilson perfect so you get
with uh Tom Wilson perfect so you get the idea really useful to quickly name
the idea really useful to quickly name your entries number 82 is a little hack
your entries number 82 is a little hack to get search in notion database
to get search in notion database automations notion database automations
automations notion database automations are now much more powerful but they're
are now much more powerful but they're still lacking a crucial feature and that
still lacking a crucial feature and that is search we cannot dynamically pass any
is search we cannot dynamically pass any data in and then find corresponding
data in and then find corresponding values in another database so for
values in another database so for example remember our sleep journal from
example remember our sleep journal from earlier how cool would it be if it could
earlier how cool would it be if it could connect our Journal automatically to
connect our Journal automatically to another database in which we store all
another database in which we store all the different weekdays and then on these
the different weekdays and then on these weekdays we could for example uh look at
weekdays we could for example uh look at all our Mondays right across the year
all our Mondays right across the year and see whether we spot any patterns or
and see whether we spot any patterns or we could Define certain themes for the
we could Define certain themes for the day right we could say okay on Mondays
day right we could say okay on Mondays what we want to focus on is X Y is that
what we want to focus on is X Y is that we want to reach out to these people or
we want to reach out to these people or like whatever you know like U meta
like whatever you know like U meta categories you have on here could be
categories you have on here could be automatically pulled into your um
automatically pulled into your um everyday values shout out to Ben broki
everyday values shout out to Ben broki by the way he has a really cool setup
by the way he has a really cool setup for this now in order to do this notion
for this now in order to do this notion what we would you know intuitively do is
what we would you know intuitively do is we want go to an automation we say oh we
we want go to an automation we say oh we want to search right find a
want to search right find a corresponding value but the problem is
corresponding value but the problem is that if I go here right I don't see any
that if I go here right I don't see any search or F step and if I go for like
search or F step and if I go for like edit pages in where I can select another
edit pages in where I can select another database for example my uh weekday we
database for example my uh weekday we see that here out of all the places I
see that here out of all the places I can't pull in data dynamically right I
can't pull in data dynamically right I can't uh dynamically reference um values
can't uh dynamically reference um values from the trigger which means uh we can't
from the trigger which means uh we can't really build this but luckily there is a
really build this but luckily there is a workaround and this work around uh
workaround and this work around uh involves um a specific setup for our
involves um a specific setup for our templates so let's have a look we need
templates so let's have a look we need on our new new entry right on the
on our new new entry right on the database template that we have on here
database template that we have on here we need to have that set up to connect
we need to have that set up to connect to all the entries in the other database
to all the entries in the other database and there you see already that this of
and there you see already that this of course has a limited uh use case all
course has a limited uh use case all right it needs to be another database
right it needs to be another database where I have a limited number of entries
where I have a limited number of entries right that mostly stays the same week
right that mostly stays the same week days months years right that all works
days months years right that all works great clients if you have a small number
great clients if you have a small number of clients and they don't change a lot
of clients and they don't change a lot also works but if you have for example
also works but if you have for example thousands of tasks else right and they
thousands of tasks else right and they they upate all the time then this
they upate all the time then this workaround won't really do the trick but
workaround won't really do the trick but so let in this case right it works so
so let in this case right it works so let's see how we do it it's a bit more
let's see how we do it it's a bit more involved but stay with me so let's build
involved but stay with me so let's build this by clicking on the flash icon and
this by clicking on the flash icon and then creating a new set uh weekday uh
then creating a new set uh weekday uh automation the trigger will be whenever
automation the trigger will be whenever any property is added and what we want
any property is added and what we want to do now in this case is we want to
to do now in this case is we want to First Define a variable and this will be
First Define a variable and this will be our um week day perfect week day amazing
our um week day perfect week day amazing and then we click on formula and our
and then we click on formula and our formula will be that what we want to do
formula will be that what we want to do is we want to go from based on our
is we want to go from based on our trigger page and we want to look at the
trigger page and we want to look at the um connected uh weekday right is our
um connected uh weekday right is our relation and in this relation we want to
relation and in this relation we want to find the value we want to find the value
find the value we want to find the value where uh the current uh name right so
where uh the current uh name right so the name of the day in the in the
the name of the day in the in the weekday database or Monday Tuesday and
weekday database or Monday Tuesday and so on equals the well day of the entry
so on equals the well day of the entry that we look at so the date of the entry
that we look at so the date of the entry that we look at is on trigger page and
that we look at is on trigger page and then dot um the date that we've set here
then dot um the date that we've set here and that of course gives us the date
and that of course gives us the date right doesn't give us Monday and so on
right doesn't give us Monday and so on so we need to S format so format date
so we need to S format so format date and then we can say format date uh to
and then we can say format date uh to four small D this gives me the same we
four small D this gives me the same we right so you need to of course match
right so you need to of course match that and this will return this one entry
that and this will return this one entry that we need to connect it so then after
that we need to connect it so then after we've done this we can go to our actions
we've done this we can go to our actions and say okay please now um edit a
and say okay please now um edit a property edit my we days relation and
property edit my we days relation and set it to a custom formula set it to
set it to a custom formula set it to weekday right I get now here the
weekday right I get now here the variable from before and I can now
variable from before and I can now update it and I could also like go even
update it and I could also like go even one step further I could also say like
one step further I could also say like update the name of the page as well but
update the name of the page as well but we can leave that as is for now we can
we can leave that as is for now we can we create this and now what we can what
we create this and now what we can what happens is if we click on the the new
happens is if we click on the the new journal entry right we see okay should
journal entry right we see okay should have sorry should have actually set this
have sorry should have actually set this to open my bad so need to update it
to open my bad so need to update it right previously told you always have
right previously told you always have the open step otherwise you get this
the open step otherwise you get this confusing why that we just had where it
confusing why that we just had where it doesn't open so it open it inside Peak
doesn't open so it open it inside Peak perfect click on done let's do this
perfect click on done let's do this again right so we create a new journal
again right so we create a new journal entry and now we see currently all our
entry and now we see currently all our week days are connected but in a second
week days are connected but in a second the automation should run and it should
the automation should run and it should now pick the one weekday that actually
now pick the one weekday that actually is connected in this case where we still
is connected in this case where we still need to write in the day here right this
need to write in the day here right this day right but we see it picked now
day right but we see it picked now Saturday perfect so that works and then
Saturday perfect so that works and then we could expand the automation right
we could expand the automation right with one more step and say okay actually
with one more step and say okay actually um when you when you do this uh don't
um when you when you do this uh don't just connect that also set the you know
just connect that also set the you know the name of our page right where where
the name of our page right where where do we are where's our here just set this
do we are where's our here just set this and set this to um weekday um do uh name
and set this to um weekday um do uh name right so just that we have always like
right so just that we have always like Monday Tuesday and so on in there uh
Monday Tuesday and so on in there uh click on Save test this again right
click on Save test this again right right click another journal entry and
right click another journal entry and again wait for a moment while searches
again wait for a moment while searches through all these entries picks the
through all these entries picks the right day and then should also fill out
right day and then should also fill out the name here pretty cool workflow and
the name here pretty cool workflow and again right it works with uh these
again right it works with uh these limited setups so you have like a
limited setups so you have like a limited number of things to search to so
limited number of things to search to so perfect Saturday Saturday perfect um but
perfect Saturday Saturday perfect um but if you have like hundreds of uh you know
if you have like hundreds of uh you know tasks or thousands of them it works
tasks or thousands of them it works still in theory but you will probably
still in theory but you will probably crash your notion in the progress
crash your notion in the progress process if you're using notion together
process if you're using notion together with others for example to run your
with others for example to run your business a few new challenges come up so
business a few new challenges come up so here are some essential tips on how to
here are some essential tips on how to use notion in a team environment number
use notion in a team environment number 83 have a notion champion this is super
83 have a notion champion this is super important when you use notion in a team
important when you use notion in a team setting because at the end of the day
setting because at the end of the day notion is software and when you have
notion is software and when you have software someone needs to keep it up to
software someone needs to keep it up to date and particular in this context of
date and particular in this context of notion right where you have on the one
notion right where you have on the one hand someone who just needs to keep up
hand someone who just needs to keep up with all the updates and make sure that
with all the updates and make sure that things you know when when you have new
things you know when when you have new features or better solutions that they
features or better solutions that they get implemented that's the one thing but
get implemented that's the one thing but the other thing which is pretty much as
the other thing which is pretty much as big is that with a tool where pretty
big is that with a tool where pretty much anyone can build their own stuff if
much anyone can build their own stuff if you use it together in company someone
you use it together in company someone needs to call the shots right in a
needs to call the shots right in a notion company setting it's not the same
notion company setting it's not the same as when you set up your own notion for
as when you set up your own notion for your personal use cases so you need to
your personal use cases so you need to make sure that someone aligns everyone
make sure that someone aligns everyone and makes sure people make the right
and makes sure people make the right compromises you have the right
compromises you have the right underlying system and that yeah everyone
underlying system and that yeah everyone pulls in the same direction otherwise
pulls in the same direction otherwise you will end up with a really disjointed
you will end up with a really disjointed piece of mess right I've never seen a
piece of mess right I've never seen a company run successfully where everyone
company run successfully where everyone just like does their own thing without
just like does their own thing without you know one person who sort of owns
you know one person who sort of owns notion which iside whenever we do any of
notion which iside whenever we do any of our Consulting projects we always figure
our Consulting projects we always figure out okay like who are the people in the
out okay like who are the people in the company who once we leave will be the
company who once we leave will be the ones who take over right and make sure
ones who take over right and make sure that everything continues smoothly so
that everything continues smoothly so make sure if you plan to use notion in
make sure if you plan to use notion in your business or in your company to pick
your business or in your company to pick one notion Champion it shouldn't be the
one notion Champion it shouldn't be the founder it shouldn't be someone in you
founder it shouldn't be someone in you know like the highest management
know like the highest management position maybe that's the champion in
position maybe that's the champion in the beginning right who helps uh you
the beginning right who helps uh you know get everyone convinced and uh roll
know get everyone convinced and uh roll out a tool but the other one someone
out a tool but the other one someone else will have to take that over as at
else will have to take that over as at least part of the day job 84 use user
least part of the day job 84 use user groups for Global access management this
groups for Global access management this is probably the first thing you should
is probably the first thing you should set up if you open a new uh notion
set up if you open a new uh notion workspace for a company and if you
workspace for a company and if you haven't done it yet then after you
haven't done it yet then after you finish watching this video I would say
finish watching this video I would say this is the first step to take uh
this is the first step to take uh basically what you want to do is when
basically what you want to do is when you you know use notion with several
you you know use notion with several people you have to set up user groups to
people you have to set up user groups to easier manage the access rights because
easier manage the access rights because as you know right on any notion page you
as you know right on any notion page you can always click on share and you see
can always click on share and you see okay who all has access to this notion
okay who all has access to this notion page you can uh add team members to this
page you can uh add team members to this you can uh you know like have different
you can uh you know like have different team space and here same right on a team
team space and here same right on a team space you can always click on the three
space you can always click on the three dots and say Okay add members or on the
dots and say Okay add members or on the team space settings figure out okay who
team space settings figure out okay who is currently in this team space uh and
is currently in this team space uh and that's a great start but the biggest
that's a great start but the biggest mistake that people make in the
mistake that people make in the beginning is that they add people
beginning is that they add people individually and that's not scalable so
individually and that's not scalable so instead what you should do is you should
instead what you should do is you should go to settings and then here uh under
go to settings and then here uh under people you see you have currently your
people you see you have currently your members and then under groups you can
members and then under groups you can set up certain user groups and I just
set up certain user groups and I just have some example user groups here right
have some example user groups here right for like the different departments uh
for like the different departments uh how many you need will depend on your
how many you need will depend on your specific situation but you should have
specific situation but you should have at least two you should have at least
at least two you should have at least users and admins and then you go in
users and admins and then you go in right and you add all the people to that
right and you add all the people to that then whenever you uh give any
then whenever you uh give any permissions on any page you never give
permissions on any page you never give it to the individual person you always
it to the individual person you always give it to the group right so for
give it to the group right so for example uh if you say here right this is
example uh if you say here right this is a good example on this page right is the
a good example on this page right is the homepage we don't want anyone to be able
homepage we don't want anyone to be able to edit it so it would go to share
to edit it so it would go to share settings and I want to say okay people
settings and I want to say okay people in HQ they don't have full access right
in HQ they don't have full access right they only have uh can comment access
they only have uh can comment access right that's the only thing uh only can
right that's the only thing uh only can comment everywhere um but then the
comment everywhere um but then the admins they should have full access
admins they should have full access right so instead of like adding the
right so instead of like adding the admins individually I will just go to
admins individually I will just go to admin and say the admin User Group Well
admin and say the admin User Group Well they are the ones with full access and
they are the ones with full access and now if anyone gets added to admin they
now if anyone gets added to admin they have access and if I remove them from it
have access and if I remove them from it they can lose it and that just means I
they can lose it and that just means I have one single place where I need to
have one single place where I need to make any change rather than going into
make any change rather than going into you know my 50 different pages where I
you know my 50 different pages where I have set up these user rules and then
have set up these user rules and then remove you know John when he's no longer
remove you know John when he's no longer an admin or add Lisa when she becomes an
an admin or add Lisa when she becomes an admin and the same of true same of
admin and the same of true same of course is true with all the other things
course is true with all the other things but imagine HR like someone moves to HR
but imagine HR like someone moves to HR you need to give them access to all the
you need to give them access to all the HR Pages or remove them from it you're
HR Pages or remove them from it you're probably going to miss something and
probably going to miss something and it's just really annoying work so make
it's just really annoying work so make sure that you can manage all your user
sure that you can manage all your user rights from one single place with the
rights from one single place with the use of user groups 85 lock down your
use of user groups 85 lock down your Global databases just like with
Global databases just like with individual workspace we of course want
individual workspace we of course want to have also here our few Master
to have also here our few Master databases in our back end but we need to
databases in our back end but we need to take it one step further we need to lock
take it one step further we need to lock them down because after we set up our
them down because after we set up our you know complex project databases we
you know complex project databases we want to make sure that not every team
want to make sure that not every team member can change the structure of it
member can change the structure of it they should be able to add entries right
they should be able to add entries right and modify these entries but they should
and modify these entries but they should not be able to you know uh add 10 more
not be able to you know uh add 10 more you know unnamed uh comment proper
you know unnamed uh comment proper proper right that's that's not what we
proper right that's that's not what we want so in order to avoid it we need to
want so in order to avoid it we need to go onto every database and we only need
go onto every database and we only need to set it up once but we need to go on
to set it up once but we need to go on every database in a full page view go to
every database in a full page view go to share then here in the share settings
share then here in the share settings right currently everyone at MF
right currently everyone at MF Consulting has full access that's not
Consulting has full access that's not what we want we want to reduce this to
what we want we want to reduce this to can edit content can edit content as you
can edit content can edit content as you see allows them to edit the entries but
see allows them to edit the entries but not the structure of the database so we
not the structure of the database so we want to make sure we do this right we
want to make sure we do this right we restrict the access to this so uh on
restrict the access to this so uh on both these entries we need to go in and
both these entries we need to go in and say okay can I add content can I addit
say okay can I add content can I addit content can I addit content
content can I addit content and then because we of course want
and then because we of course want admins to be able to override this we go
admins to be able to override this we go in and add back our admin user group
in and add back our admin user group right and here we can now click on and
right and here we can now click on and say admins actually should have full
say admins actually should have full access and that way right with just a
access and that way right with just a few clicks per database you make sure
few clicks per database you make sure that your structure is protected
that your structure is protected everyone can still fully use it and
everyone can still fully use it and admins can modify it when needed number
admins can modify it when needed number 86 is all about making your central
86 is all about making your central Pages a lot more secure and useful
Pages a lot more secure and useful remember that we always want you build
remember that we always want you build dashboards for people to interact with
dashboards for people to interact with our information rather than just work on
our information rather than just work on the main databases well that's poses an
the main databases well that's poses an additional challenge when we do it in a
additional challenge when we do it in a team environment because here we of
team environment because here we of course if this page is shared between
course if this page is shared between several people someone might
several people someone might accidentally change something for others
accidentally change something for others that he wasn't supposed to change for
that he wasn't supposed to change for example he might accidentally delete a
example he might accidentally delete a button right or just start writing some
button right or just start writing some random text in the middle and again
random text in the middle and again since it's is a shareed page we took a
since it's is a shareed page we took a lot of time to you know Design This in
lot of time to you know Design This in the right way we don't want this to
the right way we don't want this to happen so what do we do how can we share
happen so what do we do how can we share this with our team without them messing
this with our team without them messing it up basically well one option of
it up basically well one option of course would be to just lock the page so
course would be to just lock the page so you can go on the top three uh Corners
you can go on the top three uh Corners right uh lock the page and and that now
right uh lock the page and and that now means no one can make any changes
means no one can make any changes including me right that mean that stops
including me right that mean that stops all accidental changes which is great
all accidental changes which is great but it has two big drawbacks the first
but it has two big drawbacks the first one is we also can't make any changes to
one is we also can't make any changes to entries in databases as you can see
entries in databases as you can see right I can try to drag this but I would
right I can try to drag this but I would need to click into it and then go status
need to click into it and then go status in progress I to do this which you know
in progress I to do this which you know loses kind lot of functionality for our
loses kind lot of functionality for our notion setup that's the one drawback and
notion setup that's the one drawback and the other drawback is that people could
the other drawback is that people could just override but anyone can go back and
just override but anyone can go back and like unlock this page so it stops you
like unlock this page so it stops you know fat fingers and accidental deletes
know fat fingers and accidental deletes but doesn't stop someone who you know
but doesn't stop someone who you know just wants to change something but you
just wants to change something but you don't want allow it so what can we do
don't want allow it so what can we do instead well user groups and access
instead well user groups and access rights is the answer again we go to
rights is the answer again we go to share now we first make sure that
share now we first make sure that everyone on this workspace only has the
everyone on this workspace only has the uh can comment access right can comment
uh can comment access right can comment should be the only thing that they're
should be the only thing that they're allowed to do and that means that
allowed to do and that means that instead of being able to you know change
instead of being able to you know change anything here they could only leave me a
anything here they could only leave me a comment that they would like this
comment that they would like this modified so that's step one that
modified so that's step one that basically replicates the lock setting
basically replicates the lock setting for everyone else but for me uh but but
for everyone else but for me uh but but that still means that they can't you
that still means that they can't you know just drag and drop the database
know just drag and drop the database entries in order to allow for that we
entries in order to allow for that we actually need to give them can addit
actually need to give them can addit content rights for this database but
content rights for this database but weirdly enough right if we are here we
weirdly enough right if we are here we don't see this option because this
don't see this option because this option only shows up if we have a
option only shows up if we have a database open as a full page so in order
database open as a full page so in order to do this let's click on the six dots
to do this let's click on the six dots next to a linked view on this dashboard
next to a linked view on this dashboard uh say open this page and now we see
uh say open this page and now we see that we can now if we go in here we
that we can now if we go in here we could say can edit content rights so
could say can edit content rights so let's do that let's give them can add
let's do that let's give them can add content rights so uh they can go back to
content rights so uh they can go back to you know do that of course if you had
you know do that of course if you had User Group set up you would already go
User Group set up you would already go in right and just give your general User
in right and just give your general User Group can add content and that way we
Group can add content and that way we can now uh we are now in a situation
can now uh we are now in a situation where they can't change anything about
where they can't change anything about the page structure but for the specific
the page structure but for the specific database view right they can start
database view right they can start dragging and dropping the things around
dragging and dropping the things around and the good thing about is that we can
and the good thing about is that we can even do that on a perview level so maybe
even do that on a perview level so maybe we actually don't want them to modify
we actually don't want them to modify pin projects right here they should only
pin projects right here they should only be able to look at it but may want to
be able to look at it but may want to allow them to do this for marketing
allow them to do this for marketing tasks right so then you would go in
tasks right so then you would go in right and would do that separately for
right and would do that separately for this one 87 build an employee directory
this one 87 build an employee directory database while you won't have to do a
database while you won't have to do a lot of work with an employee directory
lot of work with an employee directory base might just mostly set it up forget
base might just mostly set it up forget it and then just use it as a supporting
it and then just use it as a supporting database it is still very essential to
database it is still very essential to most of the company builds that we do
most of the company builds that we do because uh as you mentioned earlier with
because uh as you mentioned earlier with notion database automations they a bit
notion database automations they a bit limited right they can't do a lot of
limited right they can't do a lot of search steps we often still need
search steps we often still need external automation tools to know things
external automation tools to know things in that case we need some source of
in that case we need some source of Truth in notion wrer tells us okay what
Truth in notion wrer tells us okay what person you know belongs to which depart
person you know belongs to which depart for example and what is their notion
for example and what is their notion account right notion unfortunately
account right notion unfortunately doesn't expose the sort of user database
doesn't expose the sort of user database as a simple database that we can create
as a simple database that we can create and then reference so you want to set it
and then reference so you want to set it up manually basically you can you know
up manually basically you can you know set up with as many fields as you want
set up with as many fields as you want right you typically would of course
right you typically would of course connect it to your teams or to your
connect it to your teams or to your department so you can track okay who
department so you can track okay who works where you might want to you know
works where you might want to you know include general information like email
include general information like email the office location you can even use
the office location you can even use this for company buyers right so more as
this for company buyers right so more as a team culture element super useful for
a team culture element super useful for that um and then you want to always have
that um and then you want to always have the notion account as a person property
the notion account as a person property right a simple uh person and then here
right a simple uh person and then here you would always then click in there and
you would always then click in there and just select that person's notion account
just select that person's notion account and that will for a lot of more advanced
and that will for a lot of more advanced automations allow us to go in and look
automations allow us to go in and look up okay for certain task okay if we want
up okay for certain task okay if we want to figure out who to assign this to
to figure out who to assign this to right so for example um what one thing
right so for example um what one thing that we do is since we have typically
that we do is since we have typically setups where we have our different
setups where we have our different departments right then we want to be
departments right then we want to be able to click into sales right we want
able to click into sales right we want to be able to say okay on sales okay
to be able to say okay on sales okay what are all the tasks project and so on
what are all the tasks project and so on that are currently uh on for the sales
that are currently uh on for the sales team but we don't have one that people
team but we don't have one that people have to fill it out manually so we have
have to fill it out manually so we have an automation running that assigns this
an automation running that assigns this automatically and that's just one of
automatically and that's just one of many examples right where we need this
many examples right where we need this notion account employee directly
notion account employee directly database number 88 set a default assign
database number 88 set a default assign in the person property if you don't want
in the person property if you don't want any unassigned tasks in your system you
any unassigned tasks in your system you can go on any person property for
can go on any person property for example in task on respons right click
example in task on respons right click on here say edit property and there's a
on here say edit property and there's a default option and you can say by
default option and you can say by default say it always to the person who
default say it always to the person who created and you see now uh every task is
created and you see now uh every task is automatically SED to me as the person
automatically SED to me as the person who initially updated can be super
who initially updated can be super helpful right uh some teams uh in
helpful right uh some teams uh in particular if you you know like an Agile
particular if you you know like an Agile development you might not want to want
development you might not want to want that because you might want to have
that because you might want to have create lot be able to create a lot of
create lot be able to create a lot of tickets and assign them only later but
tickets and assign them only later but for most other situations right it's
for most other situations right it's good to always have a person responsible
good to always have a person responsible there so you don't have any empty things
there so you don't have any empty things and do any uh other workarounds to make
and do any uh other workarounds to make sure that they still show up properly on
sure that they still show up properly on your pages 89 use me filters to build
your pages 89 use me filters to build personal dashboards at scale Dynamic
personal dashboards at scale Dynamic dashboards are one of my favorite things
dashboards are one of my favorite things in otion we've already built previously
in otion we've already built previously ones right for our project so we just
ones right for our project so we just went in and said everything that is
went in and said everything that is related to this project please show that
related to this project please show that but now how do we do this for
but now how do we do this for individuals well for individuals we can
individuals well for individuals we can use something notion called a mi filter
use something notion called a mi filter and it's absolutely amazing so here we
and it's absolutely amazing so here we have a dashboard's database and we can
have a dashboard's database and we can see that one of our templates is our
see that one of our templates is our individual contributed dashboard so
individual contributed dashboard so let's just look at this very simple
let's just look at this very simple right it's just a very base setup and B
right it's just a very base setup and B see we pull in projects task and Doc so
see we pull in projects task and Doc so all our core elements in the system and
all our core elements in the system and in order to show always the correct ones
in order to show always the correct ones to the user we have a filter and we say
to the user we have a filter and we say on this filter show everything where
on this filter show everything where responsible contains me and that way you
responsible contains me and that way you only have to set up this template once
only have to set up this template once then everyone in your company can
then everyone in your company can duplicate it and will automatically be
duplicate it and will automatically be updated for them so you don't need to
updated for them so you don't need to build a dashboard for every single
build a dashboard for every single person you build it once and then it
person you build it once and then it will automatically you know refresh so
will automatically you know refresh so basically the Mi filter means that
basically the Mi filter means that whoever is logged in and looks at this
whoever is logged in and looks at this page sees only their tasks one other
page sees only their tasks one other side note as you can see this filter
side note as you can see this filter here is a bit expanded if you don't go
here is a bit expanded if you don't go here right on responsible and say okay
here right on responsible and say okay by default always have a created byy
by default always have a created byy right which means that responsible is
right which means that responsible is always fill if you don't do this and
always fill if you don't do this and responsible might be empty then you need
responsible might be empty then you need to you know make this filter B more
to you know make this filter B more robust and need to say okay either
robust and need to say okay either responsible should contain me or in case
responsible should contain me or in case responsible is empty show me this task
responsible is empty show me this task if created by contains me right and this
if created by contains me right and this way you have this fallback that nothing
way you have this fallback that nothing that gets created on a databases is lost
that gets created on a databases is lost right very very important when you use
right very very important when you use this combination of databases in the
this combination of databases in the back end and dashboards on the front end
back end and dashboards on the front end that nothing can fall through the cracks
that nothing can fall through the cracks that everything always gets displayed on
that everything always gets displayed on the dashboards number 90 use a team
the dashboards number 90 use a team database to quickly build team
database to quickly build team dashboards by now you know that I love
dashboards by now you know that I love building these Dynamic dashboards where
building these Dynamic dashboards where you only have to put the work in once
you only have to put the work in once and then it just autog generates so to
and then it just autog generates so to complement right our project dashboards
complement right our project dashboards that we already know and our now
that we already know and our now individual user dashboards let's just
individual user dashboards let's just look at Team dashboards again similar
look at Team dashboards again similar concept right we have one Central
concept right we have one Central database for teams we connect teams to
database for teams we connect teams to all the other elements in our setup
all the other elements in our setup right dos projects tasks and so on and
right dos projects tasks and so on and we go in and we create a template and
we go in and we create a template and this template we simply say okay we use
this template we simply say okay we use the same self referential principle
the same self referential principle right with terms of filters as we did on
right with terms of filters as we did on the project dashboards we pull in all
the project dashboards we pull in all the related entries and then we say
the related entries and then we say please show me everything where the team
please show me everything where the team contains new team and that way right we
contains new team and that way right we have no issue with adding new teams with
have no issue with adding new teams with just one click we can generate these
just one click we can generate these dashboards makes it super quick and easy
dashboards makes it super quick and easy in particular in the beginning of you
in particular in the beginning of you you using no because if you need to
you using no because if you need to adapt this dashboard right if you need
adapt this dashboard right if you need to add new elements to it it's just one
to add new elements to it it's just one click on a general template and then you
click on a general template and then you can use our reload template trick right
can use our reload template trick right remember if you go in there and you
remember if you go in there and you delete everything from the Page Body you
delete everything from the Page Body you can reapply it and then with just two
can reapply it and then with just two clicks where you have the new team
clicks where you have the new team dashboard rolled out to everyone in the
dashboard rolled out to everyone in the company number 91 make use of Notions
company number 91 make use of Notions information option this is a simple but
information option this is a simple but very helpful UI best practice in ation
very helpful UI best practice in ation whenever you have a database with your
whenever you have a database with your properties if you click on the property
properties if you click on the property you can click on this I icon to add the
you can click on this I icon to add the description so uh you can say something
description so uh you can say something you know like uh the person who has to
you know like uh the person who has to do the task I mean here it's pretty
do the task I mean here it's pretty obvious right but basically what you
obvious right but basically what you then get is this little tool tip and if
then get is this little tool tip and if you hover over it it shows this context
you hover over it it shows this context which is also happening if you open the
which is also happening if you open the entry itself and and then hover over
entry itself and and then hover over there and that's really really powerful
there and that's really really powerful particularly if you have long uh
particularly if you have long uh database properties you know with a lot
database properties you know with a lot of information and you just want to
of information and you just want to provide additional Contex like for examp
provide additional Contex like for examp sizing right like what does that
sizing right like what does that actually mean which sizes do you have so
actually mean which sizes do you have so go to Ed property right and explain that
go to Ed property right and explain that you know they should pick you know like
you know they should pick you know like um pick uh M as default s if it's uh
um pick uh M as default s if it's uh quicker quicker tasks and so on and so
quicker quicker tasks and so on and so on right you get the G uh and then you
on right you get the G uh and then you have just more context and make it
have just more context and make it easier for people to fill out these
easier for people to fill out these properties number 92 use the page
properties number 92 use the page settings hack for better UI this is one
settings hack for better UI this is one of my favorite underrated notion tricks
of my favorite underrated notion tricks right now and basically allows you to
right now and basically allows you to create context menus in in notion so
create context menus in in notion so let's say right we have a fairly complex
let's say right we have a fairly complex setup in our company wi with a lot of
setup in our company wi with a lot of options for people to do right and what
options for people to do right and what we can do is rather than just having
we can do is rather than just having them rely on all the properties right so
them rely on all the properties right so you see there are 16 more properties to
you see there are 16 more properties to like set all different types of
like set all different types of information rather than having them you
information rather than having them you know go through all these elements what
know go through all these elements what we can do is we can add a toggle to the
we can do is we can add a toggle to the page called page settings or you know
page called page settings or you know whatever you want it to do and then just
whatever you want it to do and then just like you expect in F right you can open
like you expect in F right you can open that and you can take certain actions
that and you can take certain actions and you can really model this after the
and you can really model this after the UI right in in apps right like similar
UI right in in apps right like similar the notion UI when you click on the six
the notion UI when you click on the six dots right you get options to do things
dots right you get options to do things so here we can manage and general
so here we can manage and general information and you see I get additional
information and you see I get additional contacts on what I can do here and then
contacts on what I can do here and then what it does is it pulls in the specific
what it does is it pulls in the specific entry I'm looking at right our processes
entry I'm looking at right our processes and then I have just the properties that
and then I have just the properties that I want to edit based on the information
I want to edit based on the information here for example right if I want to ask
here for example right if I want to ask team members for feedback right let just
team members for feedback right let just open this full page we can open this one
open this full page we can open this one and then I can see okay please add the
and then I can see okay please add the team members required right so I can
team members required right so I can click in here at other people I can say
click in here at other people I can say okay please provide it by 20 second and
okay please provide it by 20 second and just you know then close the to off
just you know then close the to off again I can pin it for quick access and
again I can pin it for quick access and every time I just see that entry and uh
every time I just see that entry and uh the corresponding property now well how
the corresponding property now well how do we do this uh it's fairly
do we do this uh it's fairly straightforward uh what we need to do is
straightforward uh what we need to do is we need to create an additional property
we need to create an additional property on our database which is help property
on our database which is help property in this case I name it dashboard Helper
in this case I name it dashboard Helper but you can call whatever you wanted and
but you can call whatever you wanted and this is a relation to this database
this is a relation to this database itself but only a oneway relation and as
itself but only a oneway relation and as you can see this is always set to the
you can see this is always set to the entry itself right so custom fq oops
entry itself right so custom fq oops sorry that is the actual entry that
sorry that is the actual entry that we're looking at there and then what we
we're looking at there and then what we do is we set create data base automation
do is we set create data base automation that sets this so whenever we add a page
that sets this so whenever we add a page we add uh we connect the page to itself
we add uh we connect the page to itself and this then allows us to use self
and this then allows us to use self referential filters right our failed
referential filters right our failed three words so we see if we create a new
three words so we see if we create a new note the way this is set up in page
note the way this is set up in page settings is we uh go in there and we say
settings is we uh go in there and we say okay from the wiki pull a create a Wiki
okay from the wiki pull a create a Wiki database so this is a link view of the
database so this is a link view of the whole database but then filter it only
whole database but then filter it only for that one entry right that is set in
for that one entry right that is set in dashboard Helper and that allows us to
dashboard Helper and that allows us to edit notion database properties within
edit notion database properties within the context of actual page which is
the context of actual page which is super super useful right you you can use
super super useful right you you can use it just like for page settings but you
it just like for page settings but you can expand on it on build on it right
can expand on it on build on it right and for example references at any other
and for example references at any other point Down Below in the page right for
point Down Below in the page right for example if you have meetings also or
example if you have meetings also or like clients right you could just in
like clients right you could just in here now reference any property from the
here now reference any property from the main element which makes it super very
main element which makes it super very useful number 93 use my process page 101
useful number 93 use my process page 101 layout when it comes to building better
layout when it comes to building better process notion I love to use something
process notion I love to use something called a tttr framework which basically
called a tttr framework which basically breaks down any process in your company
breaks down any process in your company in its four core components and this is
in its four core components and this is particular useful for these type of
particular useful for these type of processes where you you know have
processes where you you know have internal teams that get a lot of
internal teams that get a lot of requests from other teams in the company
requests from other teams in the company for example design but you can also use
for example design but you can also use it slightly adapted for any pro with
it slightly adapted for any pro with external stakeholders so how does it
external stakeholders so how does it look like well the first te stands for
look like well the first te stands for take input the second for triage
take input the second for triage information then take action and then
information then take action and then report result and looking at an example
report result and looking at an example what it basically means take input is
what it basically means take input is someone asks you you know please can you
someone asks you you know please can you create this asset for a new feature
create this asset for a new feature launch triing information that you
launch triing information that you internally add additional context to
internally add additional context to this right what do we need to prioritize
this right what do we need to prioritize this what size it is who is the best
this what size it is who is the best person our team right to uh do this
person our team right to uh do this taking action is then of course adding
taking action is then of course adding into your project management and well
into your project management and well doing the job and then last but not
doing the job and then last but not least reporting the result right going
least reporting the result right going to the person again saying well here's
to the person again saying well here's what we did and we can actually like map
what we did and we can actually like map this into this like nice little you know
this into this like nice little you know four quadrant Matrix uh based on whether
four quadrant Matrix uh based on whether it is about knowledge or actions versus
it is about knowledge or actions versus external or internal right we have the
external or internal right we have the external notion part where we need to
external notion part where we need to get information from outside then we
get information from outside then we need to add our internal notion H sorry
need to add our internal notion H sorry our knowledge then we need to take
our knowledge then we need to take internally action and then we need to
internally action and then we need to give it to them so that someone
give it to them so that someone externally can take action and we can
externally can take action and we can now take this framework right and then
now take this framework right and then look at okay how do the different notion
look at okay how do the different notion blocks actually map here and it's super
blocks actually map here and it's super simple right we have take input of
simple right we have take input of course with notion forms then we can use
course with notion forms then we can use uh the new notion database layouts and
uh the new notion database layouts and our database views and dashboards to Tri
our database views and dashboards to Tri information and last but least we can
information and last but least we can use some automations to help us uh take
use some automations to help us uh take action quicker and report results so
action quicker and report results so much for the theory so now let's look
much for the theory so now let's look how this like process 101 can map to
how this like process 101 can map to notion uh in the actual well notion
notion uh in the actual well notion setup just like for dashboarding one1
setup just like for dashboarding one1 right we had our sort of like two
right we had our sort of like two standard layouts we have the same for
standard layouts we have the same for processes or more precisely for taking
processes or more precisely for taking this initial input for processes uh the
this initial input for processes uh the one is where we have like two columns at
one is where we have like two columns at the very top and where we sort of
the very top and where we sort of visualize the workload so that if
visualize the workload so that if someone you know requests something they
someone you know requests something they have an idea of okay well when can I
have an idea of okay well when can I expect this then we can embed the form
expect this then we can embed the form view then we can show my submissions
view then we can show my submissions this is best on smaller screens right if
this is best on smaller screens right if you have most of the people in your
you have most of the people in your company work on laptops this is perfect
company work on laptops this is perfect if you have more uh screen real estate
if you have more uh screen real estate right you can also opt for this like
right you can also opt for this like secondary layout where you have the form
secondary layout where you have the form VI on the left and then the other things
VI on the left and then the other things on the on the right which is really
on the on the right which is really really nice but particular right if you
really nice but particular right if you have like a smaller screen right you see
have like a smaller screen right you see U now if I like just like get a side but
U now if I like just like get a side but here that gets quite quite tight quite
here that gets quite quite tight quite quickly so make sure that you pick the
quickly so make sure that you pick the right one for like who you know will
right one for like who you know will actually uses but then this is the
actually uses but then this is the perfect starting point so let's see how
perfect starting point so let's see how an example fileld can look like on the
an example fileld can look like on the left we have our form right which allows
left we have our form right which allows people to quickly enter any new requests
people to quickly enter any new requests for specific designs and then on the
for specific designs and then on the right we can see okay this is our
right we can see okay this is our uploading upcoming workload and we
uploading upcoming workload and we simply take this request database right
simply take this request database right and we uh visualize it based on the due
and we uh visualize it based on the due dates people have requested and then we
dates people have requested and then we can see okay well we have a lot of work
can see okay well we have a lot of work coming up uh in this week but then
coming up uh in this week but then afterwards it gets better and then down
afterwards it gets better and then down below we see our requests here right for
below we see our requests here right for um and can track uh like without any
um and can track uh like without any other additional help uh you know
other additional help uh you know whether the team has already started
whether the team has already started working on it and then we can create
working on it and then we can create aition dashboard for our internal team
aition dashboard for our internal team to work on this right the one view is
to work on this right the one view is for the externals right or like for the
for the externals right or like for the other team members to submit these
other team members to submit these requests and this is another The View
requests and this is another The View where we can modify right where we can
where we can modify right where we can say okay we want a view of our inbox
say okay we want a view of our inbox where all the things come in and we only
where all the things come in and we only show entries where we haven't assigned
show entries where we haven't assigned these internal information right like
these internal information right like who is supposed to do it and what is the
who is supposed to do it and what is the size we can short it on a database right
size we can short it on a database right so we can add it directly from here this
so we can add it directly from here this makes it really really smooth to manage
makes it really really smooth to manage this workflows number 94 create a page
this workflows number 94 create a page for your company health check the
for your company health check the management and your notion champions of
management and your notion champions of course need a way to somehow monitor
course need a way to somehow monitor like the system Health right and see
like the system Health right and see okay is our workspace actually used the
okay is our workspace actually used the way we want it to be used and are there
way we want it to be used and are there any trends that we need to you know like
any trends that we need to you know like fight or combat and one great way is to
fight or combat and one great way is to set up like one of these Health Pages
set up like one of these Health Pages where you basically pull in through
where you basically pull in through charts data for like the most important
charts data for like the most important metrics which ones these are will depend
metrics which ones these are will depend on your company so this is just an
on your company so this is just an example right and here what you want to
example right and here what you want to visualize is okay how many tickets were
visualize is okay how many tickets were created last month so how many tasks
created last month so how many tasks were entered and this basically break it
were entered and this basically break it down by first by person on the left and
down by first by person on the left and then by sort of departments on the right
then by sort of departments on the right and this allows us to quickly at a
and this allows us to quickly at a glance okay who are the people who use
glance okay who are the people who use the workspace the most right and who are
the workspace the most right and who are the ones that maybe need some help and
the ones that maybe need some help and doesn't mean that they don't use the
doesn't mean that they don't use the workspace right maybe they just get a
workspace right maybe they just get a lot of things assigned but it's
lot of things assigned but it's something where we might want to like
something where we might want to like reach out to them and ask them whether
reach out to them and ask them whether they need any additional help so for
they need any additional help so for teams right we can quickly see which
teams right we can quickly see which teams use notion L and which teams don't
teams use notion L and which teams don't use it so much we can also break it
use it so much we can also break it further down right um with just like the
further down right um with just like the total numbers and see how many tickets
total numbers and see how many tickets we actually complete right so do we just
we actually complete right so do we just enter a lot of data or do we actually
enter a lot of data or do we actually also you work towards completion right
also you work towards completion right we can also could visualize it in over
we can also could visualize it in over time uh if we care about it we can see
time uh if we care about it we can see how many of our tasks are overdue and
how many of our tasks are overdue and which ones we have without a due date
which ones we have without a due date right so this specific example is from a
right so this specific example is from a workspace where we we use an agile work
workspace where we we use an agile work methodology so there's a ton of tickets
methodology so there's a ton of tickets that don't have a due date assign yet
that don't have a due date assign yet right because the Sprints haven't
right because the Sprints haven't started but in other companies right
started but in other companies right this might be a big warning sign if you
this might be a big warning sign if you have like a lot of uh items without a
have like a lot of uh items without a due data sign and for example just you
due data sign and for example just you know to show something else right for
know to show something else right for like other entries meeting Lo right you
like other entries meeting Lo right you could then see okay how many meetings
could then see okay how many meetings did you have uh last month like how is
did you have uh last month like how is the trajectory going right over
the trajectory going right over different weeks but you can do that in
different weeks but you can do that in for all the key entries right you could
for all the key entries right you could add it for docs you could Ed for
add it for docs you could Ed for projects whatever you as a company
projects whatever you as a company decide are like the most important
decide are like the most important metrics to track that you're you know
metrics to track that you're you know sort of internal productivity stays on
sort of internal productivity stays on track you can create and visualize them
track you can create and visualize them in notion to make sure you have one
in notion to make sure you have one simple place to go to and see the glands
simple place to go to and see the glands whether you're on the right track number
whether you're on the right track number 95 use automations to notify key
95 use automations to notify key stakeholders this actually ties into our
stakeholders this actually ties into our previous element right around processes
previous element right around processes where we say okay we have you know our
where we say okay we have you know our we have a form to to collect these
we have a form to to collect these design requests right and then we we
design requests right and then we we track it internally and one thing that
track it internally and one thing that we can also automate is when things move
we can also automate is when things move to the next stage right or are completed
to the next stage right or are completed let's notify everyone who cares about
let's notify everyone who cares about this so they don't need to constantly
this so they don't need to constantly follow up with us to do so super simple
follow up with us to do so super simple right another database automation we
right another database automation we have it set up here already and we say
have it set up here already and we say okay whenever the status is set to
okay whenever the status is set to complete then please send a notification
complete then please send a notification to then we can pick the person property
to then we can pick the person property so whoever you know initially submitted
so whoever you know initially submitted this will get um a notification and we
this will get um a notification and we can also customize it right here we just
can also customize it right here we just write we just finished it but we can
write we just finished it but we can actually like pull in information so we
actually like pull in information so we can we can say we just finished and then
can we can say we just finished and then press add and say from the trigger page
press add and say from the trigger page we want you know the actual name so they
we want you know the actual name so they will whatever they requested right and
will whatever they requested right and they will see it here they can you know
they will see it here they can you know have a link if they wanted to to uh jump
have a link if they wanted to to uh jump right back there and that works both for
right back there and that works both for internal things right so people that are
internal things right so people that are with you in the workspace but also if
with you in the workspace but also if you collect that from external
you collect that from external stakeholders right so if someone else
stakeholders right so if someone else outside your company requests something
outside your company requests something well you could simply add the um send me
well you could simply add the um send me to option right uh and use that to um
to option right uh and use that to um notify someone or if you need to build
notify someone or if you need to build it even more complex right you could use
it even more complex right you could use a web hook to trigger That Number 96
a web hook to trigger That Number 96 send daily or weekly task reminders you
send daily or weekly task reminders you already have that structural information
already have that structural information notion so let's put it to good use
notion so let's put it to good use here's an example of an email that you
here's an example of an email that you can then generate based on the tasks
can then generate based on the tasks that you have in otion so you can send
that you have in otion so you can send everyone in your team an overview right
everyone in your team an overview right of how many tasks they have overall for
of how many tasks they have overall for the week and then uh you know starting
the week and then uh you know starting from Monday throughout the week they see
from Monday throughout the week they see this nice little progress by the top to
this nice little progress by the top to motivate them and keep going and you can
motivate them and keep going and you can list out all the Tas where they come
list out all the Tas where they come from right if they are in different
from right if they are in different areas or whether they are about
areas or whether they are about different projects pretty much anything
different projects pretty much anything this is an HTML email you can design it
this is an HTML email you can design it however you want and you then feed it
however you want and you then feed it based on the structure data in your
based on the structure data in your notion setup number 97 connect notion to
notion setup number 97 connect notion to GitHub this requires you to have an ID
GitHub this requires you to have an ID property on your database and you see
property on your database and you see this is just the sample set up right and
this is just the sample set up right and we have the ID here and you can add this
we have the ID here and you can add this new property type which is a GitHub pull
new property type which is a GitHub pull request and then you authorize GitHub
request and then you authorize GitHub and after that if you use the ID of the
and after that if you use the ID of the ticket in your uh in the name of a
ticket in your uh in the name of a ticket pull request in GitHub it will
ticket pull request in GitHub it will automatically connect it and not only do
automatically connect it and not only do you see okay that you know this is open
you see okay that you know this is open and you can hover over it to get some
and you can hover over it to get some more information you can also go to your
more information you can also go to your GitHub property and you can set it up to
GitHub property and you can set it up to automatically uh change the status that
automatically uh change the status that you have a notion based on whether uh
you have a notion based on whether uh certain actions have happened uh in
certain actions have happened uh in GitHub and last but not least if you
GitHub and last but not least if you open in GitHub you will see like if
open in GitHub you will see like if there are any like you know comments or
there are any like you know comments or like uh like any history and any actions
like uh like any history and any actions in your pool request will shop as
in your pool request will shop as comments on your task in no number 98
comments on your task in no number 98 say goodbye to chaotic folder structures
say goodbye to chaotic folder structures with a G Drive sync we definitely don't
with a G Drive sync we definitely don't want to use notion as a replacement for
want to use notion as a replacement for your file storage but you can use the
your file storage but you can use the capacities of notion with the database
capacities of notion with the database to organize all your information by
to organize all your information by combining it with something like Google
combining it with something like Google drive this is a simple automation that
drive this is a simple automation that watches all your files in a specific
watches all your files in a specific Google drive folder and then checks
Google drive folder and then checks notion whether that already exists in
notion whether that already exists in your company Wiki and if it does it just
your company Wiki and if it does it just updates it with the corresponding
updates it with the corresponding information otherwise it will add it to
information otherwise it will add it to uh notion and that means you can then
uh notion and that means you can then use a database in notion for example the
use a database in notion for example the company Wiki to organize it to tag it
company Wiki to organize it to tag it right to connect it to all your projects
right to connect it to all your projects and tasks and you simply have a link so
and tasks and you simply have a link so that you can view it in your proper
that you can view it in your proper share Drive super efficient Automation
share Drive super efficient Automation and much better than uploading something
and much better than uploading something to notion directly because notion is not
to notion directly because notion is not that great with handling files right you
that great with handling files right you have to always download them to interact
have to always download them to interact with them overall not the best
with them overall not the best experience but with this you get the
experience but with this you get the best of both worlds number 99 watch my
best of both worlds number 99 watch my notion for business setup video for a
notion for business setup video for a complete build along and if you need
complete build along and if you need some help with your notion setup for
some help with your notion setup for business don't worry I'm a certified
business don't worry I'm a certified notion consultant and my team and I work
notion consultant and my team and I work around the clock to help companies
around the clock to help companies Implement better systems and build
Implement better systems and build notion setups that actually work you can
notion setups that actually work you can learn more about it on my website at
learn more about it on my website at Matias frank. notion consulting or with
Matias frank. notion consulting or with a link in the description we've seen a
a link in the description we've seen a lot already but now it's time to push
lot already but now it's time to push notion to the limits here are my
notion to the limits here are my favorite tips to supercharge your notion
favorite tips to supercharge your notion setup all right we we're crossing to
setup all right we we're crossing to number 100 with this Master Tag database
number 100 with this Master Tag database whenever you have any type or category
whenever you have any type or category in notion that applies to not just one
in notion that applies to not just one database but to several databases you
database but to several databases you are not use a select uh property and
are not use a select uh property and instead use a separate database with
instead use a separate database with these tags this is a system called
these tags this is a system called Global tags I have a full video for you
Global tags I have a full video for you linked in the description that it goes
linked in the description that it goes over all the details but just to very
over all the details but just to very quickly touch on the huge benefits uh
quickly touch on the huge benefits uh let's say right you have your writings
let's say right you have your writings and you want to categorize them across
and you want to categorize them across uh certain categories like for example
uh certain categories like for example remote work and then you have some books
remote work and then you have some books also right that you that you read on
also right that you that you read on these topics well if you have select
these topics well if you have select properties then this is all independent
properties then this is all independent from each other right like the the tag
from each other right like the the tag you can't really pull it together uh you
you can't really pull it together uh you need to like manage them in both Place
need to like manage them in both Place separately and for every tag that you
separately and for every tag that you have you need to build an a complete
have you need to build an a complete overview that shows you know like for
overview that shows you know like for that individ tag individually uh however
that individ tag individually uh however if you use Global tags that means you
if you use Global tags that means you can connect both of them and then you
can connect both of them and then you can just open that topic and here you
can just open that topic and here you can use again like a Dynamic Self
can use again like a Dynamic Self referential filter to pull in all the
referential filter to pull in all the related entries which means whenever you
related entries which means whenever you add a new tag right and appli it you
add a new tag right and appli it you automatically have this dashboard built
automatically have this dashboard built from scratch for you what's more you can
from scratch for you what's more you can also use it to pull in related entries
also use it to pull in related entries so not just can you go you know on
so not just can you go you know on remote work and see all the writings and
remote work and see all the writings and readings you can go on any writing right
readings you can go on any writing right for example the benefits of journaling
for example the benefits of journaling for personal productivity Knowledge
for personal productivity Knowledge Management right you can apply our
Management right you can apply our standard template and now if we add any
standard template and now if we add any of our Global TXS for example the remote
of our Global TXS for example the remote work one right it will automatically
work one right it will automatically pull in all the related readings that
pull in all the related readings that we've had so far on this topic in a
we've had so far on this topic in a moment takes sometimes a second to load
moment takes sometimes a second to load so let's just give this page a quick
so let's just give this page a quick refresh and then we'll have all the
refresh and then we'll have all the readings uh that we have there oops
readings uh that we have there oops doesn't reload there it is uh we have
doesn't reload there it is uh we have all the readings that we have from uh in
all the readings that we have from uh in our you know knowledge spacee
our you know knowledge spacee automatically popping up here super
automatically popping up here super powerful not possible if you use you
powerful not possible if you use you know the normal select properties
know the normal select properties instead 101 is all about showing your
instead 101 is all about showing your next task in line with formulas another
next task in line with formulas another example why it's really worth to learn
example why it's really worth to learn notion formulas to get your notion game
notion formulas to get your notion game to the next level notice that for
to the next level notice that for example on projects you could show the
example on projects you could show the next task a line and that's Dynamic
next task a line and that's Dynamic right so if we uh and check off certain
right so if we uh and check off certain things as currently it shows me uh you
things as currently it shows me uh you know the update websites with template
know the update websites with template on the 18th well if we say that this is
on the 18th well if we say that this is now done right it will automatically
now done right it will automatically update to show me the F7 notion tips
update to show me the F7 notion tips video uh instead together with a d date
video uh instead together with a d date now how is this buildt well uh let's
now how is this buildt well uh let's take a look so um I have a full video
take a look so um I have a full video also linked in the description for that
also linked in the description for that but basically what we want to do is you
but basically what we want to do is you want to grab our tasks and on that we
want to grab our tasks and on that we want to find the entry where the due
want to find the entry where the due date equals the one with the earliest uh
date equals the one with the earliest uh open due date right so in order to do so
open due date right so in order to do so we filter our task ation we want first
we filter our task ation we want first filter out everything that is done then
filter out everything that is done then we grab an array of our due dates and we
we grab an array of our due dates and we sort it um in order to then grab the
sort it um in order to then grab the first entry right which means we get the
first entry right which means we get the earliest not yet completed task and then
earliest not yet completed task and then we use just this statement right to like
we use just this statement right to like render it like this we could also just
render it like this we could also just like output a task itself right if we
like output a task itself right if we don't care about the due date lots of
don't care about the due date lots of things that you can do with it but uh
things that you can do with it but uh one more reason right to make sure that
one more reason right to make sure that you understand notion formulas and can
you understand notion formulas and can write them because they are so so
write them because they are so so powerful 102 auto update project
powerful 102 auto update project statuses there's a nice quality of live
statuses there's a nice quality of live automation for your project management
automation for your project management uh for example you might want to make
uh for example you might want to make sure that whenever you start working on
sure that whenever you start working on tasks for a project you automatically
tasks for a project you automatically shift the status R to uh in progress any
shift the status R to uh in progress any the other way around when you have any
the other way around when you have any project you want to make sure that once
project you want to make sure that once you set it to finish like it closes off
you set it to finish like it closes off all remaining tasks well doing so is
all remaining tasks well doing so is fairly straightforward so uh on tasks we
fairly straightforward so uh on tasks we want to have an automation that says
want to have an automation that says start project and basically whenever we
start project and basically whenever we set a the status of any task to in
set a the status of any task to in progress we want to First Define
progress we want to First Define variables this helps us grab the linked
variables this helps us grab the linked project and then we want to say edit in
project and then we want to say edit in and as you remember from before right it
and as you remember from before right it allows us to pick uh that specific
allows us to pick uh that specific project and say well we want to change
project and say well we want to change the status to in progress and vice versa
the status to in progress and vice versa right on uh on the project database we
right on uh on the project database we set an automation oops that uh says okay
set an automation oops that uh says okay whenever um you set the status of the
whenever um you set the status of the project to complete please grab the task
project to complete please grab the task right same Define variables approach and
right same Define variables approach and then set all of these to done very small
then set all of these to done very small automation but again like saves you a
automation but again like saves you a few clicks every day use the system
few clicks every day use the system which makes it more likely that your
which makes it more likely that your team will properly adopt it Number 103
team will properly adopt it Number 103 use web hooks for better slack
use web hooks for better slack notifications in theory no has a build
notifications in theory no has a build an integration with slack in order to
an integration with slack in order to you know use database automations to
you know use database automations to send a notification in his channel but
send a notification in his channel but it's not very good because you can't
it's not very good because you can't customize the message at all but with a
customize the message at all but with a new notion web books you can actually do
new notion web books you can actually do that so what you want to do is you want
that so what you want to do is you want to whatever you you know want to notify
to whatever you you know want to notify people off in slack you want to set a
people off in slack you want to set a webbook that has these conditions right
webbook that has these conditions right so in this case it would be whenever we
so in this case it would be whenever we start work on a project right maybe want
start work on a project right maybe want to like inform people that this is not
to like inform people that this is not happening right and then we send a
happening right and then we send a webook then we want to use an app for
webook then we want to use an app for for example make.com or in this case uh
for example make.com or in this case uh the example I want to show is relay
the example I want to show is relay amazing automation tool and what we
amazing automation tool and what we basically just do is we receive the
basically just do is we receive the webbook here and then we can send a
webbook here and then we can send a message to um our slack Channel and here
message to um our slack Channel and here since we use you know an in between tool
since we use you know an in between tool we can customize it to whatever we want
we can customize it to whatever we want right we can send whatever information
right we can send whatever information we have right so this is like for a
we have right so this is like for a different backbook example where we say
different backbook example where we say okay whenever we close a new client
okay whenever we close a new client right we can say okay we just closed you
right we can say okay we just closed you know the client PL text and just signed
know the client PL text and just signed for you know whatever number we have in
for you know whatever number we have in there so we can design it however we
there so we can design it however we want it we can even add actions to It
want it we can even add actions to It Right add links to it much more powerful
Right add links to it much more powerful than in default options 104 send
than in default options 104 send yourself push notifications on your
yourself push notifications on your phone Notions or notifications are often
phone Notions or notifications are often not a best particular when it comes to
not a best particular when it comes to push notifications on your phone but
push notifications on your phone but with this method you can set up whatever
with this method you can set up whatever you want and customize it fully to your
you want and customize it fully to your needs full tutorial for this in the
needs full tutorial for this in the description number 105 send structured
description number 105 send structured reports using your notion data I already
reports using your notion data I already showed you a similar example of this
showed you a similar example of this with the weekly tasks but since it's
with the weekly tasks but since it's such a powerful but so underused use
such a powerful but so underused use case for data and notion I want to have
case for data and notion I want to have a different example too so let's say for
a different example too so let's say for example you run a VC fund right and you
example you run a VC fund right and you need to report regularly to your
need to report regularly to your different partners how things are going
different partners how things are going and what you've actually did right now
and what you've actually did right now you have that data on a notion prob
you have that data on a notion prob because you're tracking your meetings
because you're tracking your meetings you're tracking your tasks so why not
you're tracking your tasks so why not create you know like one of these
create you know like one of these automated reports you can include any
automated reports you can include any sort of free text Fe so you can like
sort of free text Fe so you can like pull in for example in this case right
pull in for example in this case right like s under the management like the
like s under the management like the current values you can report on you
current values you can report on you know which meetings you did and which
know which meetings you did and which ones you actually attended right can
ones you actually attended right can also show them well we would really need
also show them well we would really need more you know support from you show the
more you know support from you show the open task show Miss task I break it down
open task show Miss task I break it down into yours into their doesn't matter
into yours into their doesn't matter right like whatever you have as
right like whatever you have as structured information if you need to
structured information if you need to put somewhere else after you've put
put somewhere else after you've put already into notion you don't have to do
already into notion you don't have to do it manually you can set up automations
it manually you can set up automations and reports do it on autopilot and of
and reports do it on autopilot and of course you can also do it for personal
course you can also do it for personal use cases right for example if you run
use cases right for example if you run something for a local um community and
something for a local um community and you want to inform them over the things
you want to inform them over the things that happen right decisions that were
that happen right decisions that were made again if it's strike the notion you
made again if it's strike the notion you can very easily create these automated
can very easily create these automated reports that get sent out without any
reports that get sent out without any additional effort number 106 sync Nation
additional effort number 106 sync Nation databases for granular permissions one
databases for granular permissions one of nation's biggest weakness is that you
of nation's biggest weakness is that you can still not share a subset of a
can still not share a subset of a database with someone right if you want
database with someone right if you want to for example have notion and you use
to for example have notion and you use it for your agency and you have a bunch
it for your agency and you have a bunch of freelances or clients and you want to
of freelances or clients and you want to share only the tasks that relate to them
share only the tasks that relate to them with them you have a problem because you
with them you have a problem because you know now that you should have one single
know now that you should have one single database but since you can't say okay
database but since you can't say okay everything you know that is assigned to
everything you know that is assigned to a certain person just share that with
a certain person just share that with them uh it gets really tricky here and
them uh it gets really tricky here and there's no fully secure workaround that
there's no fully secure workaround that doesn't use any type of automation right
doesn't use any type of automation right you will need some extra uh work here
you will need some extra uh work here now the one of the most powerful ways in
now the one of the most powerful ways in the right situations is to sync to
the right situations is to sync to notion databases right to have a master
notion databases right to have a master database and then have several public
database and then have several public databases for example for client a for
databases for example for client a for client B for client C and then use a no
client B for client C and then use a no code automation like make to sync
code automation like make to sync entries from one database to another our
entries from one database to another our full tutorial that walks over the basic
full tutorial that walks over the basic uh premise of this in the description so
uh premise of this in the description so if you're curious about that definitely
if you're curious about that definitely check that out number 107 use soft art
check that out number 107 use soft art to build client portals different
to build client portals different solution to the same problem right so
solution to the same problem right so let's say we have clients and we need to
let's say we have clients and we need to share projects and tasks with them now
share projects and tasks with them now software is great for that because it
software is great for that because it allows us to build a small web app on
allows us to build a small web app on top of our um of our notion data so you
top of our um of our notion data so you see this is like an app on the web
see this is like an app on the web people can log in they have their
people can log in they have their accounts they're greeted by you know
accounts they're greeted by you know whatever their their name is and then we
whatever their their name is and then we can use the underlying ocean data so
can use the underlying ocean data so this is a project that lives in an ocean
this is a project that lives in an ocean database right with a properties and
database right with a properties and they can actually submit new project
they can actually submit new project requests that will update it in otion
requests that will update it in otion they can click into it right to see
they can click into it right to see addition information this is a very very
addition information this is a very very simple MVP right you can of course
simple MVP right you can of course customize this uh further but you see
customize this uh further but you see similar to the way that you would click
similar to the way that you would click a notion into a page and then have a
a notion into a page and then have a dashboard of the task that belong it you
dashboard of the task that belong it you have the ti here we split down into task
have the ti here we split down into task to be reviewed right and they can
to be reviewed right and they can approve them with a single click we have
approve them with a single click we have the task and progress and we have like
the task and progress and we have like completed tasks and so on so really
completed tasks and so on so really powerful solution but again that
powerful solution but again that requires a little bit of work initially
requires a little bit of work initially to set up however if you need it for
to set up however if you need it for your business well then this can be a
your business well then this can be a very interesting alternative number 108
very interesting alternative number 108 use rol to import your bank transactions
use rol to import your bank transactions if you use notion to track your finances
if you use notion to track your finances for example your business cash flows or
for example your business cash flows or your just personal you know net worth
your just personal you know net worth then of course one annoying thing is
then of course one annoying thing is having to manually enter all your
having to manually enter all your expenses into your transactions but you
expenses into your transactions but you can use rose for this Rose is an amazing
can use rose for this Rose is an amazing spreadshe tool that has a bunch of API
spreadshe tool that has a bunch of API connections and one of these connections
connections and one of these connections is the bank account trans connector so
is the bank account trans connector so you can use plate which is an open
you can use plate which is an open finance API to connect to pretty much
finance API to connect to pretty much any Bank like not all of support but a
any Bank like not all of support but a lot of them are and that way you get
lot of them are and that way you get read access to your transactions you can
read access to your transactions you can then import them into your spreadsheet
then import them into your spreadsheet right so this here some sample data May
right so this here some sample data May you've imported it into the row uh
you've imported it into the row uh spreadsheet you could do in any
spreadsheet you could do in any spreadsheet manipulation but even better
spreadsheet manipulation but even better you can then send that information to
you can then send that information to notion right so there is a simple
notion right so there is a simple formula again like full video with the
formula again like full video with the walk through in the description because
walk through in the description because it's a bit involved initially to set it
it's a bit involved initially to set it up but once you do it will automatically
up but once you do it will automatically send all these transactions to notion so
send all these transactions to notion so in real time right you get everything
in real time right you get everything here and your whole notion uh you know
here and your whole notion uh you know set up will update whenever a new
set up will update whenever a new transaction comes in number 109 analyze
transaction comes in number 109 analyze your notion data with pivot tables in
your notion data with pivot tables in rows we talked about graphical uh or
rows we talked about graphical uh or chart uh pivot tables right or fake
chart uh pivot tables right or fake pivot tables already earlier in this
pivot tables already earlier in this video but what if you need a real one
video but what if you need a real one well you can also do the sync to roast
well you can also do the sync to roast the way so this is a notion database
the way so this is a notion database that gets synced from notion to row so
that gets synced from notion to row so whenever a new row gets added in in my
whenever a new row gets added in in my in my notion database it pops up
in my notion database it pops up automatically here in the spreadsheet
automatically here in the spreadsheet and then since this is a spreadsheet I
and then since this is a spreadsheet I can create an actual pivot table right
can create an actual pivot table right with also like several analytics and
with also like several analytics and metrics at once right like whatever you
metrics at once right like whatever you would do with the pivot table you can do
would do with the pivot table you can do here and then you can grab this and you
here and then you can grab this and you can embed it you can embed it back into
can embed it you can embed it back into your notion page right with the URL uh
your notion page right with the URL uh so then your pivot table lives next to
so then your pivot table lives next to your notion database and then again
your notion database and then again right anything updates in the underlying
right anything updates in the underlying database your pivot table atically
database your pivot table atically updates and you see the changes
updates and you see the changes basically in real time on your system
basically in real time on your system 110 add pretty much any kind of
110 add pretty much any kind of information without typing to notion
information without typing to notion this is a workflow that I personally use
this is a workflow that I personally use all the time for my business to keep
all the time for my business to keep track of my expenses so what an app is
track of my expenses so what an app is and this is built in relay but you could
and this is built in relay but you could build also other tools whenever a file
build also other tools whenever a file is added to my expense folder in G drive
is added to my expense folder in G drive it triggers then we prompt jat gbt and
it triggers then we prompt jat gbt and we ask it well your expert person
we ask it well your expert person assistant who Excel that extracting
assistant who Excel that extracting information from invoices he will uh
information from invoices he will uh review the attention invoice and extract
review the attention invoice and extract the following data what is it about from
the following data what is it about from who is invoice what's the amount and
who is invoice what's the amount and what's the date and then uh when we do
what's the date and then uh when we do this uh we can then pass this into um uh
this uh we can then pass this into um uh notion and create a notion and new
notion and create a notion and new expense automation so same idea right as
expense automation so same idea right as with uh importing transactions from rast
with uh importing transactions from rast to notion we can use this to capture
to notion we can use this to capture anything else right either because we
anything else right either because we can't connect our whole bank account or
can't connect our whole bank account or because we have certain credit card
because we have certain credit card statements right where we don't can uh
statements right where we don't can uh where we don't have like you know like
where we don't have like you know like the different uh we don't want to get
the different uh we don't want to get totals but they light items this is a
totals but they light items this is a great way to do this to make sure
great way to do this to make sure everything that you have goes into and
everything that you have goes into and you can expand this work right doesn't
you can expand this work right doesn't have to be finances whatever you have as
have to be finances whatever you have as data right in a PDF in a screenshot you
data right in a PDF in a screenshot you can use this to automatically added to
can use this to automatically added to notion could be medical reports could be
notion could be medical reports could be you know like your your grades from
you know like your your grades from school uh you don't have to type right
school uh you don't have to type right to add information to notion Ai and
to add information to notion Ai and automations can do that on autopilot now
automations can do that on autopilot now these two aren't really tips on how to
these two aren't really tips on how to supercharge an aution but I realized
supercharge an aution but I realized that I forgot to include them earlier
that I forgot to include them earlier and who's going to recount every single
and who's going to recount every single step so tip number 111 and 100 12 is to
step so tip number 111 and 100 12 is to track changes and to use search and
track changes and to use search and replace let's say I'm reviewing this
replace let's say I'm reviewing this email here right and I want to give some
email here right and I want to give some feedback to the person who World instead
feedback to the person who World instead of just like changing things directly
of just like changing things directly right writing comments with it I can
right writing comments with it I can also track changes to start it I can
also track changes to start it I can either like if I highlight anything I
either like if I highlight anything I can click on this icon for suggest edit
can click on this icon for suggest edit or I can click on the three dots and
or I can click on the three dots and then say here that I want to suggest
then say here that I want to suggest edits and then you get this little
edits and then you get this little bubble at the top that you know
bubble at the top that you know indicates that you know suggesting
indicates that you know suggesting things which means for example if I
things which means for example if I delete something right it's still on the
delete something right it's still on the page but I get it like with strike
page but I get it like with strike through and like this comment like uh
through and like this comment like uh thing here on the side if I you know any
thing here on the side if I you know any other headline question mark right I
other headline question mark right I have that here right that really get
have that here right that really get similar track changes experience as I
similar track changes experience as I would get in in Google Docs or word of
would get in in Google Docs or word of course in a bit simpler level now these
course in a bit simpler level now these changes right I can either accept them
changes right I can either accept them then they happen or I can deny them in
then they happen or I can deny them in which case it goes immediately back very
which case it goes immediately back very useful and if I want to exit the mod
useful and if I want to exit the mod right I simply click on X here and I'm
right I simply click on X here and I'm back to making edits directly right so
back to making edits directly right so this of course doesn't get tracked the
this of course doesn't get tracked the other thing search and replace right can
other thing search and replace right can be launched uh by simply pressing
be launched uh by simply pressing command F uh and now we see find replace
command F uh and now we see find replace and ask so for example if books I see I
and ask so for example if books I see I actually want to capitalize it so let's
actually want to capitalize it so let's search for uh web hook and then uh we
search for uh web hook and then uh we see that we can now option uh opt here
see that we can now option uh opt here to expand us and say we want to replace
to expand us and say we want to replace web hook with web hook and then we can
web hook with web hook and then we can say Okay replace all and now that makes
say Okay replace all and now that makes all the small ones right capitalize now
all the small ones right capitalize now I have it properly spelled everywhere
I have it properly spelled everywhere pretty cool next let's look at notion AI
pretty cool next let's look at notion AI notion AI has come a long way since
notion AI has come a long way since initial release in the beginning it was
initial release in the beginning it was more of a nice to have but now there are
more of a nice to have but now there are few really really powerful workflows if
few really really powerful workflows if you know how to use them we kick things
you know how to use them we kick things off with tip number
off with tip number 113 and dictation to trigger this simply
113 and dictation to trigger this simply press command o and now you see I have
press command o and now you see I have here the little nosy from notion who
here the little nosy from notion who will listen to everything I say and in
will listen to everything I say and in real time most of less right it will
real time most of less right it will start transcribing what I talked to very
start transcribing what I talked to very useful if we don't want to use you know
useful if we don't want to use you know either the default dictation on our
either the default dictation on our system because it's not as accurate as
system because it's not as accurate as AI or we just need to quickly write very
AI or we just need to quickly write very long text right like speaking is still
long text right like speaking is still faster than typing even if you typee
faster than typing even if you typee very very fast you probably get far
very very fast you probably get far beyond like 120 words per minute even if
beyond like 120 words per minute even if you don't speak as fast as I do but yeah
you don't speak as fast as I do but yeah pretty accurate absolutely love it very
pretty accurate absolutely love it very very powerful and then whenever we're
very powerful and then whenever we're done right we simply stop it and then we
done right we simply stop it and then we can start editing our text like usual
can start editing our text like usual 114 is all about creating databases in
114 is all about creating databases in seconds I use this all the time to
seconds I use this all the time to create sample data for my videos but you
create sample data for my videos but you can also use it to actually create
can also use it to actually create databases for your system now by the
databases for your system now by the time that you watch this video n might
time that you watch this video n might have even launched already their AI syst
have even launched already their AI syst to create uh database directly they have
to create uh database directly they have um launched some some Alpha of that but
um launched some some Alpha of that but if it's not out yet you can use this
if it's not out yet you can use this work on still right you can simply start
work on still right you can simply start no and now ask it please uh give uh me a
no and now ask it please uh give uh me a simple table for uh CRM uh include uh
simple table for uh CRM uh include uh properties uh for all the typical things
properties uh for all the typical things I need to track in an Enterprise sales
I need to track in an Enterprise sales cycle um at at least two rows of sample
cycle um at at least two rows of sample data uh of course right if you know
data uh of course right if you know exactly what database you want right you
exactly what database you want right you will just tell it to please create it
will just tell it to please create it with these and these properties but if
with these and these properties but if you don't you can write this type of
you don't you can write this type of prompt you can hit enter and then in a
prompt you can hit enter and then in a second it will get you this um simple
second it will get you this um simple table now this is not a database yet it
table now this is not a database yet it is just a simple table but that's not a
is just a simple table but that's not a problem we will just accept this perfect
problem we will just accept this perfect thank you and what we can now do is we
thank you and what we can now do is we can first say please use a head row
can first say please use a head row right this is our titles and then we can
right this is our titles and then we can click on the three dots and say turn
click on the three dots and say turn into a database and So within seconds
into a database and So within seconds right we have a database we of course
right we have a database we of course need to then update the properties so we
need to then update the properties so we need to set as well this should be you
need to set as well this should be you know an an email property instead of
know an an email property instead of simple text and so on but still very
simple text and so on but still very very fast to set it up with a schema and
very fast to set it up with a schema and if you don't know exactly what
if you don't know exactly what properties you should track it's a great
properties you should track it's a great starting point 115 is about extracting
starting point 115 is about extracting text from images this is particularly
text from images this is particularly useful if you don't want to build a full
useful if you don't want to build a full automation right like the one with real
automation right like the one with real that I showed you before you can just
that I showed you before you can just use notion AI so you can launch it here
use notion AI so you can launch it here right now you can add here attach any
right now you can add here attach any type of file and simply ask it you know
type of file and simply ask it you know please extract whatever information I
please extract whatever information I need it will do that can copy it and add
need it will do that can copy it and add it to your page so a little bit more
it to your page so a little bit more manual than the fully automated way but
manual than the fully automated way but still great to get information quickly
still great to get information quickly out of PDFs or screenshots number 16
out of PDFs or screenshots number 16 allows you to chat with PDFs this of
allows you to chat with PDFs this of course works pretty much the same way
course works pretty much the same way right launch n ey here upload your PDF
right launch n ey here upload your PDF or documents and then ask any questions
or documents and then ask any questions about it that you need to answer with
about it that you need to answer with 117 you can create flowcharts in aome
117 you can create flowcharts in aome this is perfect to visualize any kind of
this is perfect to visualize any kind of process very quickly in a because you
process very quickly in a because you don't need any other tool right you can
don't need any other tool right you can create these flowcharts right here in
create these flowcharts right here in the app and of course you could write a
the app and of course you could write a mermaid code yourself you don't
mermaid code yourself you don't technically need AI for but it's so much
technically need AI for but it's so much easier particular well if like me you
easier particular well if like me you don't exactly know the syntax so all we
don't exactly know the syntax so all we need to do is we have our process here L
need to do is we have our process here L out right this is for petting a cat I
out right this is for petting a cat I will highlight everything I press
will highlight everything I press command J and then I will ask you can
command J and then I will ask you can you please turn this process into a
you please turn this process into a mermaid
mermaid chart and then in a second right this
chart and then in a second right this will start thinking and will then create
will start thinking and will then create me a mermaid chart based on my
me a mermaid chart based on my instructions and then we can insert this
instructions and then we can insert this right below can accept it and now you
right below can accept it and now you see right here this visualization of the
see right here this visualization of the process right uh in here we have like
process right uh in here we have like our options we even have a loop right
our options we even have a loop right you can see like how this code looks
you can see like how this code looks right if you switch from to the actual
right if you switch from to the actual code this is what you know like the
code this is what you know like the mermaid code looks like but yeah super
mermaid code looks like but yeah super simple quickly create any kind of
simple quickly create any kind of progress uh or like process flow charts
progress uh or like process flow charts right in notion number 118 is all about
right in notion number 118 is all about hiring a personal assistant this is a
hiring a personal assistant this is a workflow that I use personally all the
workflow that I use personally all the time to help me categorize the
time to help me categorize the transactions that I pull in Via row and
transactions that I pull in Via row and via the credit card automation into
via the credit card automation into notion right we all my transactions are
notion right we all my transactions are s um but in that FL right we don't have
s um but in that FL right we don't have the categories here to then break it
the categories here to then break it down into our actual spending habits so
down into our actual spending habits so what we can simply do is we can in our
what we can simply do is we can in our on our transactions right create uh
on our transactions right create uh Select Property and here I have created
Select Property and here I have created you know some sample categories to help
you know some sample categories to help us break it down and what we then want
us break it down and what we then want to do rather than doing this
to do rather than doing this automatically and manually we will set
automatically and manually we will set up an AI autofill so here we can tell it
up an AI autofill so here we can tell it please AI autofill this property you on
please AI autofill this property you on a tack property you don't have the
a tack property you don't have the option whether it should generate new
option whether it should generate new options I would generally recommend to
options I would generally recommend to have this turned off because you
have this turned off because you probably want to determine right what it
probably want to determine right what it should pick from uh unless of course you
should pick from uh unless of course you say like this is It's So vast right and
say like this is It's So vast right and it will you know have to account with
it will you know have to account with new things otherwise this is my
new things otherwise this is my preferred option then I always go on
preferred option then I always go on more to specify the prompt so first uh
more to specify the prompt so first uh we want to auto update on page edits in
we want to auto update on page edits in general yes probably if we change these
general yes probably if we change these things but here it's actually fine why
things but here it's actually fine why it just needs to do this once we can
it just needs to do this once we can leave this off and now what I will tell
leave this off and now what I will tell it uh you are an expert personal finance
it uh you are an expert personal finance uh assistant uh your job is it to
uh assistant uh your job is it to categorize categorize the uh spending
categorize categorize the uh spending according to the available categories to
according to the available categories to help us uh help us um you know uh
help us uh help us um you know uh analyze uh analyze our spending habits
analyze uh analyze our spending habits if you're not sure what category to pick
if you're not sure what category to pick pick other right I think find it helps
pick other right I think find it helps very much to give it default option
very much to give it default option because sometimes you still have to
because sometimes you still have to modify uh you know like what it picked
modify uh you know like what it picked but by and large it's pretty good and we
but by and large it's pretty good and we can click on Save changes click on try
can click on Save changes click on try on this View and then we'll see in a
on this View and then we'll see in a second it should start uh you know
second it should start uh you know categorizing first few ones here right
categorizing first few ones here right and then if you want to have them all F
and then if you want to have them all F you can always uh you know click um on
you can always uh you know click um on on these roles to tell well please
on these roles to tell well please updated it or just say if you click on
updated it or just say if you click on it update all uh on on the screen right
it update all uh on on the screen right aill all pages yes please aill all of
aill all pages yes please aill all of them and then in a second where we
them and then in a second where we should see Pizza Perfect that's food
should see Pizza Perfect that's food right yeah our unicorn plusy collection
right yeah our unicorn plusy collection definitely other maybe also fun right if
definitely other maybe also fun right if you see also that it keeps uh
you see also that it keeps uh categorizing some things wrong that
categorizing some things wrong that should be categorized differently then
should be categorized differently then you can go in and um you know like
you can go in and um you know like update the prompt so that it starts
update the prompt so that it starts updating them specifically now they
updating them specifically now they disappear but after we refresh people
disappear but after we refresh people all be back so really cool use case to
all be back so really cool use case to make sure you don't have to do this
make sure you don't have to do this manually 119 is about streamlining your
manually 119 is about streamlining your AI workflows if you have any recurring
AI workflows if you have any recurring AI workflows then this is really helpful
AI workflows then this is really helpful let's say for example you have your help
let's say for example you have your help documentation in otion and you've
documentation in otion and you've created a really long and po prompt to
created a really long and po prompt to help your team quickly translated into
help your team quickly translated into other languages right this can be quite
other languages right this can be quite quite helpful so what we would want to
quite helpful so what we would want to do instead of like just now manually
do instead of like just now manually having to you know Mark everything uh
having to you know Mark everything uh pressing command J and then inputting
pressing command J and then inputting the prompt that we need to copy from
the prompt that we need to copy from somewhere we can help our team by
somewhere we can help our team by creating this uh AI prompt block so what
creating this uh AI prompt block so what we want to do is we would want to go to
we want to do is we would want to go to the actual uh template so I want to set
the actual uh template so I want to set up you know like a new help dog a new H
up you know like a new help dog a new H dog and then we can have our you know
dog and then we can have our you know standard you know like English version
standard you know like English version up here and then after the divider we
up here and then after the divider we can now add an AI block right so let's
can now add an AI block right so let's call this a custom AI block perfect in
call this a custom AI block perfect in here we can now paste in our prompt so I
here we can now paste in our prompt so I have like a very uh long prompt here
have like a very uh long prompt here already you know prepared and we'll add
already you know prepared and we'll add that in there and then what we uh can do
that in there and then what we uh can do is we can simply close this and uh
is we can simply close this and uh whenever we apply this template now
whenever we apply this template now right so let's say we go here to our
right so let's say we go here to our article I copy my English one uh apply
article I copy my English one uh apply the help docs and then I'll add the
the help docs and then I'll add the English version here you can now like
English version here you can now like the person right who who does this can
the person right who who does this can simply click on generate and will
simply click on generate and will execute that prompt blog inside there
execute that prompt blog inside there right so makes it easier to have um the
right so makes it easier to have um the you know like e recurring things you
you know like e recurring things you don't have to you know keep copying them
don't have to you know keep copying them and you can add them to your templates
and you can add them to your templates to make it easier for your team to use
to make it easier for your team to use now to wrap things up let's take a look
now to wrap things up let's take a look at another notion product notion
at another notion product notion calendar and what we can do to make the
calendar and what we can do to make the most out of this one 120 connect all of
most out of this one 120 connect all of your Google Calendars to do so simply
your Google Calendars to do so simply click on open notion calendar then go
click on open notion calendar then go into your settings at the very top uh
into your settings at the very top uh and then under your Integrations
and then under your Integrations calendars you can add any number of
calendars you can add any number of Google Calendars to show them all at one
Google Calendars to show them all at one glance 121 how to connect other
glance 121 how to connect other calendars to notion calendar it's it's
calendars to notion calendar it's it's not the best workaround but until notion
not the best workaround but until notion calendar integrates with all the other
calendar integrates with all the other tools it's the best option that we have
tools it's the best option that we have so uh this will differ based on the
so uh this will differ based on the calendar tools that you have I'll leave
calendar tools that you have I'll leave a few other links down below but
a few other links down below but basically for Apple calendar for example
basically for Apple calendar for example what you want to do is you want to open
what you want to do is you want to open it an Apple calendar and if you hover
it an Apple calendar and if you hover over it right so here my test calendar
over it right so here my test calendar you see there's this little person icon
you see there's this little person icon I can click on that and then I can say
I can click on that and then I can say here public calendar now with that uh
here public calendar now with that uh toggled on I will get um a version I
toggled on I will get um a version I will get a link of this that I can share
will get a link of this that I can share right so if I right click this uh
right so if I right click this uh sharing settings uh you get then this uh
sharing settings uh you get then this uh C link and now you can head over to
C link and now you can head over to Google Calendar and import that right
Google Calendar and import that right through adds adding it and this will
through adds adding it and this will basically sync all the events that you
basically sync all the events that you have in your Apple calendar into the
have in your Apple calendar into the Google Calender and that way will also
Google Calender and that way will also show in notion Cal 122 you scheduling
show in notion Cal 122 you scheduling links this is hands down my favorite
links this is hands down my favorite feature of notion calendar I use
feature of notion calendar I use scheduling tools like c.com absolutely
scheduling tools like c.com absolutely amazing but sometimes I just need a few
amazing but sometimes I just need a few quick scheduling options so all I need
quick scheduling options so all I need to do is press s and now I can highlight
to do is press s and now I can highlight availability in my calendar like this
availability in my calendar like this and then I can just share this link with
and then I can just share this link with the other person they can then book uh
the other person they can then book uh meeting now you see you have here um the
meeting now you see you have here um the the options right this all in the past
the options right this all in the past so it actually doesn't show me anything
so it actually doesn't show me anything so now I have some in the future it
so now I have some in the future it gives me this link option right I can
gives me this link option right I can click on Create and then I can just
click on Create and then I can just share this snippet here with someone and
share this snippet here with someone and they can book a meeting I can change the
they can book a meeting I can change the duration right currently it's 30 minutes
duration right currently it's 30 minutes I can uh change how much time in advance
I can uh change how much time in advance like they can Max book I can even
like they can Max book I can even actually turn this into like a tool that
actually turn this into like a tool that can recurringly book things right um so
can recurringly book things right um so I could say this is actually uh you know
I could say this is actually uh you know right now it can be used to multiple
right now it can be used to multiple meetings so I can share with sell people
meetings so I can share with sell people I can also say well this should only be
I can also say well this should only be used once plus it allows me now to avoid
used once plus it allows me now to avoid conflict at least in one C again not as
conflict at least in one C again not as thorough right and mature product as
thorough right and mature product as cal.com where you can have several
cal.com where you can have several calendars to check for uh conflicts but
calendars to check for uh conflicts but still very very uh solid uh option in
still very very uh solid uh option in order to make sure that you can quickly
order to make sure that you can quickly schedule meetings without any additional
schedule meetings without any additional you know back and forth number 123 show
you know back and forth number 123 show your notion database item in notion
your notion database item in notion calendar if you have any database in
calendar if you have any database in notion that contains a date property you
notion that contains a date property you can actually see that and overlay it in
can actually see that and overlay it in notion calendar so to do so we click
notion calendar so to do so we click here to create a new view our calendar
here to create a new view our calendar view and here you see that you have now
view and here you see that you have now this option to open this specific one in
this option to open this specific one in calendar before you open it here you can
calendar before you open it here you can actually if you wanted to set filters
actually if you wanted to set filters try to only show certain entries out of
try to only show certain entries out of it um but for me I want to show see
it um but for me I want to show see everything here so I will just click on
everything here so I will just click on open calender and this will now you know
open calender and this will now you know automatically launch lotion calendar and
automatically launch lotion calendar and we have added this now as the uh events
we have added this now as the uh events database now it takes a second to load
database now it takes a second to load but if I open my sitebar and reload this
but if I open my sitebar and reload this whole thing then we'll start seeing them
whole thing then we'll start seeing them show up and there they are so now you
show up and there they are so now you can see my You Know sample data here
can see my You Know sample data here from uh the notion database pops up as
from uh the notion database pops up as an overlay in notion R it's currently
an overlay in notion R it's currently all day events and I can also see that
all day events and I can also see that it comes from my events database right
it comes from my events database right if you sync several databases in here
if you sync several databases in here and the cool thing is I can now of
and the cool thing is I can now of course like reschedule them here right
course like reschedule them here right which makes it much easier to time loock
which makes it much easier to time loock right in notion it's a little bit
right in notion it's a little bit annoying having to go into app right
annoying having to go into app right lots of clicks you need to uh you know
lots of clicks you need to uh you know click into the entry right you need to
click into the entry right you need to say okay it's here we need to include
say okay it's here we need to include the dime and so on so on right that's
the dime and so on so on right that's that's pretty annoying so rather here we
that's pretty annoying so rather here we can simply then drag it somewhere we can
can simply then drag it somewhere we can like make it you know like assign this
like make it you know like assign this to dat right sometimes uh jumps back
to dat right sometimes uh jumps back quickly for a second until the actually
quickly for a second until the actually goes through a little bit buggy
goes through a little bit buggy sometimes but for the most part works
sometimes but for the most part works really well and then this of course like
really well and then this of course like SS back to notion right if I then look
SS back to notion right if I then look at my notion entries we see for the ones
at my notion entries we see for the ones that I you know time block that time is
that I you know time block that time is also here now it's not perfect yet in
also here now it's not perfect yet in particular it's a bit annoying that I
particular it's a bit annoying that I don't have the option to see any other
don't have the option to see any other properties in notion right so if you
properties in notion right so if you have like some some toles or so or some
have like some some toles or so or some some checkbox I can't modify them here
some checkbox I can't modify them here from canar I need to open a notion but
from canar I need to open a notion but it's great to Overlay just keep in mind
it's great to Overlay just keep in mind that this doesn't actually sync with
that this doesn't actually sync with your Google calar right these entries
your Google calar right these entries are only visible in nor calar so if you
are only visible in nor calar so if you have other things like for example c.com
have other things like for example c.com as a scheduling tool running they won't
as a scheduling tool running they won't be able to respect these blocks and
be able to respect these blocks and number
number 124 attach notion pages and quickly
124 attach notion pages and quickly share them with one click this makes it
share them with one click this makes it really easy to share meeting agendas or
really easy to share meeting agendas or any other documents for meeting with
any other documents for meeting with other people so for this test meeting
other people so for this test meeting right I created I can go in here now and
right I created I can go in here now and under docs and links since I have my
under docs and links since I have my notion connected I can find all my
notion connected I can find all my notion pages I can search for specific
notion pages I can search for specific one I can create a new one I can also
one I can create a new one I can also switch to workspace if have Cell Connect
switch to workspace if have Cell Connect ones and then what I can also do is
ones and then what I can also do is right from this page if I have other
right from this page if I have other participants here I can share that
participants here I can share that specific page with it so I don't need to
specific page with it so I don't need to jump to notion make sure my Shar
jump to notion make sure my Shar settings and accurate uh and if they use
settings and accurate uh and if they use notion count as well they will also see
notion count as well they will also see it in their little preview that it has
it in their little preview that it has been a document attached well looks like
been a document attached well looks like the list grew Beyond 117 but now I have
the list grew Beyond 117 but now I have to stop did you make it through the
to stop did you make it through the whole video did I have a favor to ask
whole video did I have a favor to ask comment below and let me know which one
comment below and let me know which one was your favorite tip and if you're not
was your favorite tip and if you're not done yet and want to learn more more
done yet and want to learn more more well you know what's next here's my list
well you know what's next here's my list of 99 notion tips from last year most of
of 99 notion tips from last year most of them haven't made into this video
them haven't made into this video because it would have gotten simply too
because it would have gotten simply too long so just click here and I will see
long so just click here and I will see you in a second
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