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117 Must-Know Notion Tips in 2025!

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are you looking to finally Master notion

you've come to the right place last year

I released a video with 99 notion tips

that went absolutely wild here on

YouTube but a lot has changed since then

so here are

117 notion tips to make you an absolute

notion Pro most of these are completely

different so even if you see the

previous video they have more than 80

new tips here and to make the video

easier to navigate I've broken it down

into seven categories first up

Aesthetics so how you can make notion

pretty second functionality how you can

build really cool stuff in notion number

three covers efficiency hacks so

everything that makes using notion much

easier and faster number four is all

about using notion as a team and number

five is about supercharging notion so

all about pushing it to the limits and

then we have the two new categories

compared to last year notion Ai and

notion calendar within each category we

start with the easier tips and work our

way to the really complex ones and for

specific tips I've actually also already

recorded in-depth tutorials you'll find

all of these in the video description

now let's kick things off with notion

Aesthetics these tips will help you

design better looking notion work spaces

because if something looks good you're

much more likely to actually use it

number one quickly switch between light

mode and dark mode this has probably the

biggest impact on how your notion looks

to change this you want to go to your

settings so in your sidebar and then uh

towards the bottom you find the system

settings and here under your personal

account my settings you see appearance

and account you have it set to light you

can switch it to your system settings or

to dark mode also you can press command

shift L on Mac or control shift L on

Windows to quickly switch between those

uh if you want a shortcut number two add

emojis anywhere this tip actually works

in any program not just in Ocean but

yeah if you want to insert emojis pretty

much anywhere you can use control

command space on Mac or the Windows key

plus the dot uh on uh Windows to open

the emji keyboard so that's how it looks

like we get our Emoji picker and now we

could you know about notion box can add

this Emoji we can add here for our story

right we can also search for it we can

add a megaphone and that way you know

just screws up the page and how it looks

number three get custom emojis and icons

for notion you probably already know

that you can also assign an icon to any

notion page either a default Emoji one

of notion icons or a custom upload but

ever since a recent update we can also

save these custom emojis and really

create our own unique icons so so here

we can after we dragged something in or

I wanted to upload something can now say

please add this to our workspace Library

let's just call let's call this our you

know uh official uh Muk click on Save

and now whenever we on another page want

to upload Emoji we have this one saved

so anyone in our workspace can use this

you can find your custom emojis after

you've uploaded them in the general

Emoji picker so you want to search for

the name that we added to it oops it was

Muk and there you see it uh we have it

in align with all our other Ms number

four is an e EG for rainbow cat all

right the jury is still out whether this

one is useful but see what happens if

you press up up down down left right

left right and then b and a all of the

sudden we get this like weird little uh

rainbow cat flying across our screen

it's a little eagon notion very fun

probably not the most useful your notion

uh you know designs but if you want to

impress a friend it's quite useful and

if you need to get rid of it afterwards

because it would just keep going simply

best command R to refresh your page and

after you do that it will disappear

number five use one color per page in

Ocean we have a total of 10 colors

available and you can access them by

highlighting any text and then clicking

here on this text color icon and you see

the 10 text colors and the corresponding

10 background colors alternatively we

can click on the six dots right and

change the color for the whole block

here now while we have 10 colors I would

recommend to start and stick with one

per page because this will help you

create a lot more cohesive looks than if

you have you know different colors for

every single element number six combine

your single color with a specific

specific background to do so click on

the six dots and then set the background

color uh to Yellow now you might

sometimes realize that it actually sets

now your text color back to black but

you can simply highlight the text and

then go on the text color menu and here

set it to yellow and now you have like

the yellow uh you know main font color

on a yellow background for a nice cive

look uh just as a reminder again right

if you were to go simply to the six dots

and then uh apply the color here you can

only choose one of them so you need to

use this combination of applying the

background to the whole block and then

applying the actual font color to the

text to get this uh you know layout

number seven experiment with

capitalizing your headers now this look

isn't for everyone but it's certainly

worth experimenting with it because it

can draw a lot of attention to your

heading in a nice way basically what you

want to do is you want to caliz every

single letter so instead of writing our

story like this you want to do our story

like this and you want to have uh one

space between uh every uh letter and

three spaces uh to indicate you know a

normal space and that way right again

you just get this slightly different

look than the other elements on your

page to uh you know break up an ocean

page and add some additional styling

elements number eight use the code

formatting to draw attention to text

this is probably one of my favorite

styling shortcuts in Ocean and it

involves turning something into code so

when you highlight something you can

click uh here on this Mark as code

option or simply press command e for the

shortcut and gives you this uh

background a little bit of padding and a

slightly different font now by default

it will always be gray on red but you

don't have to stick with it so you can

highlight this and then you can go in

right and say actually my you know the

one color I picked for this page is

yellow I want to bold it maybe also and

now you have this really nice you know

like a sort of tag like look uh to

highlight specific elements in your page

and you can not just use this uh in

within text to draw the eye but you can

also use it for the headings so again

same idea right we can press command e

here and now uh we have here the yellow

styling and we have this slightly gray

background we actually don't want that

but we know how to solve it right we

simply highlight it and then we say in

terms of the background please uh give

me actually the yellow background and

now we have also right like this other

type of font on our notion Pat otherwise

not possible to get uh to again right

just highlight these sections number

nine take a page out of the playbook for

better UI and use light gray text

whenever you explain something

particularly on text Heavy Pages like

this one this is a great trick to

deemphasize certain elements and create

a better balance in order to do so

simply highlight text and then go here

and pick the light gray text color and

you see if we do this for our different

elements here right if we apply the

light gray text everywhere we get now a

much nicer look that emphasizes the

actual point right in this case our

bestselling notion marks and just has

some slight context belowed another

great place to use this usually is uh in

the little text that goes directly

belong belong a headline right or here

for our current product lineup that was

probably something that we could

deemphasize as well and again just makes

it a bit more balanced number 10 toggles

toggles toggles toggles are my second

most favorite feature when it comes to

do layouts they're really handy again

when you want to break up a page and

make could feel less overwhelming so for

example here right we have a long block

about our story and maybe we don't need

to see that all the time so what we can

do is we can simply go in here and now

we can add type slash toggle and get a

toggle list this gives us this little

toggle and we can just say you know

learn more we can actually combine this

also with our previous tips right we can

either um highlight this as uh you know

code if you want to draw the eye to it

or probably we want to do the opposite

right we want to just like have this in

little gray in case someone needs to

find out more and we can simply take all

these elements and drag it behind it now

we can open and close this toer when we

need to you know read more about our

story or we can hide it and we can do

the same with whole sections right uh

besides our general toggle we have also

toggle headings so in order to do so you

can for example click on an existing

heading on the six dots and say turn

into and here we have now our normal

headings but down below we have our

toggle headings so we can say this is

actually a toggle heading and now we can

collapse it uh and expand it and

everything will be inside plus one other

thing to be aware of is as you can see

since I applied the uh back formatting

right to the headline this will actually

apply to everything inside of this

toggle giving it this little callout

like look on our page and if we do this

now for all our other headings right

that are less relevant we can tidy up

this giant long page with text into

something a lot more manageable number

11 use call outs to break up your page

now this is my favorite feature for

layouts because it's so versatile first

we're going to use it to Simply

highlight something right so we could go

here and type SL call out this is pretty

much the default look we have an emoji

right we can sort it out for example for

our custom emoji and then have a

background color and could simply drag

our our regular content in here right uh

you know and say something like about

notion Mar could even remove the main

heading and then just have this here at

the top could also insert right at any

point within like a big chunk of text

just to again call out the and call the

attention to this element but we can

take things also one step further and

use call outs to actually lay out our

whole page in order to do so let's

simply type callout and this time we

want to click on the Emoji and and we

want to remove it and this gives us a

much cleaner look if we combine this now

by setting the background of this to

default we just get a nice little block

with this subtle outline around which

can be really nice in order to style the

page for one we could use this in a two

column layout right again another great

tip for better page design by typing

slash column and then picking an amount

of columns on the page so for example

two uh we can now add this to one of

them and then we can duplicate it moving

a bit quicker here but we will go

through all these shortcuts later in

this tutorial and now we have these two

sections here and we could put any

context in here right so we could say

for example here these are our

headquarters and in the other one we

have some other information so we can uh

you know use it for a little bit of

information but we could also take it a

few steps further right and actually for

example move the whole element in there

right we could and go ahead here and say

well oops not columns call out and take

basically our whole page that we have

here uh down until here uh move it all

into this one big column and now have

this little uh you know again like

outline around page which just adds that

little uh design touch that can make all

the difference when you build your

notion Pages number 12 use notion

buttons for navigation to do so let's

add uh simply two columns here and then

in the left one our first button and

this one will be the button to maybe go

home right maybe this is our general

information page but we want to help

people find back their way to the main

company page so let's call this uh go

home we can uh click on here to add a

little icon and this might be if we keep

it in yellow let's switch that and like

let's add an arrow that uh goes back and

then here as the action we want to set

um open uh patrial or form and there we

can click on this little gray option and

now search for something for example our

no Marx home that should be hopefully a

page in here yeah there it is and now we

can set instead of Center Peak to full

page if we click on done now this

creates basically this navigation effect

where the second we click on this button

it brings us to this well empty demo

page but you get the gist and then to

complement things if you have this two

column layout and another page while we

can then just add like the view next

page uh button with a different uh icon

to indicate the standard navigation on

this page number 13 use images for

navigation so here we have a nice

product grid that takes into account a

lot of the design principles we already

talked about right we have one single

color we have this little C out around

it we have even um a deemphasized um you

know list section and we can now use

these images right for navigation

because we might link to the actual

product page so in order to do so we

click on the three dots and then here we

can say add Link in this case I will

simply add link to my own personal web

page right but you could do pretty much

any page and now you see the second

you've added a link here it gets this

little hover that indicates that you can

go there right if I have normal image it

doesn't give me that here it gives me

this indicates also where it goes right

and if I would click on this I jump

right to that page and that works of

course both for outside web pages but

also for your internal notion pages so

if you have your product page inside

notion you can also use this to quickly

jump between elements and further enrich

the layout of your page number 14 use

Simple tables to structure information

simple tables are great to quickly

display information and be able to

compare it so here we have our product

details right simply as plain text but

if we were to use it in a table instead

this is how it would look like much

easier to scan in order to do that in

notion simply type SL table and this

will give you the uh simple table and

now we can have our columns here right

we can add another one by clicking on

here we can make it fit the whole width

of the Page by clicking here right which

automatically expand different columns

we could of course manually reset them

if we wanted to and then we can click on

the three dots to give this uh sorry the

options to give this a header row or a

column row so let's stick with a header

row and then we can have our different

categories here right so column a uh

column uh B and column C uh one

additional tip if you want a little bit

extra style you can highlight the uh

specific column click on these six dots

and then actually change the color so

you could say that this one color right

I would like to format in yellow or if

you want to have divider columns inside

it right so for example if you have a a

very big table and you want to same

right so we want to visual visually

distinguish between them we could just

take this one right and as the color at

the gray background right and now we

have the sort of division here between

it of course this is currently

overwriting it but we could change it

for this specific one to also be then

gray number 15 ask notion AI to do the

heavy lifting for you we'll talk a lot

more about AI later but this is just

very useful in this context if you have

any of these situations or if you wonder

how could I display this in a you know

table you could simply highlight your

test and then ask a you know please I uh

format this as a table right if you have

Specific Instructions as for the table

you could do that but often times if

you're entirely sure how it could look

like just throwing it in there and

asking it to organize it will do wonders

number 16 keep your notion sidebar

organized and collapsed because as you

can see here in this notion demo

workspace of mine it can get cluttered

very quickly but this happens

particularly if you just always create

new pages right like clicking here and

they will all just stack here on this

top level since notion doesn't have any

build in folders you want to be careful

to not over the sidebar my favorite way

to do this is to Simply create one or

two catch all pages that will contain

the others so you see I've already

started here in this HQ page I have a

lot of pages in now this of course also

perfectly sorted you would go ahead and

right and probably either create

actually a database to sort them in or

create certain categories right so you

might have uh some private pages right

and you might stack them below here and

then some other pages but so like

already starting to collect them in

these sidebars uh in the side in top

level few top level Pages like in

folders is a great step so to do so we

can simply uh take any page that we have

right for example this new page and move

it into the HQ move this here as well

learn notion project management right

all of these can be tidied up here and

then moved into like further subfolders

if we need to and that way we have a

much cleaner look here on the side now

we want to ideally keep this like to

five or six top level Pages not more and

then if we have certain pages that we

need to access all the time so for

example the new notion features here

right we can simply go in and favorite

them and this creates this new section

here uh in your sidebar of favorites and

again uh try to limit it to three to

five favorites of loged pages that you

use the most that's already a much

cleaner look last but not least for the

side by you can also actually change the

order of these things right so you could

drag private to the very top although

favorite having does at the top makes

the most sense and then if you want to

if you have a lot of pages and you want

to limit how many are shown you can

click on these three dots and here you

see you can limit this to only five

items or to everything right by default

notion starts hiding them uh after five

but you can override it by always

clicking on these three dots number 17

pick your favorite notion look we

already talked about light mode versus

dark mode and using one color per page

to really get a visual identity but

there's one more setting that you can

modify in order to really make notion

your own and that is the actual font so

if you click on the three dots on the

top right corner you see that besides

the default font which I have here we

have also a serif font and then this

mono font uh to choose from and this

really Alters the way no looks now if

you prefer one of these other two looks

or even one of these looks in

combination with a small Tex

uh you can set that here on the top side

but this will only apply to this

specific page right so if I go to

another page you see it doesn't uh

persist so you can't just say all my

notion should look like this so how what

do we do do we always have to go in and

manually adjust this for everything no

there is a better way and here's how it

works in order to do so we want to

create a new top level page in our PRI

section right we've already organized it

so now let's add one more to this and

let's pick the table option we're

working with databases now and we want

to create a new table and we can simply

call this Pages can also give this an

icon right if you want to uh stick with

the color scheme right so let's go to

icons let's go to purple since our other

site it on are purple and pick a folder

and then here this is the trick we have

like a database we don't need to add any

other properties we can simply create

pages in here but what we'll do is we'll

set up a simple database template this

talk you know jumps a bit ahead we talk

about templates later but for now all we

want to do is we want to call this new

page and what we want to do is here on

the three dots now we can say well

please always give me the monol look

this is the one I prefer and then we can

click out of this we can click down here

below we can say set default and now

whenever we create any page here it will

automatically have my new settings right

so this new page if I open it up you see

that it automatically is set to Mono you

can also create new pages by simply

clicking here and this then enforces

that everything has this look and we

don't have to apply it every single time

again from scratch number 18 make things

full width by default notion always

gives you a lot of wide space around the

center part which looks very nice if you

just have text like this but particular

if you want to build dashboards and want

to use the whole with and use you know

columns in these layouts this can be

quite annoying so in order to get the

full page space you can click on the

three dots and then click on full width

just like with the font settings that we

talked about this is still something

that you need to do on a per page level

so if you create a new page it won't carry

carry

over but of course we can use the same

trick as for the uh font type so we can

go back to our database layout click on

the three uh dot run here click on the

three dots to edit the template we've

set up and then go here and make this

full width and now everything that we

create uh through this database template

will automatically be full withth as

well number 19 hide database titles for

a cleaner look whenever you use a link

database view to pull information in

from a main database onto your page you

often see that it shows you this page T

like this and to just make it look

cleaner you can click on the three dots

and hide it looks much better in my

opinion if you want it back because you

prefer it for navigation you can click

on the three dots and then on the layout

you can see here show database title we

can toggle it on and off again number 20

super narrow columns by default all

notion properties except for checkboxes

have a minimum width right so if you try

to resize them there's just no way to go

smaller than this unless it is a

checkbox of course but if you hold down

the option key while resizing you can

actually make it much much smaller and

that way get super super narrow columns

also if you don't use a checkbox

sometimes it's not very useful like here

but often times it's quite nice to

customize you know like just how much

you actually show number 21 empty view

names this is also really nice to make

your looks on databases much cleaner

what you can do is you can click into

your gallery view or wherever you have

the name you can click on new name and

you can simply put one space in here and

then it disappears and you don't have

anything in there combine this with a

custom icon right so in this case for

product may want like a folder icon

right or for here for this news table we

want to again like clear out it says

table and then just get the megaphone

for a news creates a much much better

look than if you have always the other

elements there the same is true for

database properties in theory right you

can also go in here and just put a space

in although for database properties I

don't recommend that because often times

when you need to reference them later in

automations there's kindly a little bug

that when that doesn't have a name it

actually can't be really referenced so

better to have a name in here unless you

absolutely want this minimal look number

22 use a visual design language for your

database properties this takes a moment

to set up but it will be a huge payoff

in particular if you have large database

like this so our task database as you

can see we have currently all the

default property icons right which

mostly means that we have all these

arrows for all relations and we have for

example this default priority and this

tag uh sign here now what I highly

recommend is that you go through it and

you actually make sure that you assign

custom icons to all of them that help

you quickly represent what it actually

means so for tag uh my favorite one is

to Simply look for tag right uh that is

very easily identifiable for um

relations I always would go with what it

actually identifies so for projects for

example you your project database like

check uh tasks have typically this

checkbox on me projects typically have

the globe so actually go in there and

then always whenever I have this

relation assign this same icon and that

means that if I have a large database

right parent task for example would be

probably like an an arrow that goes up

and subtask would be an arrow that goes

down uh and last let's do priority right

let's do like an actual alert one for

this one right and that means you can

now scan this quickly visually and it's

much much easier to identify what every

property means without having to

actually read the text just a little bit

but if you apply this across all your

database and you always use the same

principles why taxs are always this one

projects always this tasks always this

icon will make it much much easier for

you to quickly scan information number

23 use database layouts for a less

cluttered look once you have larger

databases you probably know the issue

there are so many properties and you

have to scroll past all of them to get

to the actual page body that it can be

quite distracting and there's a lot of

visual clutter you can of course hide

these properties where you can say Okay

priority that's something that I usually

don't want to see and then you you know

hide in below this like this like toggle

here three more properties but still

it's not perfect sometimes if you're

working a team right someone expands it

and then it's confusing again or you

might want to see things but not always

uh expanding everything so what to do

well the answer to this is Page layouts

a very recent notal feature so when you

hover over the title of a entry in a

database right so this is inside our

task database you see that we get this

customized layout option and once I

click in here I go into this new layout

Builder and what I can do here is first

and foremost the very easy fix to just

reduce the visual clutter is to move my

whole Property Group into the side panel

what this does is this second I apply

this to all pages and we go back to our

task we see now that we have no

properties left here and instead we get

this little view details button I can

click on it and now I have all my

properties on the site which means I can

visit the actual page body down here

together with all the information that

is like sort of pinned here on the site

much better I can also then go one step

further and actually uh customize it

further and say like there are some

properties that I always want to see and

those I want to pin so maybe I want to

pin the assign and I want to pin the

status and I want to pin the due date

right you shouldn't pin more than three

or four properties otherwise it gets

cluttered again but this is a good

number so we apply it to all pages now

again right we have this much much

easier way to read the actual task that

we have here plus if we need additional

information we can always do so by

clicking here or by expanding it through

the page uh open or close page icon over

there number 24 use property groups to

show and hide relevant information this

will make our layout even better let's

go back to customize layout and now here

if we click on our property group we can

actually add sections here this allows

us to then take certain properties for

example create by created time right

elements that are more like supporting

properties and move them out of the way

so let's do this let's say we have a new

section we have like uh this these will

be our main properties and we can create

another one with our helper properties

and now what I can do is I can uh you

know move the helper properties below

and I can take these elements right for

example task ID I don't need that

usually I don't need the last edit time

pull request created time and create by

all down here maybe even the AI summary

maybe that's even something that I don't

usually need maybe I need it just for

you know some other automations and I

click on apply to all pages and now

right if I open this I have two things I

have my main properties and h properties

I can collapse the h properties all

together so they don't annoy me and I

have now my main properties up here same

idea if you have like a lot of

properties that serve different purposes

in your database you could create

sections for each of them right so maybe

in your deal pipeline you have you know

like the initial Discovery and certain

properties that belong to that but later

then when you work with someone where

you have other properties and you can

create it like that until notion allows

us to create different layouts for

different R now let's look at my

functionality tips and how you can build

really really cool things in notion

number 25 sign up to my newsletter And

subscribe to this YouTube channel number

26 use notion to quickly publish sites

here I have a page I want to share with

the world because everyone should know

how to care for their notion Mark to do

so very easy click on share in the top

right corner and then here you could

actually invite someone as a guest to

this page if they have a notion account

or if you want to generally share it

with everyone you can click on publish

and then here on publish and this gives

you just within seconds uh this URL that

you can share with anyone anyone can

access it via Google right it's just

like a general share link for G drive

you can also set a certain link

expiration right if you only want to

have it there for a certain time if you

have duplicate template on they can also

duplicate it so in this case since I

don't want anyone to copy these SC

instructions I will just turn this off

and now I can just go to any browser and

look at this page on the web number 27

get a custom header for your notion site

published notion pages also have

additional design options that you don't

have for simple internal notion Pages if

you go back to share and then to the

publish setting you see you have site

customization and once we open this we

get another customized Builder similar

to the database layouts here what we can

do is first we can decide what theme

should apply because unlike your system

settings a page on the web will have

different uh layouts so like if you want

to always have light mode or always dark

mode you need to set this here

separately or you can allow the system

to choose depending on what the user has

it currently set to you can also change

the favicon which is this little icon

right that pops up in the uh in the

browser when someone navigates to your

page and you can customize your header

currently as you can see we have the

name of our page we have search and then

this made with motion but we can go

actually here and say we don't want to

see the breadcrumbs we don't want to see

search if we uh have like a custom

domain we can also turn off the notion

Watermark and now we can actually add a

header so navigation in order to do so

we need pages that are nested inside the

page that we actually share so here on

how to care for your notion page I have

two pages uh down below I'll show them

you to you in a second and we can add

them now by clicking here and saying

well buy more ocean mark and our block

those should be the general options that

people see up here like in any normal

website uh header uh this will persist

right so we have now our two pages that

are down below here if I go to um view

the site on the browser uh in a second

we'll see we have that here right like a

little bit zoomed out and then I have my

two options here that I can navigate to

by simply clicking to them and if I

click into any of these Pages you see

the header persists right so I don't

need to set it separately on these sub

Pages it's automatically there number 28

get a custom domain for your notion when

you first publish a site you see that it

will automatically give you a slug and

if you never adjusted this this will

actually be a very random one but you

don't have to stick with this you can

get something custom like in this case

you know my Matias FR Consulting notion.

site and to do so you want to click here

on this drop down and then you can go on

manage all domains here you go to your

settings and under the settings on the

sites you see now that I currently have

one domain now depending on your notion

plan you can actually add up to five

custom domains if you don't have any you

can at least add one and then to do so

simply click on new domain you can enter

you know for your notion domain whatever

it is that you want and then you can

claim it and you can switch between them

alternatively you can also connect your

custom domain right so again by clicking

on new domain and connecting a custom

domain you can have pretty much anything

and then it also removes the notion.

sight slack and you can remove the

notion Watermark number 29 see all of

your published Pages same place as for

domains right so in your settings and

then sites we see all the sites that we

currently have published in this

workspace we have quite a few templates

published which is correct right we want

them there but in case you particular if

you work with a team right you might

want to check okay who actually

published the page since when has it

been published and have one option to go

from already here right disconnect all

of them by going to the specific

settings for that page right and

unpublishing them so they don't expose

data for longer than you actually want

to number 30 Master the at command this

is one of the most useful little tricks

in those basically whenever you tap type

add uh in any page you get a few options

three to be precise you can either

reference a date or a remind function

you can reference a person in your

workspace or or you can link to a page

so what happens if we link to a date

right if be link to to date this simply

means that today it shows a date

tomorrow this will show yesterday and

then after a while it will simply

default to showing me the date which is

kind of a dynamic time stamp kind of

nice if you do this with uh the remind

thing right if you write like remind uh

tomorrow uh you know and like uh 10

something like that you will actually

get a little notification option this is

a bit finicky so I don't use this

feature very often but if you you know

want to be reminded through that you

could do so and tagging a person is

super useful because it will send them a

little notification right so to let them

know you know hey I pinged it here since

this is in a private page currently also

get this reminder to add that person to

actually this page uh it will pop up in

the notifications and I can say know

Matas please uh have uh uh look at this

works both in a normal page but also in

the comment section of a page right I

could also do this here you know at

person and then do the same wherever you

can type you have these add commands and

last but not least which is probably the

most useful or like the most often used

uh use for the add command is you can

search for any page in your workspace

and Link it so remember we have for

example uh like pages right so if I want

to reference set I can simply type add

say pages and now I can link to that and

now I have this Perman link here that I

can click on and quickly jump to it

super useful particular if you later use

more and more databases to organize your

pages right so they don't fill up your

side bar and you still want to aggregate

all the information on a single page

right so if you have like 15 different

documents right they are all in your

database and then you want to reference

five of them on one page with the add

command you can simply do so number 31

drag and drop files directly into the

upload field where I notion you have a

files media property you can simply take

any files and drag and drop them in

there to upload it with one click then

you don't have to click into it and you

know do the other clicks to chose the

file blah blah blah do all these steps

plus if you use the new database layout

right and you can also get this nicer

preview for f media to do so under

customized layout you want to make sure

that you click here on this plus and

then uh add your files and media

property as a large uh element to that page

page

and here you then see that you have uh

you know this slightly bigger preview

than if you had it simply in the site

here number 32 must create database

entries if you want to create a lot of

tasks or other database entries at once

here are two tips to make it quicker the

first one is through the normal database

UI you can simply click on new task

right you have you know sort of task one

here and now after you press enter you

can simply press shift enter which will

give you a new entry you need to press

an enter again to edit it and now I can

you know call this task two and so on

and that way it's like you know takes a

moment but I can still like fairly

quickly add new entries much faster

however is to Simply go into your page

right have an uned list or simply new

lines right and just do like task four

task five uh task six whatever you need

to type and then after you're done you

can simply select all your entries and

drag them into the database now here's

one trick though if you drag them into

another entry so where you see the whole

blue thing is highlighted uh they will

just disappear because it will go into

the body of this page as you can see so

that's not what we want to happen so

when you drag and drop you want to make

sure that you see this line in between

that way you create new entries for all

of them if you uh drop them in the

database like this and you can much

quicker create a lot of tasks at once

number 33 use notion home or turn it off

notion home is the thing that appears

here in your side by the very top and

it's sort of Notions pre-built personal

dashboard it's quite nice for beginners

often times though when you start

setting up your notion how you like it

you'll realize that you rather build

your own dashbot so it is a bit of a

LoveHate relationship with this element

if you want to keep it uh you can click

on the three dots in the top right

corner and then you can make sure that

like the um default start page is

actually home which means whenever you

start using notion again right if you

launch up it will pull that up if you

don't want that you can change it to

either your last visited page or my

personal favorite the top bar page in

the sidebar because that way it will

usually pick your first favorite that

you have here right if you of course

reorder this like this then it will pick

the back end but in favorites you can

also just drag and drop them around and

then make sure that you uh you know have

control over the page that always gets

added automatically

otherwise notion home will show you an

overview over your recently open pages

if you have notion calendar installed

which we'll talk about later you will

see your upcoming meetings here you can

set up uh the task view to pull in tasks

uh that one comes in a second as well

and then you have to learn and feature

section if you want to customize this

you can actually also click on the three

dots and then say here under show hi

widges turn certain month oh right I

don't like learn I don't like feature

templates plus if you're in a team

environment you will have two additional

views here that I'll show you in a

second and here we go like magic we see

we have a suggested for you and a

trending page and this will try to

identify with the help of AI you know a

what are the pages that people keep

looking at in your workspace so which

ones are trending and what based on what

you looked at right what you might want

to like check out next number 34

aggregate your tasks across databases in

notion home this is by far the most

powerful feature of notion home it's

actually quite unfortunate we only can

have it there and not as a general

building block basically in nation it's

impossible to see entries that live in

different databases in one and the same

view so as you can see we have two task

databases here but we can't just combine

that uh now in general my big big

recommendation is when you set up your

notion workspace to make sure that you

have one Global database per entry so

you should always avoid having two task

databases but there are some situations

where you can't get around it particular

when it comes to permissions so for

example if you need to set up different

task databases because you work with a

lot of clients and they can't see each

other's tasks in this case you might

still want to be able to see them in one

place and to do so we can click on the

task database on uh the settings and

then go to customize tasks and here will

be under settings this option tasks see

your tasks in home if you don't see it

here click on see more and once we do

that we can then uh like first like

quickly remove this uh so we we we can

readit so we click back on tasks and

here it will now allow us to map our

properties so in order to be visible in

home we need an assigning we need a

status property and we need a due date

so assigning and due date is

automatically identified and then for

the status we just click in here and say

well it is the status property and let's

say turn into task case the same will go

here right task database we go uh

through it we we will say okay please

here and customize Tas base please add

this to my home same responsible as this

we have a status property and we have a

du date and let's turn this into one as

well and now if we head back to our home

we will see that we have um like in

general the option to display this task

view I have it currently hidden but you

can again might go through three dots

show my widgets and then show my tasks

and now you see I have this centralized

view which pulls in entries both from my

task database and from the tasks DB uh

you can then adjust the views right so

you could say actually don't want to see

this as a list I want to see this as a

bot whatever it is that you want to

display it at uh and you can have them

all in one place what's cool if you now

create a new task uh through this you

know General view you can in the top

here switch uh where you want to

actually add it to right to which of

your task you see I have a bunch of Tas

Bas set up in this workspace uh and that

way you can easily enter it then to the

place where it actually belongs number

35 pin a tab to make it permanently

accessible if you haven't already I

highly recommend that you start using

the desktop app for option because

simply faster and has a few really cool

features one of them is that you have uh

the option to pin tabs to for pages that

are like just used a ton so this you can

see I have already two pins it gives you

this slight different look you can

simply right click any Tab and then say

please pin this tab and we'll turn it

then into this little uh logo right

where if you have a page icon will just

show that otherwise it will just show

the start of the page now the really

cool thing is even if you like click out

of this so let's say for example I have

my YouTube pipeline uh pin if I click

into any of these entries right then I

open them up uh instead of losing this

pin it simply creates a new page for me

which makes it much much easier for you

to you know have your central few pages

always accessible and then you know

avoid having just hundreds and hundreds

of tabs which I had before number 36 log

out of all devices at once just a very

good security feature to be aware of if

you go to your sidebar and then to

settings at the bottom you can switch

here on the settings to my account and

then if you scroll down to the bottom

you see all the devices where you're

currently locked in So currently I have

this like one device in the US right so

I might want to lock out of this one to

make sure that no one misuses that

whereas the other one but that's totally

fine I'm fine with keeping that but just

yeah like quick way to get out of all

the accounts if you need to number 37

recover accidentally deleted elements

remember our amazing notion Ms helper

page well it would be really unfortunate

if someone by accident deleted a lot of

stuff right so we could for example just

highlight this and then it's gone that's

of course bad if you notice it in the

second right you can simply press

command Z and then it's there again but

what if you know you don't really

realize maybe someone else in your team

deletes it or you only come back a few

days later what else can you do well if

you deleted a complete page you can find

it actually down below here in the trash

this is where your whole pages go but of

course currently nothing is here because

what i delet is part of that page right

it's not a page itself in order to

retrieve that you want to click here on

the top right corner and then on the

three Nots and then you find the page

history so if we scroll down we see uh

updates analytics and then version

history so under updates analytics we

can simply see what happened right

someone removed this so one way to do uh

to get it back is to Simply click on

view version for this update or

alternatively you can uh go to version

history both of them will show you the

same thing this overview of past edits

of this page now since I only created

this page yesterday and just pasted

everything in currently I will only see

these 37 things but in a moment we'll

actually see this change just one second

all right now it's here so we have our

current version history where it is

deleted and we have the previous version

history and if we wanted do we can click

on any of these previous versions and

click on restore and then it will pull

in all these blocks that we have there

alternatively you can actually also just

copy elements from that page right if

you have certain textt and like then

paste it on your main page although

that's less reliable I would highly

recommend to restoring just a previous

version number 38 recover deleted

properties on a database if you

accidentally delete a property on a

database you need to recover them

slightly differently so let's say we by

accident removed uh you know TX that's

not good we really needed it uh but

don't worry what we can do is we can

click on the three dots and then under

properties we have now this new area for

deleted properties and this will show

you everything that ever exists on the

state database and with just one click

you can restore it and also restores all

the information that you previously had

there number 39 freeze columns in big

databases speaking of big databases with

a lot of properties even on a big screen

you will always be in a situation right

where you need to scroll vertically on

your databases and that can suck because

you sort of lose the context of what

it's actually about so you might not

know what does Sprint 2 actually relate

to here so in order to solve this you

can write click any property and then

click freeze to up to column and now if

I move to the side you'll see that this

part of the database stays in place and

we can go as far right we can say up to

the due date uh we want to freeze and

that way we have always the most

important information here while we can

scroll through the other elements now

very importantly freezing uh up to up to

a column will keep everything in front

of it uh you know in place so you can't

say Okay freeze this column and this

column and ignore a that doesn't work

you would need to move a you know

outside of it and now if you say due

rate freeze up to column uh then you can

you know like have it scroll like this

otherwise it's not possible number 40

make your relation picker more useful

wherever you have a relation to another

database or to the same database so in

this case right on the projects uh for

our is blocking uh property if you click

into it you can actually add additional

context and this is super useful

particular for a very long entri SP you

have a lot of things that might have

similar names in order to do so simply

click on the three dots and now you can

turn on all the properties from the main

database here right so we could for

example say who is actually the owner of

a specific project right or what is the

status now we don't want to go overbo

right because we don't have a lot of

space here but that makes it much easier

to navigate these properties particular

if they are you know very long so

particular on task right if we go in

here and we have a ton of tasks we see

we have probably too many properties on

here so let's turn off uh due uh

priority and Sprint but now that we see

the status and the person right it's

easier to link to other task and make

sure that we actually link to Tas it are

for us rather than from people who are

elsewhere number 41 understand Master

databases one of the biggest mistakes

people make when they start using notion

is that they sort of treat databases

like pages in a spreadsheet you know

when you track your things in in Excel

or Google Sheets that you create a new

spreadsheet whenever you want to add a

few more tasks and then you end up with

this situation where you have dozens of

task databases uh dozens of projects and

everything is scattered that's

definitely not what we want to have in

notion databases in notion are so

amazing because they allow us to have

one central place for all of our tasks

for example or for all of our projects

and then we can interconnect it with the

other elements in our system and we can

build views and a lot of complex things

on top of that you know as int triced as

you want to build your system or as

simple as you want it to be but at its

core we always need to follow one

concept for every type of element right

so for a task or for a meeting we want

to have one database so this is a sample

setup right for a company where we have

docs and meetings okas projects tasks

and then our teams and again very

important right that you don't set up

different task databases for different

teams everything should have go into one

task database uh if possible and then

you use a teams database instead and a

relation to indicate okay does this task

belong to sales or does this task belong

to it

or if you have a more personal use case

and this is what your setup might look

like you have again projects and tasks

uh but you know one for all of them and

then you have personal goals and if you

want to you know break down your

different projects or tasks into

personal goals you can do that with

relation you don't need to create

separate task lists for each of them you

have then your notes and you have your

resources and then you can have your

books articles social media and movies

in there so yeah try to limit the number

of databases right that's one of the

biggest biggest mistakes that people

make like I definitely fell into that

trap I had so many different databases

for TS and projects in the beginning but

simplifying your system uh whether it's

you know for more complex setup like

this or just like simple projects and

tasks at the end of the day will greatly

help you use notion number 42 organize

your master databases when you set up

your databases you probably create them

initially as inline databases so by

simply tying slash and then database

right whatever you create here this

might be your task database and then you

set it up like that but this is actually

not what you want to do what you want to

do is you want to make sure that these

are full page databases and it has to do

with link views that we will touch on

later but basically what you want to do

is you want to make sure that wherever

you have one of your main databases you

want to click on the six dots and you

want to say uh turn into page and then

once you have all of your main databases

uh created that way you want to move

them into your backend right or into one

single location where you have all your

master databases that means you have now

one single place where you can check for

all your databases also in the future

right if you forgot did you actually

create a database for that you have them

all in one single place and you don't

accidentally delete them because later

we are going to build a bunch of

dashboard pages right that will collect

our different use of databases and uh if

we then delete one it's actually quite

easy to accidentally delete a main

database if it is a link you right just

to uh show you the difference if you

type create and then take a link view of

a database uh and say let's okay let's

take one of our many task databases

right it indicates with this little

arrow that it is only a link view so we

can delete this without having any issue

but if we had our main database here in

line if we would delete that we would

delete it with all the content in it

which is not good so keep your databases

as main full Pages stored away in your

back end and then when you click on it

right d you will also be able to tell

the difference because here there's no

way to add any blocks below or above the

only thing that you can add is a little

bit of a description if you need to

right but this is fine because this is

the backend F that you typically want

work on it's just for you to set up your

database structure number 43 set up

Master views in notion if you are on the

main version of your database which

again is much easier to find if you

organize all your databases in one

single back end you can set up these

Master views that you can reference

everywhere else in your workspace very

easily so let's say for example on tasks

right one thing that's super useful to

see is just my task for today in a nice

minimal view let's click on plus here

and then let's say I want an empty View

and I want here a list view uh what I

want is to open the pages in side Peak

that is fine I want the page icons that

is also fine and now what I can say is

okay I want the list VI and all I want

to show here is uh the current due date

right so I will say uh due date is um uh

today is uh today and then we want to

also maybe show one other property right

that's always ni in uh in in one of

these type of views I want to see the

project that they belong to perfect so

now that I have this very simple view

which I can uh name today right and I

can give it a little calendar icon just

to make it easily distinguishable I can

go anywhere else in my workspace let's

just take the back end but let's pretend

this is a a useful dashboard that I'm

building and I can reference it I can

say slash create and on the link

database view if I now take my task

database you see that I have all these

views that I have pre-built on the main

instance that I can quickly which just

one click load so rather than having to

build this today view over and over

again I can just click it uh and

reference it immediately and again this

is only possible for views that we buil

on the main instance if I build another

view here on uh this uh linked database

you right if I just duplicate this and

call this uh tomorrow and change uh the

filter from uh is today to is uh

tomorrow and we try to reference it in

another instance right we go through the

same steps cre link view of database

tasks we see it's not there it needs to

be created on the central uh Pages which

again another argument to have it

organized like this and then setting up

all your most view views once so you

don't have to rebuild them every single

time number 44 speed up your workflows

with database templates we've already

seen a little bit of the power of notion

data templates earlier when we used it

to always apply the same uh font for

every page but now we can take it one

step further so here's an example where

we have a Content Pipeline and whenever

we have a piece of content we might want

to go through certain steps now rather

than having to go in right and creating

a new page and just saying okay this is

a blog post and then uh opening up this

page and then uh you know writing okay

my my blog posts always need to have a

title they always need to have uh a

keyword right and they always need to

have a CTA and then you know turning uh

these uh with a few clicks uh into my

headings and then you know like adding

so we have a lot of repeatable content

that is the the gist and instead of

having to do this every single time we

can simply create a template uh in

notion templates can be created on any

database and you do so by clicking on

the blue drop down you can actually

create this template anywhere it doesn't

matter whether it's on the main view of

the database right or on a link view it

will be shared across the system but

still right just as a good practi is to

do it on your main instance so let's go

in here and we see we've already created

a few templates here like a blog post

template and we can inspect them by

clicking on the three dots and then

clicking on edit this will load it and

we see at the very top you adding a

template right this tells me I'm not

creating a new page I'm currently adding

a template and my blog post template has

currently these steps which means

whenever I apply this template right so

if I uh go here new page and I say open

this and please choose this template it

will load all these blocks that I

pre-created and your creativity here is

pretty much U you know there there no no

limits to it when you create a new

template you can set anything you can

set a title right so this is uh a new

template you can also set an icon and

this icon will be loaded whenever this

template is applied which is a great way

to get you know like a consistent uh

icon structure here on the side you can

also uh have the template automatically

apply cover if you want to and you can

set any properties right so if I want to

say this new template it should always

start at the in review stage and the

channel should always be YouTube well we

can do so absolutely no problem and then

we can add whatever we want to the body

of the page let's actually open this as

a full page here for the moment we still

see that we adding a template anything

that I add in here will be loaded

whenever I apply this and that includes

other pages so if I for whatever reason

might wanted to go a few levels deep and

said okay you know whenever we create um

this new template there are like sort of

three elements that we need to create we

need to create a you know we have have a

creative uh brief we have a sponsorship

uh agreement and may we have who knows

um like a a lead magnet and I want to

create all of these on separate pages

well I can simply do that but I can turn

them into um pages I can assign them

icons if I wanted to right let's just uh

get like creative brief sponsorship and

uh lead magnet and then whenever we uh

uh use this on a new page let's go in

here here we see that this gets applied

and I get three new pages this is super

super powerful right so whatever you do

that you do on a recurring basis you can

set up as a template no one word of

warning though when you do this uh avoid

creating a database inside a template

because just like all the other content

this database will created every single

time right so a big mistake that I often

see people make is that they set up

their template and then they go in and

then say Okay I want a database here

right I want to in my database to

organize my task I create a new database

and this will be called tasks now this

means whenever I create you know apply

this template uh we get a new instance

of this task database and that as we

already know is bad because now we no

longer have our Central database and you

see now one of the reasons right why

this is a bad structure I have my task

in here now I create a new template I

apply this again uh it loads in and I

see that here in task there's nothing

right here I have an entry in tasks but

here in this task list I don't have it

right so I need to create my task two in

here and I have never any easy way to

see all my tasks in one place so when

you use databases in templates make sure

to always create your database elsewhere

in your central back end and then pull

it in with a link view Right Use the uh

Slash create link view option we're

talking about that in a second to pull

that link view in and that way you have

one instance in your back end everything

is in sync and you don't end up with

hundreds of these little Tas databases

number 45 make use of dynamic data in

templates in this example we have a

meeting database and if we inspect the

template that we already have on this

meeting database we see that we have a

bunch of properties for example we have

the date and we have the attendees and

currently they are all set to empty

right so which means whenever we apply

create a new meeting we have to fill

them out manually but we can use Dynamic

data to make it a bit easier if we click

here into date we see that one of the

options besides picking actual dat is

time when duplicated or date when

duplicated which means it simply fills

in the date whenever we apply this

meeting now we can't do unfortunately

you know like something for tomorrow but

still it's better to have like today's

date filled in than no date for

something where we always want the date

assigned to and for attendees we know

that pretty much always uh I will be a

part of this right if I'm the one who

creates this meeting then I'm definitely

a part of it if you already know that

you know new meeting has always the same

view we can of course add them there but

is already a great step which means now

if I create a new meeting right uh I

actually have this meeting preloaded

with the current date and me as an

attendee one other thing that you'll

notice compared to before is here I just

click on new page and automatically

already applies this right there's no

need for me to actually click and select

this and that's because I've set this

meeting as the default one if you create

a new template uh empty will still be

the default which means you can choose

right so if I set it back to this and we

create a new page we see it doesn't

apply anything I can uh open it up and

then I have the option to pick it but if

you only have one template on a database

right and there's no need to choose

between several different layers then

make sure you make your one default one

uh well the default so you can save one

click every single time number 46 apply

a template to several Pages at once as

you work with templates more and more

you'll soon realize that it's actually

quite hard to apply a template to a lot

of entries at once so here we have 10

bucks and we want to add them to our

task database and we see we actually

have a specific uh you know Buck

property for it um but if we now take

all of these entries right and we move

them all into task we realize well

nothing gets applied not even the

default right so I would need to click

into every single one and apply this

template quite annoying luckily there's

a work around though it's quite hidden

in notion UI so let's move all of these

out there and then what we need to do is

we first actually need to turn them back

into plain text because it doesn't work

if it's already a page so let's click on

the six dotts and say turn into text now

we can highlight all 10 of them and if

we click now on these six dots and turn

into we see that we now get this page in

option and here in this page in we can

now search for the name of the template

very important right task is actually

the database but we don't want to choose

that we want to search for the name of

the template and this template is called

Bug so we search for bug and we see ah

we have this oops sorry we have this

Buck template here in our uh task

database and if I click here it will now

turn all of these into Buck templates

you see I have my 10 entries in here now

uh the template has been applied and

they actually remain here as links right

so they are they're just linked

instances so we can remove them without

any issue right if we don't want them uh

here right they won't delete the actual

entries but it's the quickest way to

apply a template to dozens of pages at

once number 47 reapply a template to an

old entry this also happens all the time

you edit an entry to a datab base but it

has the wrong template that might either

be because you had a default set right

so here as you remember we have the

regular task set so if we you know add

you know another bug number 11 oh no it

has the task out of task template

applied and we would like rather have

the bug template or it might be that you

created a new template forast right you

might have updated it and updating a

template doesn't retroactively applied

to your old entries so what can you do

well very easily you can simply open

your page where you have the entry and

then we wait for it to load or we take

another example where it has already

loaded it right and what we can simply

do is we can select everything in the

page body and to do so we simply press

command a twice command a once just

selects the line command a twice selects

everything in the page body and now we

cut that out right so press command X to

remove it and now you see we get back to

our uh template selection so now we can

uh indicate that this is actually a bug

right it will automatically apply

everything it will change the icon uh

change all the other properties that we

want to set and will load in this new

property and then we can simply paste in

the content that we had previously right

if it was relevant so to sum up simply

remove everything from the body of a

page and then you can reselect a

template and reapply it number 48 use

sync blocks to mass update templates

this is pretty much the only way of how

you can retroactively change pages that

already have a certain layout so let's

say we men a hand right and we create a

new template for like a new uh standard

page uh in our workspace and then we

have a few elements there and maybe at

the very top right we want in a small

little call out we want some uh Navar to

quickly move around our workspace now

the the problem of course is that if we

um you know let's set this quickly as

default and then uh let's uh create a

new page to test this right this is our

test uh page we open it up and we have

our na band there all good now the

problem is uh if you now go in here and

update this and sa for the template

actually in my Naf bar I have one

element and then I have another element

right so I let's use the add command

from earlier right and we want to have

home here that we link to uh do we have

a home here no let's uh let's link uh

our back end uh that's a good one so we

always can access our databases quickly

uh we go now back to the page that we

previously created and we see oh no the

na doesn't have it right uh doesn't get

appli so we would need to delete

everything that's of course annoying now

what we can do instead is we can create

a synced block sync blocks are super

useful in for a bunch of things because

they will keep your content in sync to

do so type SL sync and now what we can

do is we can just add something here for

example we can just have you know have

some text and then what we can do is we

can click on copy and sync and wherever

I paste this now can be anywhere else in

my workspace I get this other red block

and everything in here will stay in syn

right if I add something here it gets

added here if I add something uh there

it gets added there as well so great way

to keep this in sync and now we can

utilize this feature together with

templates to create auto updating

templates to do so let's uh move our

call out in here right so let's type SL

callout let's call this nav bar let's do

this and let's have again you know our

backend in Here and Now what we can do

is we can copy and sync and we can go to

our template and say okay let's edit

this temp template and uh you know

replace our default nav bar with this

sync block if we Now quickly apply this

here once what what we'll see is that we

can now carry over any changes to all

the pages so if I now update this you

know with uh another thing and we open

up our page we see we have now another

thing here as well so sync block is one

of the best ways to make sure that

certain elements stay in sync across all

your templates even if you change them

later on number 49 build 100 of

dashboards quickly with self referential

filters this is hands down my favorite

feature notion what made me initially

fall in love with the tool I still

remember watching video from Ki where he

talked about his three favorite words in

notion self referential filter now that

sounds complicated but it's actually

really easy the use case for this is as

follows we already have our information

organized in databases right so for

example projects and tasks and then

we've created relations between our

different setups right to connect

certain tasks to a project so far so

good what we of course would like to see

is if we click into a project right

which tasks are associated with it and

we can of course do that by clicking you

know like opening this and then seeing

here the task but that's not that great

right because we don't have barely any

context on them uh like if we have a

whole bunch of them we can't filter for

it it's not not really convenient so

what I always do is I always uh hide

this property at here and then I instead

create a link database you in the body

of this temp uh page right so we say

create link view of database we take the

tasks and this is actually called simple

task I have too many tasks databases in

this demo workspace uh and then what we

want to do is you want to set here a

filter where we say okay please only

show me the tasks where the project is

finding new apartment and now I only

have the tasks right that belong to this

project but of course that's not very

efficient because I would need to set it

up for every single one right in

particular if we don't just have task

but let's imagine we have three other

elements right let's say we have tasks

meetings and docs uh it would be a mess

having to set it up for every single

project so instead what we do we go and

use a template so let's set up a new

template let's call this new project and

let's follow some best practices and add

an icon right we want to make sure we

always use our one standard icon for

project here and then the body of the

page we can say okay let's give me an H2

actually let's call this uh tasks and

then here we go through the same steps

right create uh link view pick simple

tasks pick our table view that's perfect

we can hide a database title to make

this look cleaner we can give this an

empty view name right uh and our check

mark from before so using some other

tips from earlier for a very clean look

and now what we can do if we go to

filter add Advanced filter we can say

where project contains and at the very

top we will see the name of the template

the topmost element will always be the

template that you're currently editing

so let's set that and the cool thing

about this is that this is now Dynamic

so whenever we apply this template

anywhere will automatically update so

here finish 100 books right we haven't

set anything up I click on here and

we'll automatically pull it in there are

no tasks associated with it but we get

our setup and if I have the other thing

right building number one notion

consultant in Europe which is my goal

for next year we see the two tasks that

are associated with it automatically

show up here this is amazing because

again right we can create now dozens of

projects and will always pull in always

the associated elements without any

additional work and number 50 make your

templates recurring let's say for

example I have a journal and in this

journal I've set up a simple uh template

my Daily Journal template right uh we

have this here we actually don't have a

dynamic date yet but we can just do this

while we Ed it right we can say today

they will duplicate we can even improve

this further by saying you know Daily

Journal and Dash and also use the at

method right and also here put in you

know date when duplicate so that we have

the date also in the title perfect now

instead of just having to click here

every day right to create this template

I can automate this and I can go in and

do this by clicking on the three dots

then on the uh three dots here and now

uh set to repeat so I can say I would

like to repeat this daily weekly right

for weekly you can also pick the days of

the week so let's actually say I always

want to uh you know Journal uh during

the week but not on weekends so I will

select all of these say every week and I

want to create this always at 7 you know

in the morning I can click save now

every week it will spawn a new or every

day during the week it will spawn a new

entry of me that pops up here without me

having to do anything number 51 create

recurring tasks in notion recurring

tasks in notion are finally possible I

just want to quickly show you how to set

them up in a very base version but I

have a tutorial linked Below in the

description that goes over all the

different variations and more advanced

tips that you can do but basically what

you want to do is you want to have in

your task database uh one additional

property that indicates how often

something should be repe rep it in this

case I use just a number property and I

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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117 Must-Know Notion Tips in 2025!