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Lesson 23 / 50 · Version 2.2.0
Notion Pages and Databases
- Level
- Beginner
- Duration
- 15 min learn + 15 min apply
- Prerequisites:
- None
Why it matters: Notion can be a wiki, a CRM, or a content calendar, and the difference is whether you chose pages or databases deliberately. A small, well-designed database beats a sprawl of pages.
By the end you can:
- Choose between a page and a database
- Design properties from the questions the team asks
- Use views and relations
- Avoid duplicated data
Learn (15 min)
1. Pages vs. databases (5 min)
Use a page for a document (guide, brief, meeting note). Use a database for many similar records that need filtering and sorting. A database row is also a page, so it holds properties and rich content.
2. Design properties from decisions (5 min)
Ask: what questions must this answer? For a content calendar: "What's due this week?", "Who owns it?", "What's waiting on review?"
| Property | Type | Answers |
|---|---|---|
| Title | Title | What is it |
| Owner | Person | Who |
| Publish date | Date | When |
| Channel | Select | Where |
| Status | Status | Stage |
| Campaign | Relation | Which campaign |
| Avoid properties nobody maintains. |
3. Views, relations, rollups (5 min)
A view is a saved filter/sort/layout (calendar, board, table). A relation links databases (Content → Campaigns). A rollup summarizes related records (e.g., number of posts per campaign). Keep one definition per fact; link instead of retyping.
Apply (15 min)
Worked example (3 min). Content database: Title, Owner, Publish date, Channel, Status, Campaign (relation). Views: This Week (date filter), Needs Review (status = Review), By Campaign (grouped). Campaigns database: Name, Goal, Start/End, rollup "# of posts."
Lab (7 min): Design a database.
- Write what one row represents.
- List five properties with types and the question each answers.
- Create two views on paper (filter + sort).
- Add one relation to a second database and one rollup.
Deliverable: A schema sketch. You're done when: Every property maps to a real question.
Check yourself (5 min)
- When is a database better than a page?
- What is a view?
- What does a relation do?
- Scenario: The same client address appears on 40 pages. What structure fixes it?
- Why prune unused properties?
Reference
Common mistakes
| Symptom | Likely cause | Fix |
|---|---|---|
| Messy workspace | Everything is its own database | Use pages for documents, one DB per record type |
| Stale data | Duplicate facts | Relations + a single source |
| Nobody updates fields | Too many properties | Remove unused ones |
Cheat sheet: Decide record type → define fields → views → relations → review upkeep.
Key terms: page, database, property, view, relation, rollup.
Interview prompts: How would you structure a CRM-lite in Notion?
Go deeper: Notion database object · Data source object · Property schema · Creating a database
Next: Lesson 24 — Notion's API.