Notion allows you to build versatile mobile databases, on the fly, available on multiple platforms. It is very flexible, and you can use it operationally. However, tables don’t scale up too well and display in batches and must be filtered. This post describes a Notion use case, workflow and a set of tools. ![[notion-for-databases.png]] Notion is thus more for medium-sized eclectic collections, and has no offline mode, requiring a persistent network connection. See Obsidian for local files, and Airtable for larger high performance datasets. It has an excellent hierarchical structure, where you can embed pages within pages rather than across a folder. You can drag and drop slide paragraphs up and down and unique URLs to headers. ## Powerful views in Notion Notion offers different ways to view your data, board view, table view, gallery view and list view. ### Board view This is the board or kanban view in notion, which can also be displayed as an image gallery view. Very useful, you can also display properties on the front of the card and group cards by virtually any property. ![[Notion board.png]] ### Table view This is the excellent table view in notion, which presents data like on an Excel grid. ![[Notion table.png]] ### List view This is a list view in notion, which displays only the name of the item. ![[Notion list.png]] ## Database in Obsidian or Notion Some databases feel better in Notion, others in Obsidian. These are the factors that influence the choice of whether to create your database in Obsidian or Notion. - Number of properties. In Notion, properties are distinct to a database. Whereas in obsidian, properties are available across a vault. - Relations are easy to use in Notion and although you can easily link files with links, relations do not exist in obsidian. - List or database? How to distinguish a simple list from a database? A simple list may or may not need to be sorted. A database in general is a collection of data split into entities. - Is the data needed offline or not. Notion now has offline mode, but pages need to be downloaded before available offline, and you have to specify whether you want the page offline or not. Obsidian, however, is natively offline, always available on the local device, which is particularly useful on mobile devices. - Type of view you need. Gallery view is great in Notion. However, Obsidian has recently released bases, which allows you to create a card view. | Database | Better in | Why | | ------------- | ------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Films | Notion | The database has relations, and conversion to obsidian would be long, for little advantage. In Notion, it could be useful to develop relations to the detail of actors and directors. However, I am trialling a simplified version in obsidian. | | Plants | Notion | Photos are nice in gallery view, and would be lengthy to convert to obsidian. | | Machine tools | Notion | Requires relations between machines, distributors, and manufacturers | | News | Notion | Uses gallery view and stories referred to by unique source URL. | | Vocab | Notion | Vocab is better in Notion because it also links to projects, which link to customers and invoices. I only need it on the PC when working in Trados, so offline is not important. | | Tarot | Notion and Obsidian | I have converted the original Notion Tarot database to Obsidian, to have a copy of at least one pack with me all the time. | | Logins | Obsidian | Standard logins (logins, software) | | SEO tools | Obsidian | The SEO tools database is a list rather than a database, and likely referred to in comments, logs, and passwords. | | Issues | Obsidian | Because issues are managed in obsidian and referred to in action notes. | | Tasks | Obsidian | Notion offline mode is flaky. Tasks need constant curation. | | Journals | Obsidian | I have many archive journals in Notion, but they are best in obsidian, where actions are managed and followed up. | ## Example Notion databases The following are examples of databases built with Notion. ### Notion Translation database The [[Notion Database to Manage Terms in Translation]] is structured around three key entities: projects, terms, and customers. Projects represent customer orders for translations, including details such as source and target languages, deadlines, and pricing. Terms are those used within translation projects and customers order translations. ![[translation-projects-and-terms.png]] Projects link to customers, which can be either direct clients or agencies, and can provide valuable context for terminology. Terms are essential for maintaining translation consistency and quality, containing alternative translations, abbreviations, descriptions, and sources. This structured approach ensures that translations are accurate and aligned with customer expectations. The database provides a comprehensive view of translation projects, tracking key metrics such as word count, pricing, productivity (words per hour), and domain specialization. Between 2018 and 2024, we completed 734 projects, with the majority being French-to-English translations. We categorized our projects into domains like technical, legal, and marketing, with technical translations comprising the largest word volume. Over the years, translation output has varied, reflecting workload fluctuations. The system also integrates statistical analysis, enabling insights into project distribution and specialization trends. Customer management is another critical component, allowing us to track project history, rates, and payment terms. The database helps assess the value of each customer, guiding business decisions like pricing adjustments and prioritization. With features like project linking and term base maintenance, the system ensures consistency across translations while optimizing the workflow. By integrating structured data with customer and project insights, this translation database enhances quality, organization, and business decision-making. ### Notion Issues Database Managing issues systematically is essential for driving continuous improvement and encouraging effective project execution. The [[Issue Management Database and the Quality Process]] allow teams to document observations, analyse possible causes, and propose potential solutions in a structured manner. This approach enhances problem-solving by enabling early detection of challenges and fostering a proactive mindset. By recording data such as issue observations, hypotheses on causes, and proposed solutions, you can make better informed decisions on whether an issue requires resolution and assess the potential impact of not addressing it. ![[notion-issues-database.png]] Beyond problem-solving, an issue database plays a crucial role in resource management and strategic planning. By tracking recurring issues, teams can prioritize them and allocate resources effectively and optimize workflows. Additionally, linking issues to possible projects allows organizations to take a bottom-up approach to project creation, where real-world challenges shape project priorities. This ensures projects are relevant, actionable, and aligned with operational needs, fostering agility and responsiveness to change. Finally, maintaining an issues database supports long-term knowledge management and continuous improvement. Lessons learned from issue resolution can be documented to refine best practices and avoid repeated mistakes. By systematically addressing and resolving issues, organizations enhance quality assurance, improve decision-making through data-driven insights, and ultimately increase project success rates. Managing issues is about fixing problems; it is a strategic tool for innovation, efficiency, and sustained organizational growth. ### Notion SEO Keyword Database I built the SEO keyword database to store SEO keywords that I was considering working on for this site and others, the variations on a central keyword them and the vital associated statistics to determine whether a keyword was worth pursuing. Notably search volume, keyword difficulty and cost per click (CPC). ![[notion-keywords-database.png]] Here we highlight the field design and usage of the [[SEO keywords management database]], volume, keyword difficulty, and CPC for website localization projects. It allows us to track and analyse search engine performance, helping to determine the value of keywords and content optimization strategy. By storing data on keyword volume, position, and post performance (including impressions and clicks), it enables informed decisions on which keywords to target. The system differentiates between focus keywords, indexed keywords, and post titles, recognizing that search engines may index content differently than originally intended. Posts can exist in many languages, and the database can store keywords in each translation language. Data from tools like Semrush and Google Search Console provide insights into keyword potential and content effectiveness. Semrush data includes volume, keyword difficulty (KD), and cost-per-click (CPC), guiding strategic choices based on competition and market needs. Google Search Console data tracks real-world performance, measuring impressions, clicks, and ranking position. By combining these insights, the database helps refine keyword strategy, ensuring content aligns with achievable ranking opportunities and broader SEO goals. ![[keyword-database-fields.png]] ### Notion Machine Tools Database The [[Notion Machine Tools Partner Database]] was developed to catalogue the partners in the market, manufacturers and distributors who deal in the various machines. It categorizes machines based on their functions, allowing for a clear understanding of their roles in industrial processes. This structured approach not only facilitates business prospecting but also provides a valuable resource for extracting and analysing technical terms relevant to machine tools. The database is built around three core entities: partners, machines, and functions. Partners are categorized as distributors, manufacturers, users, or suppliers, and each partner record includes key details such as size, language, and linked machines. Machines are stored with descriptions of their functionality, their manufacturers, and distributors, ensuring easy navigation between related entities. The system also organizes functions, linking each function to the corresponding machines and allowing detailed descriptions of specialized processes such as machining or cutting. Beyond cataloguing, the database plays a crucial role in terminology extraction for translation purposes. By associating machine functions with their respective terms in both French and English, it helps maintain consistency and accuracy in technical translations. The system ensures that functions and machine types are defined, making it a valuable tool for industry professionals and translators alike. ![[machine-tools-database.webp]] ### Notion News Database With the high volume of information available through the media and social media, the Notion News Database is a way to focus attention on events and avoid information overload. ![[news-journal-summary.png]] We use the following fields for each article record: ![[news-journal-detail.png]] | Field | Meaning | | --------------- | --------------------------------------------------------------------------------- | | Source | Publishing news outlet or site name | | Tags | Subject | | URL | URL of the story | | Social backlink | Backlink to social media if applicable | | Event | To record the date of an event if different from the date the story was published | The following stats graph shows where most stories come from (source): ![[news-graph-count-by-source.png]] And the most frequent subject tags: ![[news-db-count-by-theme.png]] We also combine this with a political commentary note in obsidian, which enables us to write written commentary on the day’s events, complementary to saving the detail of articles. ![[political-commentary note.png]] ### Notion Film Database My film database is about listing the films I’ve watched, naming the producer, director and main actors, scoring them, recording the year of production. ![[Films-database.png]] ### Notion Tarot Database My Tarot database on Notion to store Tarot cards, decks, and card meanings. ![[example-tarot-cards.png]] But I built a more effective Tarot database in Obsidian: ![[tarot-database-in-obsidian.png]] ### Notion Plants Database This database stores information about the plants that I have in my house and garden, their names in English, Latin and French, some guidance to care and whether they are alive or dead. It’s really a system to keep track of the plants I have had over time, what they look like when flowering, and whether I have enjoyed their company! ![[notion-plants-database.png]] Fields in notion plant database: ![[fields-plants-database.png]] | Field | Purpose | | ----------- | --------------------------- | | Location | France or London | | Latin name | French name | | URL | Link to further information | | Description | Description of the plant | | Sadly dead | Like an archive field | | Type | Annual or perennial | | Common name | Common name | ### Notion Student Database We developed a student database in Notion to help transition students from their schools to college and track the required profile information from schools. It is also used to inform support staff of their assignments. Entities: There are a lot more fields than shown on the diagram above. However this Notion database is not the main system for the establishment, which is Promonitor. ![[Student db.png]] There are different types of staff – teachers and learning support staff. Both need to be either qualified or have an affinity for the course subject. Teachers give lessons to students, prepare the material and mark assignments. Support teachers need to know which students to support, in which class, at what time, and in which subject. Each member of staff has their area of speciality, allowing them to support certain courses. There is also the notion of key students that staff do not support directly, but with whom they check in regularly. - Courses treat certain subjects at one of many possible levels, from Functional Skills, GCSE through Levels, 2 and 3. - Next of kin are the contacts for students. - Timetable is the allocation of students to a course at a specific location and time. ### Notion Job Application Database We built a job applications database, which helped us manage job titles, advertisers, prospective employer profiles, and applications sent and to send. ## Likes in Notion Headers have unique links and, like Nimbus, there is the fantastic @ function where you can call another page, and you get a list of potential pages. You could also mention other people on the team. - There is an easy to add table of contents block. - You can very quickly able to embed a Google Calendar. - Moving paragraph blocks is effective. - You can share pages just like Nimbus. - You can hide properties and create as many as you like. - The names of links to other Notion documents auto-update if page titles change - Backlinks. So useful. In Evernote, you had to create the backlinks manually. - Shared blocks and databases. If you paste a link to another section, it syncs updates. Fantastic. - Table of contents block, updating automatically. - Dictation works well with Siri in Notion. - You can now make a site with Notion with a CNAME and a custom domain name. ### Web capture in Notion Notion is also good at web capture compared even with Evernote’s excellent format browser add-on, which simplifies content. Evernote has additional features like image annotation, but Notion does a reasonable job of converting web pages to text. The benefit of Notion is being able to stack all that content and research in the appropriate place. In Evernote, notes are at the same level, or one folder down. This puts things of unequal importance on par. In reality, there are hierarchies of importance and of structure and Notion lets you nest notes inside other notes. A note taking system must be available instantly. Just as a worker has the right tool for the job, you can mix and match the advantages of different tools to your use case. ### Importing into Notion You can import notes from Evernote and Nimbus by clipping but the import system provided by Notion does not work. You can’t copy and paste from Evernote v10 to Notion. The import from Evernote function in Notion doesn’t work reliably. Those notes that are imported don’t have images or attachments. Notion appears only to import the Markdown. To export Evernotes to Notion, here is an explanation on Reddit of how to use [EnextoNotion to export your Evernotes to Notion.](https://www.reddit.com/r/Notion/comments/r5nnry/alternative_way_of_importing_notebooks_from/?rdt=32995) ### Notion for note-taking Notion is better for databases than for note-taking, although it can be applied to this use case. The reasoning is that a note-taking system requires, in our view, immediate offline access. While Notion functions well when you have a good internet connection, it does not function well offline, and will often complain, searching for a network when opened. Note-taking requires immediate, unfailing responsiveness because when you have an idea, you need to get it noted down immediately as is. The thinking, analysing, and formatting can come later. But the first requirement is to open your system anywhere and be able to get a blank page within 5 seconds. Especially if you favour atomic notes, which, by definition, are short. If it’s a hassle to note them, you likely won’t, and will therefore lose valuable creative juice. ## Dislikes in Notion The interface is hard to understand at first and may seem over-engineered, but functionality like KanBan, calendar, and timeline views on a table are quite attractive once you get used to it. - Clicking on a URL as a page property doesn’t open the link, but edits it. To go to the URL, you have to click just at the beginning of the field. - Links to Evernotes don’t work on Notion iPhone - You can’t record audio inside Notion, but you can record audio externally and share to Notion. - URLs were poorly imported into Notion. Couldn’t link back to Evernote or Nimbus. - There is no annotation. The workaround is to use Zoho annotator. - Selecting more than one block. On iPhone, you don’t seem to be able to select more than one block (to copy). This is a bit restrictive for moving content around. This also happens on Android when there is no physical keyboard attached. You can only select more than one line with SHIFT down arrow and only on a physical keyboard. Raised with Notion support on 31/10/2021 - Cannot resize table column widths on mobile. - Can’t email to Notion - Can’t use a custom domain for a site, but you can share a page easily. - Can’t rename an attached image. This would be useful when exporting HTML to ensure images have the right name. The workaround is to export first, rename documents and reattach, then export again. - Drag and drop to move pages. It doesn’t always work. Some documents can be dragged onto others to move them, some not. - Scannable share to Notion doesn’t work (PDF). The workaround is to save to iPhone and then attach from files. ### No Global Task System in Notion To-dos can be set within a note content in Notion. But Nimbus offers the additional ability to have tasks inside or outside a note and all tasks in one task area. Notion includes excellent task lists inside a note, and you can comment on a note. Obsidian, however, with the task plugin, manages tasks better than them all. How to have a global task list of tasks inside notes (like Evernote)? Can you query all tasks in Notion? Questioning my (internal) discussion about having tasks inside the note context or outside the notes. ### Missing Features The following features would be useful additions to Notion functionality: - The ability to reorder properties on mobile. - Easy annotation of images and PDFs - **Table of Contents**: H1 or H2 in bold and sub headers in normal - Ability to change URLs from grey to another brighter colour. - An audio recording button - Viewers or anyone else to be able to comment on a public post. ### Sync with Google Calendar Requirement: a to-do list with reminders. You can’t sync Notion **with Google calendar** but search YouTube for videos on how to sync reminders or the whole calendar with Google Calendar. To sync dates in a table with Google calendar setup [integration in Zapier](https://zapier.com/app/editor/137598155/nodes/137598155/fields) but ensure that the database is shared with Zapier. ## Other databases (in Access) Please also see these Access databases: - The [[Purchasing price and forecast database]] - The [[Translation Projects database in Microsoft Access]] - We also developed a [[Systems Case Studies#Transport System Case Study|Transport Management Database]]