Notion Databases: Workshop

I am probably thinking about this wrong way in Notion terms but I have searched high and low in the community for a solution and can't find one yet. For context, I run a website that provides online courses on popular technology tools. On one hand I am constantly tracking updates to these courses with data points in my tables like Course Name, Creator Name, Creation Date, Amounts Paid to course creators, Course Status etc. So far, all has been well there. My question comes from my goal to be able to share/publish certain (but not all) of these data points from my master database with my customers who want to know where my courses are in the update process but are not privy to details like how much I am paying to update courses, who is updating them, etc…. So, is there a way to either 1) have my main database populate specific data points to another database automatically so that I only have to update the master but can still publish a shared link to the other on the web. Or 2) is there a way to only publish a certain "View" of my master database that would not allow a customer see data points that I want to keep private? I have played with relations and rollups a ton but neither seem to be giving me the result I am after. Any thoughts? Thanks in advance!

Hi What do you use to your screen recording to create these videos?
Thanks in advance.

Do notion tables allow aggregate functions like sum, avg etc on grouping by a column?

Let's say you have expenses data in a table. Can I get the totals by categories?

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

I am not 'guys'.

For a channel named "Keep Productive" there sure are alot of fluff before the main topic.

Great explanation bro , thanks

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

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

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

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

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

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

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

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

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

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

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

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

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

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