Notion makes it easy to link and manage databases. This guide explores combining databases with features like Relations, Rollups, Linked Databases, etc. Whether you’re managing tasks, projects, or CRMs, learn practical strategies to organize data efficiently.
Notion is more than just a note-taking tool; it’s a powerful all-in-one workspace where teams and individuals can organize, manage, and collaborate on projects. At the core of Notion’s flexibility lies its databases—a feature that allows you to structure and display information in various formats like tables, boards, calendars, and galleries.
But as your workspace grows, so does the need to manage and integrate multiple databases effectively. Whether you’re juggling project tasks, maintaining a content calendar, or tracking customer relationships (CRM), the ability to combine databases in Notion becomes essential.
So, why is this important?
Why Combining Databases in Notion Is Useful?
1. Centralized Data Management
When you combine databases, you can view and manage information from multiple sources in one place. This eliminates the need to switch between pages or databases, saving time and reducing the risk of missing key details.
For example, linking a “Tasks” database to a “Projects” database ensures that task updates automatically reflect in your project overview.
2. Enhanced Collaboration
Unified databases create a single source of truth, making it easier for teams to collaborate without confusion. Everyone sees the same data, updated in real time.
3. Custom Dashboards
By merging and linking databases, you can create powerful, custom dashboards tailored to your workflow. This is particularly useful for project managers, content creators, and anyone managing multiple processes simultaneously.
In this blog, we’ll explore the various ways to combine or link databases in Notion, including built-in features like relations and rollups, as well as advanced workarounds for more complex use cases. Whether you’re a Notion beginner or a seasoned user, you’ll learn actionable strategies to make your workspace more efficient and organized.
By the end, you’ll be equipped with the knowledge to transform scattered databases into a seamless, interconnected system. Let’s dive in!
What is “Combining Databases” in Notion?
When we talk about “combining databases” in Notion, it doesn’t necessarily mean merging them into one massive database. Instead, it often involves linking databases so they work together seamlessly. This allows you to reference, sync, and organize data across multiple databases while keeping them separate.
Combining vs Linking Databases
Combining Databases/Merging Databases: Bringing all your data into a single database. This can be useful for smaller projects but can quickly become cluttered as your data grows.
Linking Databases: Connecting databases using relations, rollups, or linked database views. This approach keeps your data organized while allowing it to interact dynamically.
Example Use Cases
Project Management: Link a “Tasks” database to a “Projects” database so each project shows its related tasks.
CRM: Connect “Clients” and “Invoices” databases to track client payments seamlessly.
Task Tracking: Use linked databases to create personalized dashboards that pull data from your “Tasks,” “Deadlines,” and “Priorities” databases.
Built-In Ways to Combine Databases in Notion
1. Relation Property
The Relation property lets you link two databases, creating connections between their data. This is perfect for referencing related information without duplicating data.
How to Set It Up:
Open the database where you want to create a relation.
Add a new property and select Relation as the property type.
Choose the database you want to link to.
Select items from the linked database to establish the connection.
Example Use Case:
Imagine you have a “Tasks” database and a “Projects” database. By linking the two, you can associate specific tasks with their respective projects. This allows you to see all tasks related to a project directly within the “Projects” database.
2. Rollup Property
The Rollup property works in tandem with Relations, letting you pull and summarize data from a linked database. It’s great for creating dynamic insights.
How to Set It Up:
After creating a Relation property, add a new property and select Rollup as the type.
Choose the related database and the property you want to summarize (e.g., task status, due dates).
Select a calculation method, like count, sum, or percent complete.
Example Use Case:
In your “Projects” database, you can use a Rollup property to calculate the number of completed tasks from the linked “Tasks” database. This gives you an at-a-glance view of project progress.
A Linked Database is a mirror of an existing database that you can filter, sort, and customize to display specific data.
How to Create a Linked Database:
Type /linked database and select “Create Linked Database.”
Choose the database you want to link.
Apply filters or sorts to display only the data you need.
Example Use Case:
Create a dashboard that pulls filtered views from a “Tasks” database and a “Meetings” database into one page, giving you a unified workspace for your daily priorities.
B. Multi-Select or Tag-Based Merging
Using shared tags or multi-select properties is a simple way to unify multiple databases without directly linking them.
How to Use Tags for Merging:
Add a multi-select property in each database to tag related items.
Use filters in Linked Database views to display data with matching tags.
Example Use Case:
Combine a “Marketing Campaigns” database and a “Content Ideas” database by tagging them with shared categories like “Q1 Campaign” or “Social Media.” This allows you to group and manage related items across databases.
C. Formula Properties for Dynamic Linking
Notion’s formula properties can be used to create conditional relationships or visual indicators.
How to Use Formulas for Linking:
Add a formula property to generate dynamic links or flags.
Write a formula that combines properties (e.g., if(status == "Complete", "✅", "❌")).
Example Use Case:
In a “Tasks” database, use a formula to dynamically display task priorities based on deadlines or project status, helping you identify urgent work.
D. Manual Export and Merge
For large-scale data consolidation, you can export databases as CSV files, merge them in a tool like Excel or Google Sheets, and re-import the merged data into Notion.
How to Export and Merge:
Go to your database, click the “…” menu, and select Export as CSV.
Merge the data externally using Excel or Google Sheets.
Import the merged file back into Notion as a new database.
When to Use This Workaround:
This method is ideal when combining data from different sources or cleaning up large, outdated databases.
FAQs
Can I merge two databases into one in Notion?
Not directly. You can manually copy and paste entries or export both databases as CSV files, merge them in a tool like Excel, and re-import them into Notion.
How can I sync data between multiple databases in real time?
Use the Relation property to link databases and the Rollup property to pull updates dynamically. For external syncing, tools like Zapier or Make can automate the process.
What’s the difference between Relations and Linked Databases?
Relations connect individual entries between two databases.
Linked Databases display a mirrored version of an existing database with customizable views.
Can I create a dashboard that combines multiple databases?
Yes! Use Linked Database views to pull data from different databases and display them in a unified dashboard. Filters and sorts make it easy to customize the view.
Are there limits to combining databases in Notion?
Notion has performance limits, so excessive Relations or Rollups in large databases can slow things down. Optimize by using filters and Linked Databases instead of over-complicating setups.
Can I link more than two databases?
Yes, you can create multiple Relations and Rollups across databases, allowing you to build complex workflows and interconnected systems.
How do I merge properties from two databases?
Use the Relation property to link entries, then add Rollup properties to pull specific data from one database into another.
Can I use formulas with linked databases?
Yes, you can combine data pulled from linked databases with formulas to create dynamic outputs like conditional formatting or calculated fields.
Is there a way to avoid manual linking of entries?
Automation tools or scripting via Notion’s API can help automate entry linking. For example, you can set up workflows to match and link entries based on shared properties.
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