Create your first database and view in Notion
This is the procedure for managing tasks with properties and displaying tables and boards from the same data. We will explain in detail the starting position, setting values, completion confirmation, and how to review in case of problems.
Published · Updated · FaultNote editorial policy
Who this guide is for and what to prepare
- First-time users of Notion
- People who want to safely confirm the operation of creating the first database and view in Notion
What you need
- Decide on three task names, the status and deadline for each task, and check the sharing scope of the destination page.
Distinguish a database from a simple table
Decide on three task names, the status and deadline for each task, and check the sharing scope of the destination page.
Create name, status, and date properties
On the new page, enter /datab, select [Database: Inline], and name it "Task Management". Enter 3 items in the name column.
Add the [Status] and [Date] properties using the [+] at the right end of the column, and enter the values in each row. Select [Board] from [+] next to the view name and group by status.
- Create a new database
- Configure status and date properties
Inspect the same records in table and board views
Drag a card on the board to another status column, then return to the table view to see that the status of the same row has also changed.
- Verify one change in another view
Review hiding, deletion, and sharing permissions
If the number of columns does not increase, check whether you have created a database instead of a simple table. Each row is a page that can be opened.
Even if you delete a view, the original data remains, but row deletions are reflected in all views. Page sharing also checks permission inheritance from the parent page.
- Distinguish filtering from deletion
Design properties with three sample tasks
Start with Name, Status, and Due date and create three sample tasks such as Draft, Review, and Publish. Use the title property for opening pages, a status property for progress, and a date property for deadlines. Appropriate property types make filtering and sorting more useful than storing everything as text. Open a row and add notes or a checklist in its page body to understand how a database differs from a simple table.
For a small article tracker, create Draft, Review, and Published states and three practice records. Move one to Review and inspect both board and table. Put draft text and review notes in page bodies and keep dates and status in properties for filtering.
View the same records as a table and a board
Keep the initial table and add a board grouped by Status. Change one record status and check that both views reflect it. Another view is not another copy of the records; deleting a record on the board removes it from the table as well. For an unfinished-only view, add a filter and retain an all-items view so hidden tasks remain easy to locate.
Distinguish view changes from deleting data
Hide a property to remove a column from display and use a filter to narrow visible tasks. If a view is no longer needed, remove that view rather than deleting its records. Before sharing, review the parent page and database permissions. Hiding personal notes in a filtered view is not an access restriction, so store private material in a location whose permissions match its intended audience.
Scroll horizontally to see the full table →
| Observed result | Next action | Success condition |
|---|---|---|
| Rows cannot open as pages | Check whether this is a simple table or database | Records open with editable page bodies |
| Some tasks are not visible | Inspect the view filters | The source records appear in an all-items view |
| Personal notes should be private | Review storage permissions rather than view filters | Only intended people have access |
Limitations and requirements
- Even if you delete a view, the original data remains, but row deletions are reflected in all views. Page sharing also checks permission inheritance from the parent page.
Frequently asked questions
What if you can't find the item you want in Notion?
If the number of columns does not increase, check whether you have created a database instead of a simple table. Each row is a page that can be opened.
What should I be especially careful about when creating the first database and view in Notion?
Even if you delete a view, the original data remains, but row deletions are reflected in all views. Page sharing also checks permission inheritance from the parent page.
Does moving to a board create another task?
Views of one database show the same records. Changing status affects the other views too. This differs from making a copy, so check the page and database before deleting or editing it.
Does hiding a record in a view make it private?
Display conditions do not replace permissions. Someone with source access may inspect it another way. Keep confidential notes in a page or database with appropriate access instead of relying on a filter.
Sources and verification date
Sources checked: . These sources support the specifications, procedures or prices discussed here. Check each source for applicable conditions and current information.
Related practical guides
- Obsidian: Connect Local Markdown Notes
- Joplin: Organize Notes and Web Clippings
- Bitwarden: Create Your First Password Vault
- KeePassXC: Create an Offline Password Database
- Bitwarden Free vs Premium: sync, authentication codes and emergency access
- How to read a CPU model name: Core Ultra and Core suffixes, and why the same model performs differently