How to use Related Databases in Notion for Tasks

In this video, I show you how related databases in Notion work by showing you how to task and project manage. Learn some other tricks along the way like self-referencing filters and linked databases.
Want to learn more about The Perspectives Method? Watch this video:
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TIMESTAMPS
00:00 - Intro
00:53 - a simple to do list
02:10 - Why related databases are better
03:15 - Building databases
03:43 - make full page tables
04:59 - Making the Project Database
05:29 - Making the Tasks Database
06:40 - Customizing databases with properties
08:39 - How properties help (filtering/sorting)
10:36 - How to relate tables together
12:58 - Creating a database template (for projects)
15:45 - Using a “Self-Referencing” filter
16:30 - Applying the template to a new page
16:56 - Linked Views enable dynamic context filtering
18:40 - Showing Projects in a board view by status
20: 35 - Keep databases in the databasement
22:44 - Why it’s worth it
Music from tunetank.com

[@patrickb8717]

Josh, I've watched so many videos and read so many articles to try and wrap my head around the "Self Referencing" technique within Templates, and after listening and following along with this tutorial, it finally clicked. I can't thank you enough! Subscribed!

[@teenaphilip898]

I came here for a tiny bit of info and now I am returning with a heap of info. Great explanation, great video, I'm so grateful to have come across this video.

[@ethanhawes1512]

Loving the more regular uploads. Your perspectives method has changed the way I use Notion, run my business, and have finally stopped me from template-hopping. Appreciate the work you do!

[@JoshRedd]

Appreciate that, thanks! Definitely have in mind some more perspectives content.

[@diogo29031993]

Thanks for the great explanation!

[@hichamnaim9812]

Excellent video thank you ❤

[@jbwtaylor]

Love your work!

[@JoshRedd]

Appreciate it!

[@MCDlusiv]

Thanks for the great videos

[@JoshRedd]

Glad you like them!

[@meysamakbarian]

Thanks Josh. That was really helpful. I got many things from it! Please make a video about how to have recurring tasks in notion for task databases.

[@JoshRedd]

Great suggestion! Been thinking about this one actually. On the list!

[@colonelchubbers]

This is great but I'm having a hard time understanding how this connects with your "Perspectives" methodology. Should we have a single database for all data or should data go into separate "Packs"?

[@JoshRedd]

Appreciate the question! Perspectives is all about how you VIEW data but your actual data is something different. This video shows you how to relate projects and tasks - perspectives shows you how to create a "mini-application" to manage those projects and tasks. You should be able to delete an entire pack and it doesn't touch your data, they're separate.

[@MrMarco7ify]

Notion consultant!!! Where can I get in contact with you? I need to features added to a motion template I used to track some stuff at work

[@JoshRedd]

Apologies for the late reply (took a break after having my first kid!) but you can find us at notionstate.com

[@songokussj4cz]

Whats the limit number of rows in this kind of database? If I have a small team and 20 tasks each week per person, that could be hundreds of tasks in a month, after year, for example 3000 tasks, 5 years - 15000 tasks. Is it still ok?

[@JoshRedd]

There is no hard limit that I know of (there may be an extreme one), you just may encounter performance issues. That's also dependent on the number of properties and types. Formulas and relations can slow things down so it just depends. All that to say, you won't break it, it just may load slower.

[@Pep2106]

How do i make it so that i could use the same tasks in each project? Say all 5 tasks are the same in every project I do. If i tick it in project 1 it ticks it in all projects?

[@JoshRedd]

If 1 task is related to 5 projects and you check that task done, you are checking THAT task done - there is only one task. So no matter where that task is showing up, it will be done.

[@Pep2106]

@@JoshRedd Ok. I have the same tasks needed in several projects that run concurrently. What’s the best way to implement that? The task is relevant to each project but isn’t completed due to start dates for instance, one may have started a month earlier and has 15 out of the 30 tasks completed and another may have 10 completed. Have you a video showing what I mean? Thanks and sorry for the long reply!

[@JoshRedd]

@@Pep2106 Im not totally clear on what you mean but I think the important concept to learn is that a database item represents ONE unique thing - whether its an idea, a task, a physical object, or whatever. It's unique. Even if you relate it to 5 projects, there is still only that one unique thing. So even if you have 5 tasks that are labeled the same, they are unique tasks and can each be completed separately.

[@devlinhimself]

pure curiosity: what peripherals do you use?

[@JoshRedd]

interface: Scarlett 4i4 speakers: krk rokit 5's keyboard(s): Keychron k8 pro - have a ferris sweep though that Im learning colemak on microphone: marantz mpm 2000 mouse: MX master S dock: caldigit TS3+ Let me know if you want to know anything else, I should probably make a gear list!

[@devlinhimself]

@@JoshRedd yea you should! quite interesting

[@WhatIThink45]

Confusing. Also, zoom in on what you're describing. We don't need to see see you the whole time. Sometimes I glance at you a few times because you're talking instead focusing on what you're describing. But when I manually zoomed in and pushed you out of the frame, it helped. If you need to be in the video, then don't stick yourself in the lower corner.