Notion Formulas 2.0: Counting Database Entries with Filter() and Length()

The length() and filter() Notion formula functions are game changing! Learn how to count Notion database entries using Notion's brand new formulas in this video.
I explore three ways to filter and count database entries using basic project and task database examples.
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[@labulabuland]

🔸2). 2:30 Filter formula for status 🌆 🔸3). 2:38 Checkbox 🔸3:50 #number prop ✅N

[@MortenSahlMadsen]

I simply LOVE YOU, dear stranger! It have made me make very advanced formulas with NO coding exp. One questions: How do i make a filter work on a date range? So e.g., filter tasks that is only within a specific date range (a date property with a start and end date). I have been trying this for ages! My latest try was something like this, but it only works if the dates are exactly the same start and end date: prop("Activities").filter(current.prop("Date") == dateRange(prop("Contract period"), prop("Contract period (1)")))

[@NotionWorkflow]

Haha You're very welcome! Glad I could help you out even with no coding experience. I would try using the dateStart and dateEnd formula functions so that you can use either end of your date range filter.

[@MortenSahlMadsen]

Thanks for your reply! - but how to i make the "range filter? When i use the dateStart and DateEnd it make a filter to only show entities that match that specific range, and not that is in between those two dates.@@NotionWorkflow

[@NotionWorkflow]

I think in most cases you wouldn't need to create a formula property to filter based on whether a date exists between both a start date and end date because you could just simply use an advanced filter to manually configure a view based on the start and end dates you set. Here's a video explaining how to use filters across the Notion landscape: kzbin.info/www/bejne/nnvRaaSMf6h-odU If you have two date properties and you're trying to see if one date fits between another date property that has both a start and end date, you could create a set of formula outcomes and use that to filter and group by in database views. Regardless, I made a formula using the startDate and endDate formula functions to output a date only if it falls between a date property with a specified start date and an end date. This formula is: ifs(dateBetween(dateStart(prop("Start/End Date")),prop("Date"),"days") = 0 ,prop("Date"),"") I also created two views with an advanced filter to illustrate what I'm talking about. You can find it here: rayclark.notion.site/StartDate-EndDate-2298361d6fa84558ae8d9f0c1f812faf?pvs=4 This is everything you need and as far as I'll go with sharing. Best of luck!

[@MortenSahlMadsen]

Thank you SO much again - you are making my life so much easier! I made it work - but now I just have to figure out how to change the pro("Date") to be fetched from another property (like you are doing with filter/map). onward! @@NotionWorkflow

[@MortenSahlMadsen]

Hi again, I just wanted to say, I made it work - and much more than I could ever hope! Thank you so much. You have helped me get so much more clarity on my companies results! @@NotionWorkflow

[@2010Sisko]

Such excellent and timely and thoughtful and well organized information. I’m learning so much from you. Please keep doing what you’re doing. It’s amazing.

[@NotionWorkflow]

Wow, thank you so much! I most definitely will 😁

[@rspeckham]

Really useful! I have been trying to filter by status for ages but was using “contains” rather than ==

[@JacquiB1705]

This was so helpful, thanks! Now I was able to implement the filter formula in a couple of places in my Notion workspace to get more 'automation' done.

[@NotionWorkflow]

Awesome!! 🙌

[@heathertully9233]

exactly what I was looking for! thank you

[@NotionWorkflow]

Awesome 👊

[@GiovannaRibeiro687]

You just saved my databases, thank you so much!!! This is exactly what I was looking for.

[@NotionWorkflow]

Awesome!!! 🙌

[@ArchistryYT]

This doesn't seem to work when trying to filter in a "Multi Select" property. Do you have a method to count total number of entries with a particular multi-select tag?

[@NotionWorkflow]

You can use the .contains formula and say if multiselect.contains("notion") == true, then do this sort of thing. The video coming out tomorrow will include that aspect of what you're looking for.

[@lifebykaye]

This is amazing! Thanks for making it easy to understand! ✨Do you also have an example for counting overdue dates? (e.g. counting tasks that are past due date/overdue?)

[@NotionWorkflow]

Thank you! I don't have an example with overdue dates but you could manipulate them by specifying conditions and/or a property within the "filter" formula function that I shared in this video. You can just switch out the criteria and properties to get started.

[@PhilSimon]

Great video. Very informative.

[@NotionWorkflow]

Thanks! 😁

[@hudsonsantos4879]

OMG, THANK YOU SO MUCH!!! You saved me

[@NotionWorkflow]

🙌🙌

[@SSSSS_377]

This is what I was looking for, thank you so much for this! Also, is it possible to count how many unique values there are in a number property?

[@NotionWorkflow]

Great question! You can use the unique() formula function within a list that you can extract by mapping a number property and then nest the length() formula function to count how many unique values exist.

[@LorealMendoza]

Great video! I've been struggling with these formulas and now I think I can do the most basic stuff. How would you approach something like this: I have two databases called Invoice and Totals. I want Totals to show three data: (1) The total amount from Invoice that have the OVERDUE status, (2) SENT status, and (3) PAID status. I've only made it work to get the total of ALL the data using relation, not according to status. 😶

[@NotionWorkflow]

This video has everything you need. Good Luck! kzbin.info/www/bejne/Z5DWg42hetKmjqs

[@StrijdTegenHaaruitval]

thank you so much for this! however, something is really strange, when I use the formula to count the number of tasks, it returns 18 to me, while I have 16 in my database. What is happening there? edit: figured it out, it counted my templates as well. Thanks again for this!

[@kayttchan]

Bro, I hope you can help me. I want make a formula it counting evertime when i open the note. It's possible?

[@NotionWorkflow]

You could check the page analytics to see how many non-unique page views it has to more accurately track open count for a note.

[@hot_dammn9025]

Amazing. Thank you for this. Do you know if you can combine 2 filters within the one formula? Say you had 4 different status and want to count 2 of them. Or count if checkbox and a status is selected

[@NotionWorkflow]

You sure can! You'll just need to use the AND or OR function to combine criteria like, checkbox isn't empty and status is "Not started" within the "current" context in the formula. You can see how I created these formulas here: rayclark.notion.site/Formula-Examples-f12eaf34c95b4ef288be04a98114e1cd?pvs=4

[@rosie7919]

i think this is what i needed yesss

[@olegbril1048]

how to make that zero (0) is not visible in count field when there is no items?

[@NotionWorkflow]

Using an ifs formula to check if something is empty or not. For example: if(!empty("property"), "number", "")

[@andersonaf]

Hi, I'm trying to find a way to have a total SUM for Main Item and sub-itens. Do you know some way? Thank You so much

[@NotionWorkflow]

You would create a formula to extract the sum of sub-items in the source database the same way you would in this video because it's just another relation. Then you'd take the sum of that formula created to add everything up in addition to the sum of your main items. A video around this will be coming out within the next month.

[@andersonaf]

Thank you looking foward for that!@@NotionWorkflow

[@Babu69Official]

How do I total two Databases' SUM?

[@NotionWorkflow]

You'd relate both databases to a third database and use the sum formula like this: kzbin.info/www/bejne/b6bCeX-Zj7meh7c

[@dariustrainer4451]

I have a unique situation where I have a database of terms. The name property (1st column) is a a random word/concept. When clicked it opens into a page of text blocks that define the word or concept. The remaining columns in that database are dates and such. I have a second database that is meant to allow for journaling. Each entry (name property) is a day of journaling. The properties in that database are several tags, and a relation to the first database I mentioned. There is also a roll up that allows multiple selections from the first databases name property. Is there a way to get a count of how many times a name property from the first database is selected in the second database? I’m sure that was wildly confusing but I’m having so much trouble finding anyone who can help.

[@NotionWorkflow]

I don't really get the "roll up that allows multiple selections from the first databases name property." You shouldn't need a rollup of any kind to accomplish what you're trying to do. You can create a formula in the first database that counts the number of relations per entry by referencing the relation and simply using .length(). Example: prop("Tasks").length(). Now every name database entry has the number of related entries for that entry in that formula property. Hope you learned something from the video!

[@dhtelles]

Can I filter by date?

[@NotionWorkflow]

You sure can!

[@BigBoss-gb4cx]

For every new entry, how do you connect the two database automatically?

[@NotionWorkflow]

You can learn here: kzbin.info/www/bejne/Y3LPYn6oZ75-gLM