Views, filters, and sorts

Using database views
In this Article

You can view the same database in multiple ways, and switch back and forth between them depending on your needs. Within a view, you can add filters and sorts to easily categorize your content 📁

When you first create a database, you'll need to choose the layout of the default view. After this, you can create a new view by selecting + next to your existing views. Depending on your screen size, you may have to open the dropdown next to your current view and select Add view.

You can also provide others with information by giving your view a description. To do this:

  1. Select a view → Edit view.

  2. Select next to your view’s name, then enter your description.

  3. When you hover over a view, you will see its description.

You can reorder your views by dragging them. If you have a lot of views, you can select {#} more... next to your views to do this.

In your sidebar, views show up as nested items inside any full-page database. You can tell they are views because they'll have a  to their left. Click on any view in your sidebar to jump right to it.

When you’re in a given view, click its name to rename, duplicate, delete, copy its link, or edit its components. You can also edit view components by clicking the ••• at the top right of the database.

Each view of the database has several components that you can customize:

  • Layout: Choose how you want your database to be visually organized.

  • Properties: Show or hide database properties for each view.

  • Filters: Add criteria based on property values to show or hide data.

  • Sorts: Sort by a property to change the order that pages are displayed in.

  • Groups: Group your data by the values in a property.

There are six different ways to visualize your content within a database. Here's a high level overview of each layout:

Table layout: This is the most traditional way of viewing a database. It allows you to see your dataset as rows of pages, with every property represented by a column.

Board layout: This view groups your items by property. For example, use it as a Kanban board to move an item through phases of a process.

Timeline layout: Use your database to plot projects on a timeline so you can visualize when they are taking place and how long you think they will take to complete.

Calendar layout: Displays your items based on their Date property.

List layout: A minimal, vertical layout of your items that lets you open them as a page with one click.

Gallery layout: Use your database to display images. You can edit your gallery to show images contained in the Files & media property or content inside each page.

Within each view, you can choose how you'd like database pages to open. There are three options:

  • Side peek: Open pages on the right side of the database. The rest of the database view continues to be interactive on the left.

  • Center peek: Open pages in a focused, center modal.

  • Full page: Open pages as full pages directly.

  1. To change the setting per view, click the ••• at the top right of your database, and open the Layout menu.

  2. Scroll down and change the Open pages in setting.

Note: Table, Board, List & Timeline layouts will open pages in side peek by default. Gallery & Calendar layouts will open pages in center peek by default.

Notion makes it easy to filter your database so it only displays the items that meet specified criteria, i.e. have (or don't have) certain properties. These filters can be as simple or complex as you like!

Add a filter

To filter the entries you see in a database view:

  1. Click Filter at the top of your database.

  2. In the dropdown that appears, choose the property you'd like to filter by.

  3. This filter will now show up at the top of your database. Click the filter icon to see and edit all of the filters that have been applied to your database.

  4. Add another filter by clicking the filter icon. You can have as many filters as you'd like!

Note: In a shared database, any changes you make to filters and sorts in views won’t affect other people on the team until you click Save for everyone.

Add an advanced filter

You can create more specific database views and combine AND and OR logic by using filter groups. These can be nested up to three layers deep! Here's how:

  1. Click the filter icon at the top of your database → Add advanced filter.

  2. A new menu will pop up. Here, you can choose the properties that you'd like to filter by, and customize the AND and OR logic of the advanced filter.

  3. In the example below, we're filtering the table view of our Roadmap so that all the entries have to meet the criteria that include both AND and OR logic.

Tip: You can quickly turn a filter into a filter group by clicking the ••• to the right of the filter, and selecting Add to advanced filter.

You can sort your database so that items are displayed based on properties appearing in ascending or descending order.

For example, you can order them based on priority, or last edited, or alphabetically.

  1. Click  at the top of your database.

  2. In the dropdown that appears, choose the property you'd like to sort by.

  3. This sort will now show up at the top of your database. Click to edit it.

  4. You can add as many sorts as you want, or remove them by clicking the X to their right.

  5. Change the order that multiple sorts are applied by dragging them up or down using ⋮⋮.

Note: Different properties sort by different logic, depending on their value type.

  • Text properties such as Name and Text sort alphabetically.

  • Number properties sort numerically.

  • For Select and Multi-select properties, you get to define what sorting order means. Click on the property, then drag options up or down to set the sort order.

If you have a large database, it's probably tedious to keep moving back and forth between properties to compare their data.

Instead you can freeze one column, which will cause it to stay visible on the left side no matter where you scroll in the database.

  1. To freeze a column, click the name of the column and click Freeze up to column.

  2. To unfreeze a column, click the name of the column and click Unfreeze column.

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