Database properties

In this Article

Add properties to your database items to give them all kinds of context — due dates, task owners, relevant URLs, last edited timestamps, etc. Then use these properties to filter, sort, and search your data 🧩

Basic properties

  • Name: Whatever you're calling your item, i.e. the title of the page in your database.

  • Text: Basic text for notes, descriptions and comments about database items.

  • Number: Numerical formats like currencies and percentages. Useful for price, etc.

  • Select: Dropdown menu of tags that can be selected one at a time. I.e. status or priority.

  • Multi-select: Dropdown menu of tags letting you add more than one at a time.

  • Date: Accepts a date or a date range, allowing you to timestamp and set reminders.

  • Person: Lets you mention other users in your workspace (or assign them to things).

  • Files & media: Allows you to upload files relevant to your database item.

  • Checkbox: Simple checkboxes that indicate whether something is done or not.

  • URL: Accepts a link to a website relevant to your database item.

  • Email: Accepts email addresses and launches your mail client when clicked.

  • Phone: Accepts a phone number and prompts your phone or computer to call it when clicked.

Advanced properties

  • Formula: Lets you perform calculations or trigger actions based on other properties. 

  • Relation: Lets you add items from another database as a property. 

  • Rollup: Runs calculations based on properties in a related database.

  • Created time: Timestamps an item's creation.

  • Created by: Automatically records the user who created the item.

  • Last edited time: Timestamps an item's last edit.

  • Last edited by: Records the user who edited the item last.

Managing properties

Every database has a Properties menu toward the top right. (In in-line databases, this menu is tucked inside the ••• icon at the top right). It gives you these options:

  • Add a new property: Click + Add a property. This will bring up a menu where you can name your property and select what type to use.

  • Delete, Duplicate, or Rename a property: Click the name of any property in the menu to bring up these options.

  • Hide or show a property: Turn the toggle switches off or on to either hide or display existing properties in your database.

  • Rearrange properties: Change the order in which your properties display in your database by using the ⋮⋮ icon to drag them up or down.

Edit property values

Any data put into a property is called a value. The way you edit values is different for each type of property. Here are just a few examples:

  • For Select and Multi-select properties, you'll be prompted to add tags by typing what you want and pressing enter after each. Colors are randomly assigned.

    • You can add as many unique tags to these menus as you want.

    • Edit tag names and colors, or delete them by clicking on the property field (i.e. the table cell), then on the •••icon that appears to the right when you hover over any property.

    • Reorder tags by grabbing the ⋮⋮ icon to their left and dragging.

  • For Date properties, clicking to add data will bring up our date picker, where you can select the day relevant to the database item — maybe it's an event date or deadline.

    • Click Remind to set a reminder in this property that will notify you on the date/time.

    • Switch on End date to define a range of dates in this property.

    • Switch on Include time to choose an exact time, not just a day.

    • Click Date Format & timezone to modify these settings.

    • Click Clear to remove any value in the date property.

  • For Files & media properties, clicking on the field provided will prompt you to upload a file, or paste a link to embed a file.

    • You can also drag a file from your computer into the property to upload it.

    • You can add multiple files into any field at once.

    • Click on the ••• to the right of uploaded files to DeleteDownloadFull screen or View Original.

    • Use the ⋮⋮ to the left of uploaded files to drag and re-order them.

  • In a Person property, you can tag other members or guests in your workspace.

    • Just type their names and press enter after each.

    • To delete anyone tagged, click on them, then click X next to their name.

  • Values automatically appear for these properties: Created timeCreated byLast Edited timeLast bdited By.

  • You can simply type (or paste) values for URLEmailPhone and Number properties, just like you would for a Texproperty.

  • Editing values for Relation and Rollup properties requires multiple steps.

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Views, filters & sorts

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