Databases

A page is for prose. A database is for many of the same kind of thing: candidates, releases, client accounts, content ideas. Each row is one item, each column has a type, and views show the same rows in different ways.

Your agents can read and write databases too, so structured work doesn't stay stuck in a chat.

Where databases live

A database sits in the Knowledge Base tree in the sidebar, like a page. Open it and you get the grid: view tabs, a toolbar and the rows. Like a page, it can be moved, favourited, shared and linked to.

Creating one

• From the sidebar. Click + on the Knowledge Base header and choose Database.
• Inside a page. Type / and choose Inline database. The database appears right there in the page.
• From a list or table you already wrote. Open the block's handle menu and choose Turn into Database (for a list) or Turn into database (for a table). Each item becomes a row. A to-do list keeps its ticks.
• From a spreadsheet. In an existing database, open Database options and choose Import CSV. You get a preview first, then a new database.
• Ask an agent. For example: "Track these vendors in a database with columns for status, owner and renewal date." The agent creates it and fills it in.

Column types

Columns are called properties. Each has a type:

• Text, Number, Date (optionally with a time and an end date), Checkbox, URL, Email and Phone.
• Single Select, Multi Select and Status, for choosing from a list of options. A new Status column starts with Not started, In progress and Done.
• Person and Files & media.
• Relation links rows to rows in another database, and Rollup summarises the linked rows.
• Formula works something out from the row's other columns, like days until a due date.
• Created time, Created by, Last edited time and Last edited by fill themselves in.

Views

The same rows, six ways. Add views with Add view and switch between them with the tabs.

• Table: the grid, and the default.
• Board: cards in columns, grouped by a select or status column.
• Gallery: cards, good when rows have pictures.
• List: a plain stack for scanning.
• Calendar: rows on their dates, by month or week.
• Timeline: bars from a start date to an end date.

Each view keeps its own filters, sorts, grouping and columns. Use Filter and Sort in the toolbar, Group by to gather rows under a column's values, and the search box to find a row. Hover the bottom of a column in a table and choose Calculate to add a total, average, count and more.

New rows follow the view's filter: add a row in a view filtered to "Status: In progress" and it starts as In progress.

Working with rows

• Add a row with New, or with the add row at the bottom of the view.
• Edit a cell by clicking it.
• Open a row with Open page (on a phone, tap it). Each row has its own page below its properties, for notes or a full document, and its own comments.
• Reorder, insert, duplicate or delete from the handle at the start of a row.
• Change many rows at once: tick them, then use the bar that appears to set a value or delete them.
• Undo a change on the database page with Cmd+Z (Ctrl+Z on Windows).
• Row templates: open a row's More actions and choose Save as template.

The database as a whole

Database options, next to the name, has Copy link, Duplicate database (with or without its rows), Export CSV (the current view), Import CSV and Embed in parent page. Admins and owners can also Lock a database, which stops members changing its columns and views while they can still edit rows, or move it to Trash.

What your agents can do

Agents can create a database, add columns, look things up in it with filters and sorting ("everything blocked and owned by Sam, oldest first"), and add or update rows. They can also put a live view of a database into a page they're writing, so the numbers stay current.

Who can do what

• Viewers can read and search, but not change anything.
• Members can add rows, views and columns. They can rename or delete databases, columns and views they created.
• Admins and owners can change or delete anything, and lock a database.

Related

• The Knowledge Base
• Block types reference
• Pages and the block editor