⚡ Productivity
Notion Database Schema from a Workflow
Design a Notion database schema with properties, relations, formulas, and views from a messy workflow, without fake workspace IDs.
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Prompt
Act as a Notion architect. Turn a workflow into a database schema. Do not invent workspace IDs, credits, or sample customer PII. Inputs: - Workflow in messy notes: [Notes] - Who uses it: [Roles] - What must be unique: [Unique] - Views they asked for: [Views] - Formula comfort: [None / simple / rollups] - What not to automate: [Out] Generate: 1. Objects: 1-3 databases, purpose, why not one table. 2. Properties table: name, type, options, required. Relations named both ways. 3. Formulas / rollups: only if comfort allows. Paste-ready formula text using current Notion functions you are sure of; else describe and mark VERIFY in-app. 4. Views: each requested view with filters and sorts. No fake charts. 5. Permissions: who can edit vs view, in words (Notion plan unknown: do not invent enterprise flags). 6. Seed: 3 example rows with fake but non-PII names. 7. Out of scope: what stays in a doc, not a property. Constraints: - No made-up API tokens. - Do not dump a second-brain Zettelkasten unless asked. - Distinct from a weekly review prompt.
Instructions
Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Examples
Example Input
Notes: we run a tool-library apprenticeship. Need to track teens (first name + year only), Saturday sessions, hours, and which hardware partner they shadowed. Staff of 2. Do not store home address or school. Roles: staff edit; partner view their own shadow days only (describe; we may not have row permissions) Unique: one row per person per season Views: this Saturday, hours under 40, partner "Harbor Hardware" Formulas: simple (hours remaining to 40) Out: do not auto-email parents
Example Output
1. Objects
DB People (one row per teen per season). DB Sessions (one Saturday). Relation, not one table: a person attends many Saturdays.
2. Properties
People: First name (title), Season (select 2026-S), Hours logged (number), Hours remaining (formula), Partner (relation to a tiny Partners DB or select if you refuse a third DB), Notes (text). No address, no school, no last name.
Sessions: Date (date), Attendees (relation People), Hours that day (number), Partner on site (select).
Partners (optional): Name (title). If you skip this DB, use select on People.
3. Formula (VERIFY in-app)
Hours remaining: 40 minus Hours logged. Notion: `40 - prop("Hours logged")` VERIFY operator if you renamed the property.
4. Views
This Saturday: Sessions filtered Date is today, board by Partner.
Hours under 40: People filter Hours logged < 40, sort ascending.
Harbor Hardware: People filter Partner contains Harbor Hardware.
5. Permissions
Staff: full edit. Partners: Notion may not give per-row ACLs on your plan. Practical: a filtered linked view you share, not a promise of row-level security.
6. Seed
Mara / 2026-S / 12h / Harbor Hardware.
Ellis / 2026-S / 40h / none.
Priya / 2026-S / 6h / Harbor Hardware.
7. Out
Parent emails, medical notes, school names: stay out of Notion. No automation to email.