What are the advantages of relational databases?
For quite some time, we have been enthusiastic supporters of Notion, and it is the presence of relational databases that defines Notion’s essence. Notion allows for interconnectedness between organized spreadsheets, unlike the mere adjacency of spreadsheets in other platforms. Relational databases establish connections between various elements.
Within a single location, you may access information regarding the association between projects and clients, the contractors used for each project, the amount to be invoiced to a client for a certain project, and further details. It is quite excellent.
Mechanism of operation
To create a relational database, you establish a connection between two databases using a property known as a relation. This command instructs a database to retrieve information from another database.
Now, let us examine an illustration.
Assume that you possess a database named Exercise Log. To determine the specific meal consumed following a particular workout, you can establish a connection between your Food Log and Exercise Log through a relationship.
To establish a connection between two databases, select the + Add a property option and go through the available property choices until you locate the Relation option. You have the option to perform this task either from the primary database interface or within a particular card.
Subsequently, you will be presented with a comprehensive list of several databases that you can establish a connection with. For this example, we will select Food Log.
Next, you modify the parameters for the relationship. To ensure that this relationship is displayed on both databases, please select the “Show” option on the Food Log.
After setting up the database, you select the desired entry from the other database to establish a connection, and voilà, it is connected!
Upon visiting the Food Log, you will observe that the Cross Fit Workout is now shown under the entry for Protein Shake.
This is a rudimentary illustration, nevertheless it should provide you with a clear understanding of their functionality. Now, let’s examine more intricate scenarios involving Relational Databases.
How we use Relational Databases at Blanc Media
At Blanc Media, we possess numerous significant databases that we aim to establish connections between. Simultaneously, we engage in the execution of approximately 5-10 projects, alongside our routine tasks such as newsletters and blog entries. We want to ensure that all items are systematically arranged and readily available.
Our project database provides comprehensive access to all project-related communications, tasks, files, messages (referred to as notes), product information, and various other pertinent data. Furthermore, it is worth noting that all of these processes occur automatically due to the use of an exceptional project template.
Our project, Accelerator, has a substantial amount of crucial information that we need to monitor. We have developed a high level of proficiency in organizing and categorizing our data in Notion, ensuring that it is stored in the appropriate locations. This meticulous approach enables us to effectively utilize relational databases, maximizing their utility and functionality.
Observe the red boxes, which indicate the presence of multiple interconnected databases.
We desire to establish communication between our primary databases. We aim to establish a connection between the task database and the project database in order to ensure that when a job is assigned to an individual, they are informed about its purpose. We require the integration of our Files database with our projects database; otherwise, it would resemble a disorganized collection of scattered papers on the floor, rendering the purpose of each item unknown.
Editorial Calendar
We have also established a vital link using relational databases for our editorial calendar. Our editorial calendar is not suitable for those lacking courage or resilience. We generate a substantial amount of material across several platforms, and it is essential for us to quickly determine the purpose of each piece. Relational databases facilitate the organization and communication between different entities.
As a writer who frequently contributes to our editorial schedule, having a clear understanding of the context is crucial. By examining the email authored by Isaac, we can promptly ascertain that it pertains to the Accelerator project. Do you recall the Content relation from the Accelerator project? This email will also be displayed there.
Tasks
Chloe possesses a personal dashboard that displays all the items (emails, articles, tasks, etc.) that have been allocated to her. Relational databases provide her with contextual information.
She has a clear view of the duties assigned to her and the projects they are linked to. Indeed, we are currently engaged in the development of the 2024 Digital Planner and Plan Your Year.
What if you possess numerous or perhaps a multitude of entries? Relational databases offer a convenient search feature. You can effortlessly retrieve the precise entry you are seeking.
How Josh Uses Relational Databases in Notion for Practice Management
We regret any confusion that may arise from the use of Canadian tax terminology in the following text. Below is a concise explanation of some terms:
T1 = Personal tax return
T2 = Corporate tax return
T4 = Employment income slip reported to the Canadian tax agency
T5 = Interest income slip reported to the Canadian tax agency
This should cover the basics.
Our firm has a straightforward framework within Notion to effectively handle our customer connections.
Structure
Clients
- Bookkeeping
- T1 – Personal Tax
- T2 & Financial Reporting – Corporate Tax
- T4 & T5 – Tax Reporting
- Other Projects
- Mail Log
- Work Log
Each of these seven distinct databases contains a wide range of tasks that we carry out for our clients. It is important for each database to have distinct things. For instance, a T2 and financial statement involve various types of tasks compared to a T1 personal tax return. However, it is possible to have a T2, financial statement, set of T4s, and other work related to a certain client in a database. We have structured our system to include a property in each database item that establishes a connection with an item in the “Clients” database. This ensures improved tracking and management of relationships.
To search for anything in Notion, simply access the Quick Search field located in the top left corner. Nevertheless, if this initial approach does not promptly produce the desired outcome, our relational database architecture guarantees that we can commence by examining the “Clients” category and subsequently uncover all associations to that particular client from the entirety of the remaining 7 databases. If we have accurately completed the relational database attribute in the remaining 7 databases, each client’s record in the “Clients” database will provide us with a comprehensive history of all the tasks we have completed for that particular client.
Aside from the tax and financial reporting tasks we perform for clients, we also maintain two distinct databases to handle additional tasks that may arise in our client work. To ensure accurate billing, we can record the mailing of documents to a particular client by documenting the mail, specifying the document type, noting the date of dispatch, recording the postage cost, and linking it to the respective client. If there is ever a need to quickly verify mailing billings at the end of a month or for any other reason, the process is straightforward. It involves applying a filter to identify all clients who have a filled “Mail Log” relation in their client card and then including them in an invoice.
Similarly applies to our “Work Log” database. This database stores all the work we complete for each client in the office. It enhances the level of connectivity between our interconnected databases in several ways. For example, if we dedicate 3 hours on the morning of March 21st to preparing a particular client’s personal tax return, we will document our work by creating a log entry indicating that we spent 3 hours on that tax return. Linked database items can be utilized to establish a prompt connection to the item in the T1 – Personal Tax database, which is in turn associated with the Clients database at the highest level. To determine the duration of time it took to complete the tax return, we can start by searching for the client in the Clients database. Then, we can access the T1 – Personal Tax file and locate the Work Log entry, which is displayed as a back link in the T1 – Personal Tax card. With just 2 or 3 clicks, we can determine the precise duration of the task and gain a clearer understanding of what should be invoiced.
The inter-database linkages enable our office to have a comprehensive understanding of our client-related activities, including the duration of our work and the specific clients we are serving. Undoubtedly, this is advantageous during the billing process, but it also significantly influences our rapport with each client. With just a few simple clicks, I can easily review all the tasks we have completed for a client, ensuring that our professional work is well-informed and guided. This optimizes our job efficiency and offers more effective instructions to clients, preventing redundant efforts on tasks that have previously been accomplished. Our office has had a more favorable financial outcome as a result. However, we strongly believe that our utilization of relational databases in Notion has really enhanced our relationship with each client.
How we’ve used Relational Database to help other clients
While you may not possess a comprehensive editorial calendar or a tax corporation, relational databases remain an integral component of the functionality of Notion. A few months ago, we were engaged in a consultancy project for a company specializing in marketing and brand strategy. Chloe dedicated a considerable amount of time to meticulously designing an elaborate Notion workstation for themselves.
There were numerous components that were in motion. There are several clients, a multitude of past, current, and possible projects, and a large number of contractors with whom they have collaborated on various projects. You understand the concept. A plethora of information.
Chloe was assigned the responsibility of establishing a means of facilitating communication and seamless integration of all their data, enabling rapid access to all the necessary information. The experience was enjoyable.
She developed a comprehensive system of databases, including a Master Client Database, Master Project Database, Master Contractor Database, and Master Contractor Agreement Database. These databases were designed to facilitate the efficient retrieval of contractor contracts for specific projects, eliminating the need for extensive searching. Additionally, she constructed databases for meeting notes and other relevant information.
She facilitated the process of seamlessly joining an ongoing project or initiating a new one. This involved including the relevant client information, incorporating the participating contractors, attaching their contractual agreements, and documenting any meeting notes throughout the project’s duration.
When engaged in substantial client initiatives, it is undesirable to allocate time towards locating information. All the information should be consolidated in a single location, readily available.
Conclude
Relational databases consolidate pertinent information, eliminating the need to search through numerous files, folders, or emails in order to locate a certain document. All the information may be conveniently accessed in a single location. The defining characteristic of Notion is a revolutionary innovation.
To enhance the system, you have the option to develop a sophisticated tagging system akin to Obsidian by utilizing relational databases. I have developed a similar structure, inspired by Marie Poulin’s Notion Mastery course, to organize my Notion Library.
Notion’s Rollup feature enhances the functionality by enabling the inclusion of more information. However, we can postpone discussing that matter for a future occasion.