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Notion isn't just your average productivity tool; it's perfect for individuals and big shots managing a whole bunch of people in their business.
If you’re a Notion Enthusiast, you might heard about Notion Formulas. If not, No worries, this article will explain you everything about the Notion Formulas. They’re like the secret sauce that can take your Notion Workspace to a whole new level.
Even seasoned users sometimes find them a bit intimidating. So we will be diving into notion Formulas and give you a crash course on all the concepts in Notion Formulas.
Lets get started
What Are Notion Formulas?
Notion formulas are powerful tools that allow you to manipulate data, create dynamic calculations, and automate various tasks within your Notion databases. With formulas, you can:
- Calculate project deadlines
- Automatically tag tasks based on priority
- Create custom date and number formats
- Reference other database properties to create complex logic
Formulas can be simple or complex, depending on your needs, and can transform how you organize and visualize data in Notion.
Creating a Formula Property
Follow these steps to add a formula to your Notion database:
- Click on the ••• menu in your database.
- Choose Properties and click on + Add a property.
- Opt for Formula from the options.
- Click Edit and start writing your formula.
Where and Why to Use Formulas in Notion
Formulas can be used across all types of Notion databases—Tables, Boards, Galleries, and Lists. You can apply formulas to track projects, manage tasks, create to-do lists, and even organize customer data. Here are some real-world examples:
- Project Management: Automatically calculate overdue tasks and calculate progress.
- Task Tracker: Highlight overdue tasks and calculate how many days until a deadline.
- CRM: Tag leads based on the last interaction date.
- Habit Tracker: Automatically track progress toward your goals.
Formulas reduce the need for manual data entry and allow you to automate repetitive tasks, making your workspace much more efficient.
Formula Editor
When you click within the content area of a formula property, Notion opens up its formula editor for you.
This editor is divided into four main sections:
- Editor Field: This is where you write your formulas. You can format them with line breaks and indentation for better readability. Inline comments are supported.
- Live Preview: Right beside the editor, you get a live preview of the current value returned by your formula. If there are any errors, this preview transforms into a list of those errors.
- Scrollable List: You have a scrollable list displaying all available properties, built-ins, functions, and variables. Just click on one, and it'll be added to your formula right where your cursor is.
- Context Window: This window gives you a description of the currently selected or hovered formula component. It's your go-to for understanding what each part does. Also, you'll find a syntax reference and a few examples to guide you.
With the latest updates to Notion's formula editor, you can now enjoy the convenience of new lines, indentation, and comments, making it a breeze to craft intricate formulas without having to leave Notion.
- To add new lines, simply use Shift + Enter.
- For indentation, press the Tab key.
- If you want to add comments, use /*This is a comment */
Formula Data Types
Notion formulas return different data types, depending on what you're calculating. The following table lists the available data types:
Data Type | Example Output |
Text | "Task overdue" |
Number | 5, 23.4, -1 |
Boolean | true, false |
Date | May 13, 2025 |
List | ["Work", "Urgent"] |
Null | null (no output) |
Formula Components: Inputs, Functions, and Constants
Formulas are made up of three key components:
1. Property References
To reference a property in your database, use the following syntax:
prop("Due Date")
2. Operators
+, , ,/: Basic math operations
==,!=,<,>: Comparison operators
&&,||,!: Logical operations
3. Functions
Notion formulas include a variety of functions. Some common ones:
if(condition, true_value, false_value)
dateAdd(date, number, "days")
contains(text, "urgent")
formatNumber(number)
length(text)
Real-World Formula Examples
Here are practical examples you can use in your own Notion workspace. Each example includes the database setup, formula, and expected output:
1. Project Management: Mark Overdue Tasks
Database Setup:
- Due Date: Date property
- Status: Select property (e.g., "In Progress", "Completed")
Formula:
if(prop("Due Date") < now(), "⚠️ Overdue", "✅ On Track")
Expected Output:
- If the task is overdue, the formula will display "⚠️ Overdue."
- If the task is on track, it will show "✅ On Track."
2. Task Tracker: Days Until Deadline
Database Setup:
- Due Date: Date property
Formula:
dateBetween(prop("Due Date"), now(), "days")
Expected Output:
- Calculates how many days are left until the due date.
3. Tagging Tasks by Priority
Database Setup:
- Tags: Multi-select property (e.g., "Urgent", "Low Priority")
Formula:
if(contains(prop("Tags"), "Urgent"), "🔥 High", "🟢 Normal")
Expected Output:
- Marks tasks with "Urgent" tag as high priority, otherwise shows normal priority.
New in Notion Formulas 2.0
The Notion 2.0 update introduced several advanced features in formulas:
Key Features:
letVariables: Store temporary variables inside formulas to simplify complex logic.
let deadline := prop("Due Date"); if(deadline < now(), "Overdue", "Upcoming")
- Multi-line Editor: Write formulas with better formatting, especially useful for long formulas.
- Relational Properties: You can now reference data from related databases using the
prop("Relation").propertysyntax.
prop("Client").prop("Last Contacted")
Troubleshooting Formula Errors
Common Issues & Fixes:
Issue | Fix |
Type Mismatch | Ensure you’re not combining incompatible data types (e.g., text with numbers). |
Invalid Property | Make sure the property name is spelled correctly (case-sensitive). |
Unexpected null | Add conditional checks to handle missing or null values. |
Formula Doesn't Update | Ensure that you’re in view mode—sometimes formulas don’t update in edit mode. |
Resources to Learn More
Here are some great resources for deepening your knowledge of Notion formulas:
Wrapping up
In conclusion, understanding and using Notion's formulas unlocks a realm of efficiency and precision in your workspace.
In the ever-evolving realm of databases, calculations, and data manipulation, remember that formulas are more than mere strings of characters—they are your allies in creating intelligent, automated solutions.
Whether you're performing basic arithmetic or implementing complex conditional statements, view this guide as your compass. Keep experimenting with formulas and fully harness the capabilities of Notion.
Frequently Asked Questions
1. What’s the easiest formula to start with?
Try
if(prop("Done") == true, "✅", "🕒") to show a checkmark for completed tasks.2. Can I use formulas across related databases?
Yes! Use the new 2.0 feature:
prop("Client").prop("Email").3. Do formulas work on mobile?
Yes, though editing them is easier on desktop.
4. What coding language does Notion use for formulas?
Notion formulas use their own proprietary formula syntax, similar to JavaScript but with a unique set of functions and operators designed specifically for Notion’s database and task management system.
5. How to use sum formula in Notion?
To sum a column or a set of numbers, use the
sum() function:sum(prop("Amount"))
This sums the values in the Amount column.
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