Notion VIP Logo
BulletproofA-to-ZConsultingThe Streamline

The Grouping Guide

Please enjoy this free segment from the course Notion A-to-Z. For all lessons in an intuitive sequence, plus videos, practical exercises, functional demos and certification questions, consider joining this novel educational experience.

Within most database views, you can group items by a specified property. For example, you might group a Tasks database by Status.

This segments the view into sub-views, or "groups"—one for each unique value of the grouping property, such as "Assigned," "In Progress" and "Complete." Each group is tucked into a toggle and filtered for the value it represents.

Notion Database Grouping: Tasks by Category

Benefits of Grouping

Database grouping affords an assortment of benefits. Here are a few:

In this lesson, we'll explore how to configure groups, then look at a few practical examples with varying database formats.

Configure Groups

You can apply grouping to views in any format except Calendar.

Within the view's ••• menu, you'll find the Group option, where you can specify any grouping property except a Rollup.

Notion Database Grouping: Group Menu

Depending on the property type of your grouping property, Notion may display additional options.

After specifying your grouping property, you can return to the Group menu to:

Additionally, each group contains its own ••• menu, where you can hide it or adjust other settings, depending on the property type.

In terms of visible properties, you can typically hide the grouping property, as the grouping toggle clearly indicates its value. For example, if you group tasks by status, you have no need to display the Status property. The exception is when you group by numeric or date ranges.

Summarize Groups

Alongside each group's ••• menu is a value that summarizes its items. Initially, that value simply counts the items, but you can click the number to choose an alternative calculation, then a property on which to perform that calculation.

This view of Tasks displays the minimum days remaining among the tasks in each group:

Notion Database Grouping: Tasks by Category

It's configured by clicking the summary number, then choosing Min and selecting our Days Remaining property.

Notion Database Grouping: Min. Days Remaining

Each database format offers its own options for summarizing entries. Those functionalities apply individual groups within those formats.

Because our view of Tasks uses the Table format, we can choose a summary option at the bottom of each property. This example calculates the average priority for each group:

Notion Database Grouping: Average Priority

For this configuration, we clicked the value below Priority, selected Average, then the Priority property.

Notion Database Grouping: Avg. Priority Menu

Sub-Groups in Boards

Because the Board format intrinsically groups items into columns, the optional toggle groups are "sub-groups," which you can access from the board's ••• menu. This allows you to segment a database's items at two levels. The below example groups people by their experience level, then sub-groups them by their employer.

Notion Database Grouping: People by Experience

Additional Examples

People Gallery, by Organization

The example above groups people by Experience Level, the segments, or "sub-groups," by Organization. The following example displays the same people as a Gallery and retains the organizational segmentation.

Notion Database Grouping: People by Organization

Versatile Expenses

Expenses invariably prove useful for demonstrating database concepts. Below, you can see the same expenses grouped by category, merchant, month and price range.

Expenses by Category

Notion Database Grouping: Expenses by Category

Expenses by Merchant

Notion Database Grouping: Expenses by Merchant

Expenses by Date Range

Notion Database Grouping: Expenses by Month

When choosing to group by a Date property, you also specify a time frame for the groups. The "Monthly" view above groups the Date property by Month.

Notion Database Grouping: Date Grouping

Expenses by Price Range

Notion Database Grouping: Expenses by Price

The groups within "Price Ranges" are also automatic. When grouping by a Number property, you specify a range from which to create groups, then the increments.

Notion Database Grouping: Number Grouping

Our example sorts the price ranges in descending order and hides empty groups.

If you hit any roadblocks as you experiment with database grouping,
I'm all ears @WilliamNutt.

All-in on
the all-in-one
productivity app.
Subscribe →