Auto-Generate Structures

Database templates in Notion allow you to create standardized database entries with predefined properties, default values, and consistent structure. This feature is essential for teams who want to maintain consistency across database records while saving time on repetitive data entry.

When to Use Database Templates

Database templates are particularly valuable for:

• Project management databases where each task needs consistent fields and default assignments
• Content calendars with recurring publication workflows
• Team documentation where entries should follow standard formats
• Customer relationship management systems requiring structured data entry

Prerequisites

Before creating a database template, ensure you have:

• An existing database or access to create one
• Edit permissions for the database
• A clear understanding of the properties and default values needed for your workflow

Accessing Your Database

Navigate to your database through the sidebar or by using the search function. If you're creating a new database specifically for templates, you can start from scratch using the database creation options.

1

Navigate to your existing database or create a new one. In this example, we're working with a task database that will be used to manage team tasks and assignments.

2

Click in the database area to reveal the creation options. You'll see a menu with various database creation choices including Table view, Board view, and other options.

3

Select Table view to create a traditional spreadsheet-style database. This view is ideal for templates as it clearly shows all properties and their relationships.

4

Choose New empty database to start with a clean slate. This allows you to build your template structure from the ground up without any predefined properties that might not match your workflow.

5

Once your database is created, locate the template creation option. Click on New template to begin setting up your standardized database entry template.

6

Begin adding properties that will be included in your template. Click Add a property to start defining the fields that every new database entry will have. These properties will serve as the foundation of your template structure.

7

Select Date as your property type. Date properties are essential for task management, project tracking, and any time-sensitive database entries. This property will allow users to set deadlines, start dates, or completion dates for each entry.

8

Type Date as the property name, or choose a more specific name like Due Date or Start Date depending on your use case. Clear property names help team members understand the purpose of each field.

9

Add another property by selecting Person from the property type menu. Person properties are crucial for task assignment, ownership tracking, and collaboration management within your database.

10

Name this property Person or use more specific terms like Assigned To, Owner, or Responsible Party based on your team's workflow requirements.

11

Add a Status property to track the progress of each database entry. Status properties provide visual indicators and help teams quickly understand the current state of tasks, projects, or other tracked items.

12

Label this property as Status. Status properties automatically come with predefined options like Not started, In progress, and Done, which can be customized later.

13

Configure default values for your template properties. Select Today as the default date value. This ensures that every new entry created from this template will automatically have today's date, which is useful for tracking creation dates or setting immediate start dates.

14

Set the default person assignment to Person who duplicated page. This intelligent default automatically assigns new entries to whoever creates them, eliminating the need for manual assignment in most cases.

15

Configure the default status by selecting Not started. This ensures that all new entries begin with a clear status, making it easy to track progress from creation to completion.

16

Click on the template title area to customize the name of your template. This title will appear in the template selection menu and should clearly describe the purpose of the template, such as Task Entry Template or Project Task.

17

Complete the template setup by entering a descriptive name that reflects the template's purpose. In this example, we're keeping it as task database, but you could use names like Weekly Task Template or Standard Project Entry.

18

Review your completed template to ensure all properties, default values, and settings are configured correctly. Your template is now ready to use and will appear in the database's template selection menu for team members to utilize.

Advanced Template Configuration

Beyond basic property setup, database templates support advanced configuration options:

Property Types and Use Cases

• Text Properties: For names, descriptions, or any free-form text input
• Number Properties: For quantities, scores, budgets, or any numerical data
• Select Properties: For categories, priorities, or predefined options
• Multi-select Properties: For tags, skills, or multiple categories
• Checkbox Properties: For yes/no options or completion tracking
• Formula Properties: For calculated fields based on other properties

Smart Default Values

Notion offers several intelligent default value options:

• Today: Automatically sets the current date
• Person who duplicated page: Assigns to the template user
• Custom default text: Predefined text that appears in new entries
• Specific dates: Set recurring deadlines or start dates

Using Your Database Template

Once your template is created, team members can use it by:

1. Clicking the New button in your database
2. Selecting your custom template from the dropdown menu
3. Modifying the pre-filled values as needed

The template serves as a starting point, and users can always modify individual entries after creation without affecting the template structure.

Best Practices for Database Templates

Template Design Principles

• Keep Essential Properties Only: Include only properties that are used in 80% or more of entries
• Use Clear Naming Conventions: Property names should be immediately understandable to all team members
• Set Helpful Defaults: Choose default values that reduce manual entry for the majority of use cases
• Consider Property Order: Arrange properties in the order they're typically filled out

Team Collaboration Tips

• Create multiple templates for different scenarios (e.g., Urgent Task, Regular Task, Review Task)
• Document template usage in your team's workflow documentation
• Regularly review and update templates based on usage patterns
• Train team members on when to use each template

Troubleshooting Common Issues

Integration with Other Notion Features

Database templates work seamlessly with other Notion features:

• Template Buttons: Create buttons that automatically generate entries using your database template, as covered in Use Template Buttons
• Database Views: Create filtered views to organize entries created from different templates, detailed in Creating and Managing Database Views in Notion
• Automation Rules: Set up rules that trigger when entries are created from specific templates

Conclusion

Database templates are a powerful tool for maintaining consistency and efficiency in your Notion workspace. By setting up properties with smart defaults and clear naming conventions, you can significantly reduce the time and effort required for data entry while ensuring all team members follow standardized workflows.

Start by creating simple templates for your most common database entry types, then gradually expand to more specialized templates as your team's needs evolve. Remember that templates can be modified and improved over time based on actual usage patterns and team feedback.