Notion Databases for Lawyers: Matters, Deadlines and Clients

What is a database in Notion, in legal terms?

Think of a database as a matter register that you can reshape. Every row is a page, and every column is a property that you choose: text, select, date, person, number, checkbox or a link to a row in another database. Notion explains the basics in its own help centre, and it is worth ten minutes before you build anything.

• Notion help: intro to databases

The legal angle is simply deciding which records deserve their own database. If you would keep a separate spreadsheet or folder for it, it probably earns one.

Which databases does a small practice need?

Start with Matters and Deadlines. Add the others only when you feel the lack of them, because every database you add is something you must keep current.

How do views make a database useful?

A view is a saved filter, sort and layout. Create a 'Due in 7 days' view of Deadlines, an 'Active' view of Matters sorted by key date, and a board grouped by stage for your pipeline. The records never move; only the lens changes. Our guide to views covers the filter logic in detail.

• Views and filters for deadlines
• Relations and rollups for matters

What should you not use a database for?

A Notion database holds whatever you type into it, nothing more. It does not calculate court-rules deadlines, hold client money or file anything with a court. Use it to track and organise, and keep regulated functions in tools built for them.

A worked example: setting up Matters in ten minutes

1. 1

   Create the table

   Add a full-page database called Matters. Rename the default Name column to the matter name, in a consistent pattern such as Client - Short description.

2. 2

   Add properties

   Add Client (text or relation), Matter type (select), Stage (select), Status (select: Open, On hold, Closed), Responsible (person) and Key date (date).

3. 3

   Seed it

   Enter five matters, including at least one with no key date, so you see how blanks behave in views.

4. 4

   Add three views

   Active (Status is Open, sorted by Key date ascending), Pipeline (board grouped by Stage) and Closed (Status is Closed, sorted by most recently edited).

5. 5

   Open the page for one matter

   Add headings for Facts, Next action, Documents and Notes, then save it as a page template for new matters.

Keep the first version boring. The point is a list you trust, not a showcase.

Frequently asked questions

Do I need a paid Notion plan to use databases?

Databases work on Notion's free plan. Check Notion's current plan limits on file uploads, collaborators and version history before you decide.

How many properties should a matter database have?

Fewer than you think. Five to eight that you actually fill in beat twenty that nobody maintains.

Can I import my existing matter spreadsheet?

Notion can import CSV files into a database, but clean the columns first so each one maps to a sensible property type.

Is a Notion database secure enough for client files?

That depends on your bar's guidance and Notion's security documentation, which you should review. See our confidentiality guide.