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Copy and Paste Notion Relation Properties

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Hi Everyone,

I am currently trying to find a solution of how to easily migrate large database entries including the relation property.
I am managing a team which need to enter data into a database, which I periodically need to move into an archive version of the database for backup. When copy and pasting the entries, the information stored in the relation properties is not being migrated. I set up the exact same relations in both databases, but still doesn't work.

Any ideas would be incredibly helpful.

by avg8888 (170 points)

1 Answer

1vote

polle Points97850

If the properties are the same, drag the rows from database A to database B instead of using copy paste.

1: A view of A.
2: A view of B.

Like that, one and below the other one both in table view.

Select 30 rows from A.
Option to Copy: Drag pressing alt / option in your keyboard drop in B.
Option to Move: Drag without pressing anything and drop in B.

That will do the trick.

by polle (97.9k points)

1vote

avg8888 commented

This doesn't migrate the information in the relation property column

by avg8888 (170 points)

1vote

polle commented

Sorry I forgot to explain the important step.

Filter by relation before in both.

A: Filter it by relation XX
B: Filter it by relation XX

Then drag and the filter will apply the relation in B.

Repeat the steps for other relations and done.

by polle (97.9k points)

0vote

avg8888 commented

I assume what you're taking advantage of is the force filter functionality, where due to the set filter, a property automatically takes a certain value due the the filter view the entry is being created in.

My relation properties have multiple values per value field, and each entry has different values within the relation property, therefore this solution not being particularly viable.

by avg8888 (170 points)

1vote

polle commented

That is correct, I meant that, when you filter by relation the relation will be applied to the new items. Now that you mention it has multiple relations and not just one, I haven't tried that.

Have you tried filtering by multiple relations and not just one to see the result?

by polle (97.9k points)

1vote

avg8888 commented

It's possible, but since every entry has multiple relation values which are all individually unique, it makes this specific method for this specific case somewhat pointless.

by avg8888 (170 points)

1vote

polle commented

I am not understanding the unique values. That means that each row has different relations in the complete database?

So it is not a relation, it is with multiple relations and it is also different in every single row.

If that is the case, then it will be imposible to do, as every single row is unique.

You will have to do it manually.

Another option is to use automations. I haven't try this with native Notion automations, but you can do it using external tools like Make or Zapier, that way you won't even need to do anything, it will happen in any recurring time you set.

Copy from A to B if it is older than 30 days for example.

by polle (97.9k points)

1vote

polle commented

I will extend this a bit after understanding the complete scenario, but without knowing the use case and structure you have.

You don't need relations at all. Relations are useful to have those relations between two databases with multiple items, not for 1 unique single item.

Food example.

Recipes Database.
Ingredients database.

Then you can see all recipes by ingredient, like show me all the ones that uses tomatoes, or avocados or beef.

But if every single item is unique, then yo do not need a relation at all, because you can't use it in any way that benefits you.

You should use tags instead, to just tag the things as you need them or even better by text, it is like a description because it is unique and you can't use it in any way, you just need to see it.

Hopefully that makes sense and it helps a bit in creating a solid structure for the system you are using.

by polle (97.9k points)

0vote

avg8888 commented

the context is connecting a task database with a work hours database.

if someone worked on 28th, December 2024 between 08:00-18:00, they make an entry in the work hours database (B).

When they work on Tasks they interact with the task database (A), and upload information to it/ select it as complete.

Inside of the work hours table (B) I want to be able to link the tasks they worked on with the work hours entry they create. For which I thought of using a relation property.

After the end of every month, after payroll, I want to then migrate all information on database B into a work hours archive database (C), to have a secure backup of the information.

I would preferably have the trigger be a button which I can press whilst doing payroll, instead of Zapier just going off on its own.

by avg8888 (170 points)

0vote

polle commented

Without seeing the complete thing is difficult to tell you what to change, but you can just add a start time and an end time with a simple automation.

When a task status is changed to in progress, add a start date, when it is changed to done, add a finish date.

Then with a formula you can just do the math for the duration and SUM everything at the end of the month as you need.

Filter by month and see the total of hours, done.

There are more advanced ways to do this, but you have to actually create a complex system, which I believe it is not necessary in this case.

And with this, you don't need relations at all, you can just drag everything to your second database and done.

by polle (97.9k points)

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