You want to display a subset of a Notion database in another location without showing all its records. A linked database copies the original database’s data into a new view, but by default it shows every entry. To show only specific records, you must create a linked database and then apply a filter before sharing or embedding it. This article explains how to create a linked database, apply a filter to it, and avoid common mistakes that cause the filter to reset or break.
Key Takeaways: Building a Filtered Linked Database in Notion
- Create Linked Database from an existing database: Opens a new view that mirrors the source database’s content and structure.
- Filter button above the linked database: Lets you set conditions such as “Status equals Done” to show only matching records.
- Filter persists across page reloads and sharing: Once applied, the filter stays active unless you manually edit or remove it.
What a Linked Database With a Pre-Applied Filter Does
A linked database is a copy of a source database that appears in a different page or workspace. It shows the same records and columns as the original, but you can change its view, filter, sort, and layout without affecting the source. When you apply a filter to a linked database, only records that meet the filter conditions are visible. This is useful for dashboards, team reports, client-facing pages, or any situation where you need to present a curated subset of data. No special permissions or paid plans are required — any Notion user can create a linked database and apply filters.
Steps to Create a Linked Database and Apply a Filter
- Open the source database
Navigate to the page that contains the database you want to link from. This can be a full-page database or an inline database block. Confirm the database has at least one column you can filter on, such as a Select, Status, Date, or Checkbox property. - Copy the link to the database
Hover over the database title at the top of the page. Click the small Copy link icon that appears next to the title. Alternatively, right-click the database block and select Copy link. This copies a direct URL to the database view. - Go to the target page
Navigate to the page where you want the filtered linked database to appear. This could be a different workspace page, a team hub, or a client portal. - Create the linked database block
On the target page, type /linked and select Linked view of database from the menu. In the dialog that opens, paste the URL you copied earlier. Press Enter. Notion creates a new linked database block that shows all records from the source. - Apply the filter
Click the linked database block to select it. Look for the Filter button in the top-right toolbar above the database. Click Filter, then click Add a filter. Choose the property you want to filter on (for example, “Status”). Set the condition (for example, “is” and “Done”). The linked database now shows only records that match that condition. - Save and test the filtered view
Click anywhere outside the filter menu to close it. The linked database block now displays the filtered subset. Refresh the page or open it in a new tab to confirm the filter persists. Share the page with a colleague to verify they see the same filtered data.
Common Mistakes and Limitations When Using Filters on Linked Databases
Filter disappears after I edit the source database
If you rename a property or change its type in the source database, the filter on the linked database may break. For example, if you change a Select property to a Text property, the filter condition “is” may no longer apply. To fix this, edit the linked database’s filter and reselect the correct property and condition. Always rename or restructure properties in the source database before creating linked database filters, or update the filters afterward.
Linked database shows all records even though I applied a filter
This usually happens when you applied the filter to the wrong view. Each linked database can have multiple views (Table, Board, Calendar, etc.), and filters are stored per view. If you switch to a different view, the filter you applied may not carry over. To fix this, switch back to the view where you originally set the filter, or apply the filter to every view you plan to use.
Filter is not visible to other workspace members
Filters on linked databases are stored with the block, not with the user. If a teammate cannot see the filter, they may be viewing a different version of the page or the page was duplicated without the linked database. Ensure you share the exact page URL that contains the linked database block. If you duplicated the page, recreate the linked database and filter on the duplicate.
Filter does not work with rollup or formula properties
Notion supports filtering on rollup and formula properties, but the filter options are limited. For example, a formula that returns text cannot be filtered with “contains” if the formula output is dynamic. To work around this, create a helper property in the source database that stores the computed value as a static property type (Select, Text, Number) and filter on that instead.
Linked Database Filter Methods Compared
| Method | How to Apply | Filter Persistence |
|---|---|---|
| Manual filter via toolbar | Click Filter button above linked database, add condition | Persists across page reloads and sharing |
| Filter via database view template | Create a view in the source database with a filter, then link that specific view | Persists as long as the source view is not renamed or deleted |
| Filter using linked database from a saved view | Use the Copy link option on a filtered view in the source database, then paste into linked database block | Persists and updates when source view’s filter changes |
Using a saved view from the source database is the most reliable method for complex filters because the linked database inherits the filter directly. The manual method is faster for simple, one-time filters.
You can now create a linked database that shows only the records you need by applying a filter before sharing. Start by copying the link to the source database, then paste it into a linked database block and add your filter conditions. For advanced use, consider setting up a saved view in the source database with multiple filters and sorting rules before linking it — this approach reduces the chance of filter errors and makes updates easier across multiple linked databases.