You have a Notion database that contains sensitive information, but you want to share only a filtered subset of its data with a colleague or client. By default, sharing a database view grants the viewer access to the entire database, including rows you intended to hide. This article explains how to create a filtered view that others can see without giving them access to the source database itself. You will learn to use linked databases and public sharing settings to achieve this.
Key Takeaways: Share a Filtered Notion Database View
- Linked database to a new page: Creates a duplicate view of the source that can be filtered independently without exposing the original database.
- Share button > Publish: Generates a public link that displays only the filtered linked database, not the source.
- Filter conditions: Applied to the linked database view to limit which rows are visible to the public.
How Notion Database Permissions Work for Shared Views
When you share a database page normally in Notion, the recipient gains access to the entire database, including all properties, rows, and views. This happens because Notion treats the database as a single object. If you apply a filter to a view and then share the page, the recipient can still remove the filter and see all rows if they have edit permissions. Even with view-only permissions, they can see the full list of rows in the database unless you use a linked database.
A linked database is a copy of the original database placed on a different page. It mirrors the source data in real time but can have its own filters, sorts, and views. Importantly, the linked database does not give the viewer access to the source database. This separation is the foundation for sharing a filtered view without source access.
Steps to Create and Share a Filtered Linked Database View
- Create a new page for the filtered view
Open Notion and create a new page in your workspace. This page will hold the linked database that you will later share. Name the page something like “Public Project View” or “Client Dashboard.” - Add a linked database to the new page
Type/linkedon the new page and select “Linked database” from the menu. A dialog appears asking you to select the source database. Choose the database you want to filter. The linked database appears on your new page. - Apply the filter to the linked database
Click the linked database view. In the top-right corner, click the filter icon (funnel shape). Add a filter condition. For example, if the source database has a “Status” property, set the filter to show only rows where Status equals “Complete.” The linked database now displays only the filtered rows. - Configure the public share link
Click the Share button in the top-right corner of the new page. Under “Publish,” toggle the switch to “Share to web.” A public link is generated. By default, this link shows the page content, which is the filtered linked database. - Test the public link in an incognito browser
Open a private or incognito browser window. Paste the public link. You should see only the filtered rows. The viewer cannot navigate to the source database or see hidden rows.
If the Filtered View Still Shows the Source Database
Viewer sees the original database instead of the linked one
This happens if you shared the original database page instead of the new page containing the linked database. Verify that the share link comes from the page you created in step 1. The URL should contain the page ID of the new page, not the source database page ID.
Viewer can remove the filter and see all rows
The public share link grants view-only access. However, if you accidentally gave the viewer edit permissions on the page, they can modify the filter. Check the share settings: under the Share button, ensure the public link is set to “Can view” only. Do not add the viewer as a member of the page with edit rights.
Linked database shows all rows despite filter
The filter might not have been applied correctly. Click the linked database, open the filter menu, and confirm the condition is active. Also check that the filter is set to the correct property name and value. If the property is a select or multi-select, ensure the value matches exactly (case-sensitive).
Linked Database vs Source Database Sharing Compared
| Item | Linked Database (Public View) | Source Database (Direct Share) |
|---|---|---|
| Access to all rows | No, only filtered rows are visible | Yes, viewer sees all rows |
| Viewer can remove filter | No, public view is read-only | Yes, if viewer has edit permissions |
| Viewer can navigate to source | No, the link points only to the new page | Yes, the share link points to the source database |
| Real-time data sync | Yes, linked database mirrors source changes | N/A, viewer sees the source directly |
You can now share a filtered view of any Notion database without exposing the full dataset. Next time you need to share a project status report or client dashboard, use a linked database with a public share link. For additional control, consider setting up a separate workspace for external collaborators and using the same linked database technique.