New Notion Feature: Grouping Database Views!

TL;DR

Notion’s grouping feature clusters database entries by any selected property and presents each category as a collapsible toggle section.

Briefing Cornell Notes

Briefing

Notion’s new “grouping database views” feature lets users cluster database entries by any property directly inside multiple view types—turning one database into a set of collapsible, toggleable subviews. The practical payoff is faster scanning and less manual setup when databases grow large and items share common attributes like type, status, owner, or pillar.

In a standard Notion table filled with many entries, grouping can be switched from “none” to a chosen property such as “type.” Once enabled, entries automatically appear under grouped headings, each represented by a toggle. Opening a toggle reveals all matching rows; closing it collapses that category, producing a cleaner, more navigable list without creating separate filtered views for each category. Users can also hide empty groups so the interface stays focused on categories that actually contain items.

The feature isn’t limited to table views. The same grouping control works in list view and gallery view, where categories become collapsible sections that reorganize the layout by the selected property. In gallery view, that means collections of cards are grouped under toggles, making it easier to visually separate items by category while keeping the database in a single place.

Board view adds an extra layer: it already organizes items into columns, and now it can also apply a second grouping as “subgrouping” using toggles. The first grouping remains the board’s column structure, while the subgrouping creates vertical toggle categories—useful for splitting work further by something like “status” (e.g., “to review,” “actively using,” or “no status”). This effectively creates a two-dimensional organization scheme: columns for one property and toggles for another.

Timeline view also supports grouping, with toggles for the chosen property (again demonstrated with “type”). Because timeline views are date-driven, the transcript highlights the need for a filter such as “date is not empty” to avoid clutter from items lacking dates. With that filter in place, grouped timeline sections can be used to scan projects or initiatives by category while still respecting the timeline’s date logic.

Beyond the mechanics, the feature is positioned as a major upgrade for complex Notion systems—especially “pillars, pipelines, and vaults,” or any workflow that relies on long lists of items tagged by shared selectors. Examples include grouping tasks by project, grouping team work by owner, organizing goals and habits by bundles, and grouping knowledge vault entries by pillar so those categories become more visible and actionable. The core idea is straightforward: whenever multiple entries share a property value, grouping turns that shared attribute into an immediate navigation layer, making large databases more digestible at a glance.

Cornell Notes

Notion’s new grouping feature clusters database entries by any property inside many view types, replacing the need to create separate filtered views for each category. Users can enable grouping from “none,” choose a property like “type” or “status,” and then open or close each resulting category via toggles. The same approach works in table, list, and gallery views, and board view adds a second “subgrouping” layer on top of columns. Timeline view supports grouping too, but it benefits from filtering out items with empty date fields so the timeline stays useful. This matters most for large, tag-heavy databases where quick scanning by category improves day-to-day workflow.

How does grouping change a database view compared with creating multiple filtered views?

Grouping turns one database view into collapsible categories. After switching grouping from “none” to a property (like “type”), Notion automatically creates grouped sections for each property value and represents each section with a toggle. Opening a toggle reveals the matching entries; closing it collapses them. This avoids manually building separate views for each category and supports optional hiding of empty groups to keep the interface clean.

What are the main view types where grouping can be applied, and what’s different about each?

Grouping works in table view, list view, and gallery view in the same basic way: choose a property, and entries appear under toggleable categories. Board view is different because it already organizes items into columns; grouping adds a second layer called “subgrouping,” which creates vertical toggle categories beneath the columns. Timeline view also supports grouping, but it’s most effective when paired with a filter like “date is not empty” so items without dates don’t clutter the timeline.

Why is hiding empty groups recommended, and when might it be useful not to?

Hiding empty groups reduces visual noise in large databases by showing only categories that currently contain entries. The transcript suggests this as a good default. However, it can be useful to keep a “no status” or “no type” group visible when the goal is to identify items missing required assignments—essentially using the empty category as a to-do list for data completeness.

How does board view “subgrouping” create a two-level organization system?

Board view uses columns as the first organization dimension. With subgrouping turned on, a second property can be used to create toggle categories (vertical sections) within the board. For example, columns can remain grouped by “type,” while subgrouping by “status” yields toggles like “to review,” “actively using,” and “no status.” This lets users slice the same items along two different properties at once.

What’s the practical workflow benefit of grouping in systems like pipelines and vaults?

Grouping makes large, property-tagged datasets easier to scan and act on. In pipelines, tasks can be grouped by project, owner, or status to quickly surface what’s relevant. In a knowledge vault, entries can be grouped by pillar so major categories become more visible. The common thread is that any long list where many items share a selector value becomes more digestible when that selector becomes a navigation layer.

Review Questions

If a database is grouped by “status” in table view, what changes in the interface and how do toggles affect navigation?
How does board view subgrouping differ from the standard column organization, and what does it enable that columns alone can’t?
Why should timeline grouping usually be paired with a filter like “date is not empty”?

Key Points

1
Notion’s grouping feature clusters database entries by any selected property and presents each category as a collapsible toggle section.
2
Grouping works across multiple view types, including table, list, gallery, board, and timeline, with consistent toggle-based navigation.
3
Hiding empty groups keeps large databases readable, while keeping “no status” or “no type” visible can help identify missing data.
4
Board view gains a second organization dimension through “subgrouping,” adding toggle categories beneath the existing column layout.
5
Timeline view grouping is most useful when paired with a filter such as “date is not empty” to prevent undated items from cluttering the timeline.
6
The feature is especially valuable for complex systems (pipelines, vaults, pillars) where many items share properties like project, owner, status, or pillar.

Highlights

One database view can automatically generate multiple toggleable category sections—no separate filtered views required.

Board view can combine columns with a second property via “subgrouping,” creating a two-dimensional organization scheme.

Timeline grouping works best when undated items are filtered out using “date is not empty.”

Topics

Notion Database Grouping
Toggle Categories
Board Subgrouping
Timeline Organization
Pillars Pipelines Vaults