Advanced Scoping
When a database links to clients indirectly — for example Tasks → Projects → Client.
When to use this: If your database has a relation to another database (like Tasks → Project), not directly to Clients, use one of the advanced scoping types below. Plain relation scoping only works when the relation property directly contains the client's Notion page ID.
Relation via linked database
In the view editor Scope tab, choose scoping type Relation via linked database (relation_chain). This walks through an intermediate database to reach the Clients database.
Example: Tasks scoped through Projects
- • Database: Tasks
- • First relation property: Project (Tasks → Projects)
- • Second relation property: Client (on Projects → Clients)
- • Result: Each client sees tasks belonging to their projects
The editor shows a green check when the chain reaches your Clients database. If the first relation links to a database that is not Projects (or your intermediate DB), pick the relation on that linked database that connects to Clients.
Rollup relation
Choose scoping type Rollup relation (via linked database) when your Tasks database has a Notion rollup that surfaces the Client relation from Projects.
Example: Tasks with a Client rollup
- • In Notion: Tasks has Project relation; Projects has Client relation
- • Add a rollup on Tasks: roll up the Client relation from Project
- • In Portalize: select that rollup property as the scoping property
- • Result: Records where the rollup includes the client's page ID are shown
The rollup must return relation IDs that point to client pages in your Clients database.
Check matches
Before enabling a view, use the Check matches button on the Scope tab. Pick a synced client and see how many records match with your current scoping configuration. This helps catch misconfigured relations before clients see an empty view.
Editor warnings
If you select a relation property that links to a database other than Clients, the view editor shows a warning and offers to switch to chaining. This prevents the common mistake of scoping Tasks by Project relation and wondering why no data appears.
Choosing the right type
| Your Notion setup | Scoping type |
|---|---|
| Record has direct Client relation | Relation-based |
| Record has text field with client email or ID | Text-key |
| Record → intermediate DB → Client | Relation via linked database |
| Rollup of Client from linked database | Rollup relation |