Notion Workspace Setup
Structure your Notion workspace so Portalize can identify clients and scope data correctly.
Quick start: use our template
The fastest path is to duplicate our pre-built Notion template. It includes Clients, Projects, Tasks, and Documents databases with relations already wired up.
- Duplicate the Portalize Notion template
- During setup (or in Settings → Notion), click Connect with Notion and authorize your workspace.
- When Notion asks which pages to share, include the template databases (Clients, Projects, Tasks, Documents).
- Map your Clients database in Step 3 of the setup wizard (Client identity).
Portalize uses Notion OAuth — you do not create an internal integration or paste a token.
Required: Clients database
Every portal needs a Clients database. Portalize uses it to know who is logging in and to link each client to their Notion page for relation-based scoping.
| Property | Notion type | Required |
|---|---|---|
| Name | Title (or rich text) | Yes |
| Email (or rich text) | Yes | |
| Company | Text | Optional |
In the setup wizard, you map which properties hold Email and Name. The email must match what clients use at login.
Recommended relations
For the most reliable scoping, link databases with Notion relations:
- Projects → Client — relation to your Clients database (direct scoping)
- Tasks → Project — relation to Projects (use advanced scoping to reach the client)
- Documents → Client — relation or a text field with client email
Important: A Tasks → Project relation does not scope by client on its own. Project relations contain project page IDs, not client page IDs. Use Relation via linked database or a Rollup relation in the view editor — see Advanced Scoping.
Granting access to new databases
If a database does not appear when creating a view, Portalize may not have access yet:
- Open the database as a full page in Notion.
- Click ⋯ (top right) → Connections.
- Ensure Portalize is connected, or reconnect from Settings → Notion in your dashboard.