Notion Filters and Sorts
Filters and sorts control which entries appear and in what order. A filter hides entries that do not match a rule. A sort arranges the remaining entries by a chosen property.
What a Filter Does
Imagine a full task list with fifty items. A filter can narrow that list down to only tasks marked Urgent. The other tasks stay in the database but disappear from this view, keeping your screen focused on what matters right now.
Filter Effect Example
| Before Filter | After Filter: Priority = Urgent |
|---|---|
| 50 tasks total | 8 tasks shown |
Adding a Filter
Click the Filter button above the database. Choose a property, such as Status. Set a condition, such as Status equals Not Started, and the view updates instantly to match only entries meeting that condition.
Combining Multiple Filters
You can stack more than one filter rule at a time. Notion lets you choose And or Or logic between rules. And logic requires every rule to match, while Or logic requires only one rule to match.
And vs Or Logic
| Logic | Rule 1 | Rule 2 | Result |
|---|---|---|---|
| And | Status = Done | Priority = High | Shows only entries matching both |
| Or | Status = Done | Priority = High | Shows entries matching either one |
Filtering by Relative Dates
Date filters support relative conditions, such as Due Date is within the next 7 days. This condition updates automatically each day without manual adjustment. A weekly review dashboard built this way always shows the current week without any editing.
What a Sort Does
A sort reorders entries without hiding any of them. Sorting a task list by Due Date shows the nearest deadline first. Sorting by Priority shows the most urgent items at the top of the list.
Adding a Sort
Click the Sort button above the database. Pick a property and choose ascending or descending order. Add a second sort rule to break ties within the first one, such as sorting by Due Date first and Priority second.
Filters and Sorts per View
Each view can carry its own filters and sorts independently. A Board view might filter to show only active projects. A Calendar view on the same database might show every entry regardless of status, since each view serves a different purpose.
Practical Example: A Personal Task Dashboard
Build a view filtered to show tasks assigned to you with a Status that is not Done. Sort this view by Due Date in ascending order so the nearest deadline appears first. This single view becomes your daily starting point without any manual sorting.
Saving Time with Presets
Duplicate an existing view instead of rebuilding filters from scratch. Adjust the copy for a new purpose, such as changing the assigned person filter. This method keeps your original view untouched while you experiment with a new one.