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Automate NOTION – Formula Hacks for Dates, Deadlines, and Progress Tracking

Every second matters in the lightning-fast startup industry. Thought is a godsend for data organization, but automation takes it to the next level. You may turn your desk into a machine for producing formulas by using Notion’s formula feature.

Follow along as we show you how to automate common chores like:

  • Calculating Dates: Effortlessly determine start dates, deadlines, and time remaining.
  • Conditional Formatting: Visually highlight overdue tasks to stay on top of your priorities.
  • Progress Tracking: Calculate completion percentages and visualize your project’s progress.

1. Mastering Date Calculations:

Notion’s date functions are your secret weapon for project management. Here’s how to use them:

  • dateAdd() and dateSubtract(): Calculate dates relative to a starting point. Perfect for setting deadlines a specific number of days, weeks, or months in the future (or past).
  • dateBetween(): Find the time elapsed between two dates – ideal for tracking project durations or time remaining until a deadline.


Imagine you have a “Task Deadline” property. To see how many days are left, create a new formula property called “Days Remaining” and use this formula:

dateBetween(prop("Task Deadline"), now(), "days")

2. Conditional Formatting: Highlighting What Matters

Visual cues can make a world of difference in managing tasks. Conditional formatting lets you highlight overdue tasks, making them impossible to miss.

  • if() Statements: Create rules based on date comparisons. For example, highlight a task if the “Days Remaining” property is negative.


Use this formula for a “Task Status” property:

if(prop("Days Remaining") < 0, "Overdue", if(prop("Days Remaining") == 0, "Due Today", "On Track"))

Then, set conditional formatting to change the background color to red for “Overdue,” yellow for “Due Today,” and green for “On Track.”

3. Progress Tracking with Formulas:

Numbers don’t lie! Track the progress of your projects with simple formulas:

  • Percentage Calculation: If you have a “Tasks Completed” and “Total Tasks” property, calculate the completion percentage:
(prop("Tasks Completed") / prop("Total Tasks")) * 100
  • Progress Bars: Visualize progress using the progressBar() function. This creates a visual representation of the percentage calculated above.


Use this formula for a “Progress” property:

progressBar(prop("Tasks Completed") / prop("Total Tasks"))

Table: Key Notion Formula Functions

dateAdd()Adds time to a date
dateSubtract()Subtracts time from a date
dateBetween()Calculates the time elapsed between two dates
if()Creates conditional statements
prop()References the value of another property
now()Returns the current date and time
progressBar()Creates a visual progress bar
round()Rounds a number to the nearest integer

Additional Tips:

  • Experiment: Don’t be afraid to experiment and combine formulas to tailor them to your specific needs.
  • Consult Notion’s Documentation: Notion has comprehensive documentation on their formulas, so refer to it if you get stuck.
  • Notion Community: The Notion community is a treasure trove of ideas and support. Don’t hesitate to ask for help or share your own tips!


By automating these basic tasks in Notion, you’ll free up valuable time and mental energy to focus on what truly matters – growing your startup. Embrace the power of formulas, and watch your productivity soar!

Let us know in the comments how you’ve been using formulas to automate your Notion workspace. We’d love to hear your creative solutions!

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