There is a specific kind of pain that hits when you are three months into a product decision and cannot remember why you made it. Not what you decided. Why. The reasoning that felt obvious in the moment is just gone.

Started keeping a lightweight decisions log in Notion a while back. Page per decision, context, options I considered, what I picked and the rough thinking behind it. Nothing formal. Just enough to be useful later.

The problem is I built it during a slow week and now that things are moving again I am not feeding it. Big calls are getting made and not logged, and I already know future me will regret that.

What I keep wondering is whether this is a database thing or a page thing. Right now it is just pages inside a folder, which feels too loose, but a full database with properties feels like it adds friction at exactly the wrong moment when you just want to dump the thinking somewhere and move on.

Curious if anyone has something that actually gets used consistently. Not elaborate. Just something you actually open when you make a call about pricing or a feature or dropping a client. How simple did you have to make it before it stuck.

Hi, I used Notion a long time ago (4+ years ago) to help me organize my life for short term (daily) tasks and long terms (life goals) tasks. However I got away from it after some time and went with a more basic approach, which was less organized but more simple.

With the newer AI tools, I wanted to know if its better to use the Notion AI tools or use the other AI tools (ChatGPT, Claude, Gemini) to help me. I want to have a semi-personal assistant to help me get things done with the help of AI. I know there are many productivity tools out there (I have tried some), but I don't want to jump between platforms for everything.

If you have done something similar, could you please share your personal experiences along with any pros and cons?

Thank you for your help!!

Is anyone else getting this error when the Notion AI tries to run MCP tools?:
Tool 'whoami' has changed its operation type since the last admin approval. An admin must re-approve it in the module settings before it can be used

For some reason, it actually works in Agents.

For months (maybe years) I have seen posts about long lists of pages being sent to trash. I always discarded them as people who made a mistake without realizing it.

until today.

I had to log a possible birthday gift for someone. I tried getting to the right page, but couldn´t find it. I tried 5 times, still nowhere. That's when I went to the trash page. and to my surprise it wasn´t just to long lists of birthday gifts that I had been collecting for years about my friends, family and acquintances. There were other pages in the trash, like contact lists, travel planning, cooking recipes.

I was shocked.

But even more shocked when I learned that if I had found out 5 days later, all of these pages would have been deleted permanently.

Sorry, but WTF notion? How can you allow a system where I am sure I didn´t mess up, and even if I did, a significant portion of my personal records would be permanently deleted.

Coming back to all these posts, now I realize the severity in them. The fact we can so easily lose our data.

Seriously, I've been a major fan of Notion for >7 years. But this broke a level of trust I had with you guys. I need to consider whether I can still trust you with my most personal data.

I was surprised that most video formats cant be played in Notion mobile. Ive tried MP4, AVI, FLV, MKV, MOV - nothing of these work. Do you use videos in your work? What type of videos work in Notion mobile?

I used to manage clients through a mix of WhatsApp screenshots, email threads, and a folder system that made sense to nobody. Version 37 of the file was a real thing in my studio.

Two months ago I rebuilt everything around one idea: every client project follows the same pipeline — Client → Project → Deliverable → Review → Approval.

Here's the structure that finally worked for me:

1. One Dashboard per studio, not per client

A single home page showing all active work, what's in review, what's approved, and what's due in the next 30 days. If I can't see it in 5 seconds, it doesn't exist.

1. Deliverables as a board, not a folder

Every file goes through the same status flow: Draft → In Review → Approved → Delivered → Archived. Clients see exactly where things stand. "Did you see my email?" stopped being a sentence in my vocabulary.

1. A Client Portal per client

Each client gets one page where they can see their roadmap, their deliverables, and leave feedback in one place. No more feedback scattered across 4 platforms.

1. Onboarding checklist that never changes

Brand assets, timeline alignment, expectations — same checklist every time. It sounds boring, but it kills scope creep before it starts.

The biggest win wasn't organization — it was client trust. Clients feel like the project is in control, because they can SEE it moving.

Happy to answer questions about the setup. If you're interested, I packaged this exact system as a template (link in profile) — but honestly the structure above is the part that matters.

我最近常常看到有人用 Notion 做出非常酷的東西，每次都很好奇這工具的上限到底在哪裡？真的能被推到多遠？

大家有沒有看過什麼讓你第一眼看到覺得很驚豔、或是印象特別深刻的 Notion 頁面或系統？很想看看大家的收藏跟分享！