Tasks and dependencies
Create and organize tasks in Notion to take your project management to the next level. Use sub-items and dependencies to give depth to any workflow 🐣
Want to see and manage all of your tasks in one place? Learn about My tasks here →
Sub-items allow you to break tasks into smaller, distinct pieces of work, so that they can be easily scoped out, assigned, and tracked. They are visible in all database views.
Enable sub-items
Navigate to the
•••
menu at the top right-hand corner of a Notion database in Table view. Click onSub-items
→Turn on sub-items
.Click the grey toggle that now appears on hover next to table items. Click
+ New sub-item
to add a sub-item.You can also drag existing items to nest them under others!
View sub-items
Depending on your database view, there are a few ways you can view your sub-items. To adjust the way sub-items show up in your database, select •••
at its top right → Sub-items
→ your current setting next to Show as
.
For table, list, and timeline views, you can choose:
Nested in toggle
: This will allow you to open and close toggles in parent items to show or hide sub-items within them.Flattened list
: This will show all of your parent and sub-items in a flat list. In other words, sub-items won’t be indented in the list to distinguish them from parent items.Parents only
: Sub-items won’t be shown. To see them, you'll have to go into the parent item page.
For board, calendar, and gallery views, you can choose:
Card property
: This will show all your sub-items on the card for your parent item.Flattened list
: This will show all of your parent and sub-items as separate items.Parents only
: Sub-items won’t be shown. To see them, you'll have to go into the parent item page.
Move, duplicate, and delete items with sub-items
When you move an item with sub-items, sub-items will be turned on for the target database if they aren’t already.
If you don’t have permission to turn on sub-items on the target database, sub-items will be turned into parent items once they’re moved.
If you don’t have edit access for a particular sub-item, it won’t be moved.
When you duplicate an item with sub-items, the item and all its sub-items will be duplicated into new pages.
When you delete an item with sub-items, all of the sub-items will be deleted as well. Make sure to move your sub-items out of the parent item if you want to keep them.
Edit and remove sub-items
You can change how sub-items and parent items are nested:
Navigate to the
•••
menu at the top right-hand corner of a Notion database in Table view. Click onSub-items
.Click
Advanced settings
→Property
and select which item type —Sub-item
orParent item
— you want nested in your table. The same property will be used to display sub-items for all views of your database.You can also turn on
Show nesting toggle on title
.
Turn off sub-items
Navigate to the
•••
menu at the top right-hand corner of a Notion database in Table view.Click on
Sub-items
and clickTurn off sub-items
.
Adding a dependency lets you connect tasks to each other in a linear way. Use a dependency when you want to communicate related tasks to your team.
Add a dependency
In a database’s Timeline view, hover over any database task, you'll see a gray circle appear on the right side. Click or drag on that arrow to connect it to another task.
Alternatively, you can go to the
•••
in the right-hand corner of the database and click onDependencies
.
You’ll be prompted to select an existing relation or
Create new relation
.With a new relation, rename the
Blocking
andBlocked by
properties.
Dependency date shifting
Some things don't go quite as planned. You can automatically change the dates on dependencies when there is conflict or changes.
Click on
•••
in the right-hand corner of the database and click onDependencies
.Select one of these options:
Shift & maintain time between tasks
: If task A is blocking task B and the due date of task A is shifted forward one week, the due date of B will also shift forward one week.Shift only when dates overlap
: Tasks will only be shifted when their dates start to overlap. The distance between tasks may still be decreased.Do not automatically shift
: Due dates are never automatically shifted.
Note: If the arrow does not make sense (i.e. the blocking task is dependent on a task that has a start-time before it ends), it will show up in red so you can see that it is invalid.