Video version of this guide (full walkthrough):
1. Create a transfer page
Duplicate the following page into your workspace.
2. Complete Status Property Changes Update
This is highly recommended so you don’t end up with duplicate properties in your new database. There are 3 properties to updates in Ultimate Brain and 1 property to update in Creator’s Companion.
Steps for updating Status properties
- Unlock your databases – for this upgrade, you’ll need to unlock All Tasks and Projects. If you have the UB+CC bundle, unlock Master Content Tracker (now called All Content) too.
- Change the following properties to be the Status type. You can do this by clicking the ••• icon to the left of the blue New button on the database in question and selecting Properties → [Property Name] → Type → Status.
- Kanban Status
To Do Default
To Do Default
Formerly Master Content Tracker
🧠 Planned Default
🎥 Ready to Record
🔧 Needs Pickup
👍 Ready to Publish
🧹 Post-Publish Cleanup
🤖 Needs Update
📌 On Hold
3. Configure each set of databases
The next step is to set up each linked database view in the Template Content Transfer page so they reference the correct databases. For this example we will use the current and new All Tasks databases, but the process will be the same for all.
First, open the All Tasks toggle to see the two placeholder database views.
Hover over the Current Database view, click the ••• icon to the left of the blue New button, select Source in the View options menu, then search for the current All Tasks database.
Now, do the same as above for the New Database view, but search for the new All Tasks database instead.
You’ll now have both All Tasks databases side by side, ready to transfer content.
Repeat this process for all other databases. The database to search for will be shown directly above the database view.
4. Drag and drop content between databases
Now that you have your current and new database views set up, it’s time to start transferring content between them!
Hover over the Current Database view, move your mouse directly below the database title icon, then click the checkbox that appears to the left of the first property name. This will select every visible item.
Hover over any selected page, then click and drag on the ⠿ menu that appears to its left.
Drag the selected pages from the current database over to the new database, letting go of the mouse when you see a horizontal blue line appear under the property names. A good area to drag to is the database title or the row of property names.
Note: You will need to repeat this process for all of the tasks in the current database on the left. Sometimes Notion won’t automatically update the Current Database view to show more tasks, so we recommend refreshing the page with
r to make sure there are no tasks left.
And you’re done! Once this has been completed for one database, you are free to move on to the next.
5. Double-check relations and updated properties
As more content is transferred from different databases, all of your existing relations should repopulate with the correct pages. The following relations are set up between databases, so we highly recommend checking various pages within each database to make sure the relations have transferred across correctly.
If we use the Projects database as an example, you'll likely be able to check a few projects that you know were related to specific tasks, notes, goals, etc., to make sure that those particular relation properties are still linked to the relevant items.
Below are some examples of pages in Ultimate Brain and their potential relations to other databases.
This would also be a good time to check your updated Status properties from step 2 above to make sure those are also working as expected.
6. Replace content in each database page
While this step can be lengthy process if you have a large number of tasks/projects/notes/etc., it is required so that all of the linked databases in the pages themselves are displaying the correct information. If we again use the Projects database as an example, you would do the following.
- Open one of your existing projects.
- Highlight all of the blocks on the page and then delete them.
- Select the original project template that was being used from the options provided.
- Repeat this process for all of the pages in the Projects database, and then for each page in all your other databases.
Below is a expanded guide for doing this, including how to manage additional content you have added to a page that was not part of the original template.
If you have added any additional blocks to the page that weren’t in the original database template, select them all and copy them with
c. You can skip to the following part of this step if you have not added any additional content.
Select all of the blocks on the page and delete them.
Select the template you used originally. This will add the linked databases back in, but with the correct content showing.
If you copied any additional blocks in the first step, scroll to the bottom of the template, click below the last item, and paste them back in here. You can then move them back to their original positions.
Thankfully Notion has a very good memory when it comes to how content is stored. If you run into any issues after transferring content between your current and new databases, simply reverse the process in link by moving the content back to the original database. Once that’s done we suggest trying the following alternative method, which is a bit more involved.