Notion announced the transition to Notion 3.0 at its major annual event, introducing granular database permissions, Notion agents (AI-powered automation), map views, revamped certifications, and offline mode.
The event covered practical usage and best practices for new permissions, advanced AI automation, the map database view, and updates on certifications and connectors.
Attendees were provided with actionable guidance to adapt workspaces, automate workflows, and leverage AI and security enhancements.
Key decisions included adopting lowest-permission-by-default strategies for databases and standardizing AI system prompts.
Action Items
All admins: Set database default permissions to "Can Edit Content" for all non-admin users.
Workspace owners: Establish and assign user groups for database permissions.
IT/Automation team: Implement automations for page sharing and HR confidentiality workflows as outlined.
All users: Update personal Notion agent system prompts per company template.
Certification aspirants: Register for new Notion certification exams and review updated learning materials.
Communications: Distribute internal brief on new feature best practices and AI onboarding.
Permissions must be managed from the full-page view of a database, with user/property-based rules (primarily via person properties like Owner/Created By).
Six permission levels remain: Full Access, Can Edit, Can Edit Content (databases only), Can Comment, Can View, and No Access.
Groups should be used for permissions management instead of individuals for scalability and easier administration.
Permissions are cumulative; the highest permission available to a user applies (cannot override higher group-based permissions with lower page-based exceptions).
Recommended practice: set the database’s default to the minimal necessary permission, then increase access at the page level as needed.
Automations and workarounds can be implemented for exceptions, such as HR confidentiality or public-by-default pages.
Practical Use Cases & Workflows
“Edit your own stuff” pattern: set database to "Can View" for all, then grant Owners "Can Edit" for their items.
Linked database views allow more flexible property editing for users with limited database permissions.
Sharing: “Created By” rules can grant the page creator full access, enabling them to share pages even if database-wide settings are restrictive.
Client portals: set entire database to No Access, then selectively grant access via rules (e.g., Owner or specific user properties).
Confidential/HR docs: use automations to manage shared group properties, auto-assign access, and remove groups based on tags or triggers.
Adding entries in locked-down databases: users can add via forms that set them as Owner, enabling them to access or edit their submissions even without global access.
Notion Agents (AI Automation)
Notion 3.0 introduces AI agents capable of executing database queries, creating/editing properties, adding pages, enriching content, and more.
Agents can act as work assistants: users can set system prompts to personalize, assign tasks, and direct workflow behavior.
System prompts can include database structure, default behaviors, and task management instructions (users must set these individually).
Agents respect all permissions—users have only the access their role/group grants.
Agents are not yet able to create linked database views or add dashboards, but these features are anticipated.
Potential to automate recurring workflows (e.g., weekly content roundups) via instruction and checklist-based system prompts.
Map View and Other Feature Updates
New map view allows placing and visualizing database entries with geographic properties; supports location search, conditional color formatting, and pin creation.
Certifications have been reset and updated: all users must recertify; free badges and paid, proctored exams are available with improved learning materials.
AI connectors for Gmail, Outlook, and Notion Mail allow Notion AI to leverage information from other platforms.
Additional updates include database containers (multiple schemas within a single database page), improved AI analytics, and the long-awaited offline mode.
Decisions
Database permissions default to lowest necessary access — to maximize security and prevent unauthorized structure changes.
Standardize AI agent system prompts via company template — ensures consistent task management and minimizes errors.
Open Questions / Follow-Ups
When will triggers and scheduling for Notion agents (AI automation) be generally available?
Future improvement timeline for map view options and database container maturity?
Can company-wide AI agent instructions be centrally managed and enforced in the future?