Notion Certification cheat sheet

Workspace settings live in Settings → Workspace; only workspace owners can change workspace name, icon, domain, and default page-sharing defaults.

Export formats: Markdown & CSV, HTML, and PDF. Markdown & CSV preserves page hierarchy as folders; HTML preserves layout; PDF flattens each page.

Trash retention: deleted items stay in Trash indefinitely until manually emptied; only workspace owners and members with page-level edit rights can restore.

Page history (Version history) is available on paid plans; retention length depends on plan tier, and any member with edit access can view prior versions.

Bulk operations available: move, duplicate, delete, and change access on multiple selected pages from the sidebar or search results.

Duplicating a page copies its subpages, content, and comments, but permissions reset to the duplicating user's defaults; public links are not copied.

Locking a page prevents edits by anyone except the locker until unlocked; it does not restrict viewing or commenting.

Workspace-level settings control default new-page location, sidebar section visibility, and whether members can invite guests.

Workspace roles: Owner (full control, billing, security), Member (create/share content per settings), and Guest (access only to explicitly shared pages).

Guests cannot be added to groups and cannot see the workspace sidebar beyond pages shared with them; they are billed differently or free depending on plan.

Permission levels on a page: Full access, Can edit, Can comment, Can view (with or without edit), and No access. Inheritance flows from parent to child unless overridden.

Groups are workspace-level collections of members used to grant page access in bulk; guests are excluded from group membership.

Removing a member from the workspace revokes their access everywhere; transferring their content to another member is offered at removal.

Page-level sharing can target individuals, groups, or the whole workspace; 'Everyone at [workspace]' grants access to all members but not guests.

Public sharing creates a web link viewable without login; the link can be toggled off, and search-engine indexing is disabled by default.

Teamspaces (on Business/Enterprise) centralize permissions for a set of pages; members must be added to the teamspace to access its contents.

Two-factor authentication can be enforced workspace-wide by owners; SSO via SAML is available on Enterprise plans.

SCIM provisioning on Enterprise automates member creation and deprovisioning from an identity provider.

Audit log (Enterprise) records events such as logins, permission changes, page exports, and member additions; retention and export depend on plan.

Data residency options on Enterprise let organizations choose region for storage; availability depends on contract.

Guest access and public link sharing can be restricted or disabled at the workspace level by owners.

Notion encrypts data in transit (TLS) and at rest; customer-managed encryption keys are not a standard self-serve feature.

Compliance certifications include SOC 2 Type II and GDPR alignment; specific reports are available to customers on request.

Domain claiming lets an organization verify its email domain and control which accounts join the workspace.

Content hierarchy: Workspace → Teamspaces → Pages → Subpages → Blocks. Blocks are the atomic unit (paragraph, heading, database, embed).

Databases are collections of pages with properties; views (table, board, calendar, timeline, gallery, list) display the same underlying data.

Relations and rollups link databases; a relation connects rows across databases, and a rollup aggregates a property through that relation.

Templates can be workspace-level (available to all) or database templates (applied when creating a new row); button properties can trigger template insertion.

Synced blocks display identical content in multiple locations; editing one instance updates all linked instances.

Notion AI can summarize, draft, translate, and answer questions across the workspace; AI answers respect the requesting user's permissions.

AI autofill in databases populates properties based on page content; it runs per-row and can be applied to existing rows in bulk.

Page owners can restrict who may duplicate or copy content to limit template and IP leakage.