![]() Can you create to-do lists? Kanban boards? What about leaving comments on documents? Can you mention coworkers?ĭata organization. Project management and collaboration features. How easy is it to create, format, share, and embed content? This blank-slate document vibe is the bread-and-butter of Notion, so I wanted to be sure the alternatives stacked up. ![]() But to start, I evaluated all the apps I tested using the same criteria:ĭocument and note-taking features. Ideally, a great Notion alternative gives you the freedom to create your own productivity system-your network of documents, databases, and references-without forcing an inflexible user experience on you.Ī bit like a sandbox video game, this app category (which doesn't really have a name yet, but I've seen Work OS and Digital Workspace rising as possible ones) gives you the possibility to mix and combine different elements to create your or your team's all-in-one workspace.Įach of the picks on this list has something unique to offer, along with some twists on the original experience you're used to. For more details on our process, read the full rundown of how we select apps to feature on the Zapier blog. We're never paid for placement in our articles from any app or for links to any site-we value the trust readers put in us to offer authentic evaluations of the categories and apps we review. We spend dozens of hours researching and testing apps, using each app as it's intended to be used and evaluating it against the criteria we set for the category. Use separate copies of Ultimate Brain for personal and team uses.All of our best apps roundups are written by humans who've spent much of their careers using, testing, and writing about software.Notion may roll out an update in the future which would allow for true permissions to be set at the filtered-view level, which would fix this issue. Upshot: Currently, using one copy of Ultimate Brain for personal + team uses means your team will be able to see your personal tasks/notes/etc. a view of the Tasks database only showing the Tasks that are associated with a specific Project (you’d see this in the Project’s page).īut since it uses these main databases, you’d have to give your team access to the whole database in order to let them work with it. In most parts of the system you’ll actually use, you’ll see filtered views of these databases – e.g. ![]() Ultimate Brain uses central “main” databases: Tasks, Projects, Notes, etc. This would let them see every row (except those with individually-set restricted permissions). This means anyone with permission to see a database could simply make a new Linked View of that database, which would have no filters by default. You can set up a filtered view that only shows these rows, but you can’t actually prevent them from seeing other rows unless you edit the permission settings of individual pages.Ĭurrently, you must set permissions for people/groups at the database level, or the individual page level. This means you can’t set up a permission like, “Only let my editor see database rows assigned to them.” One of Notion’s main limitations at this point in time is that we can’t restrict access to a databases based on filter criteria. You can use it with a team, however, it will be very difficult to use it for both team and personal purposes unless you’re ok with your team potentially seeing your personal tasks/notes. Ultimate Brain is primarily intended for personal productivity. That’s how I’m marketing it, and its design is entirely built around allowing you to create your own all-in-one second brain in Notion. Yes, but you should understand Notion’s limitations before doing so. ![]()
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