How to save and organise your designs in Notion

Should you upload or embed your design files?

On Notion's Free plan each uploaded file can be up to 5MB; paid plans raise the limit substantially. Large models, layered source files and high-resolution sets are better kept where they are produced, with Notion holding a preview and a link.

How do you set up a Designs database?

1. 1

   Create the database

   Type /database on a page and choose a gallery layout. Name it Designs.

2. 2

   Add properties

   Project (relation), Type (select: drawing, render, sketch, model view, mood), Stage (select), Date, and Status (draft, shared, approved, superseded).

3. 3

   Set the card preview

   In the gallery's layout settings, show the page cover or the first image as the card preview, at a large size.

4. 4

   Add each design

   One page per design: upload or embed the file, add a caption and a note on what changed.

How do you embed a Figma file in Notion?

Copy the Figma file or frame link, paste it on a Notion page and choose to show it as a preview (or type /figma and paste). Figma's own documentation describes linking to a specific page or top-level frame. Viewers see what Figma's share settings allow, so set those first.

How do you save drawings and PDFs?

Type /pdf to add a PDF block and upload or embed the file. For drawings that are reissued, embedding a hosted PDF from your cloud storage keeps the page current; uploading creates a snapshot, which is right for an issued revision you want to preserve. Name files with sheet number and revision so search finds them.

• How to run a drawing register in Notion

How do you organise renders and visuals?

• Use the render as the page cover so the gallery shows it.
• Tag by room, option and stage so you can compare options side by side.
• Mark superseded versions instead of deleting them; filter them out of the default view.
• Group the gallery by project for the studio, and by room for a client presentation.

Can you build a design portfolio in Notion?

Yes. Filter the Designs database to approved, publishable work and present it in a gallery on a page. Notion can publish a page to the web (Notion Sites), so a portfolio can be shared by link. Check client permissions and image rights before publishing project work.

What naming and versioning rules keep it findable?

• Project code first, then type, then description: 0425-Render-Living-Option-B.
• Revision in the name and in a property, so both search and filters work.
• One page per design, not one page per day: updates go in the same page with a dated note.
• Archive at project close, never delete; archived work becomes the precedent library.

Is Notion a safe place to store designs?

Notion encrypts data in transit and at rest and backs it up, but it is not a replacement for your own file archive. Keep master files in your file server or cloud storage with its own backup, and export important Notion content periodically.

• Notion: Back up your data

Frequently asked questions

Can I store CAD files in Notion?

You can attach them as files within your plan's size limit, but Notion cannot preview CAD formats. Keep masters on your file server and link to them.

What is Notion's file upload limit?

On the Free plan, 5MB per file. Paid plans allow much larger uploads; check Notion's help page for the current limits.

How do I embed Figma in Notion?

Paste the Figma link on a page and choose the preview option, or type /figma and paste the link.

Can Notion show PDFs inline?

Yes. The PDF block displays uploaded or embedded PDFs inline on the page.

Can I make a portfolio in Notion?

Yes. Filter your Designs database to publishable work, present it as a gallery and publish the page to the web.