Create Notion Formulas with Select Fields for Prioritization

Published

April 20, 2023

Author

Beli Löw

Lecture

8 min

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Do you want to learn how to create a rating in Notion based on select fields? I will show you an example of how to create a database to prioritize ideas based on the PIE framework. Additionally, I have summarized 3 simple prioritization methods.

In this article, you will learn how to create the formula yourself. You can also download the template and customize it for yourself. However, I recommend going through the instructions so that you can learn it right away and use the knowledge for other use cases.

In this Article

Step-by-step guide on how to evaluate select fields with a formula.
Step 1: Create a database with the properties
Step 3: Define your options and evaluation criteria.
Step 4: Formula for numerical value
Step 5: Formula for the rating in stars
Summary of creating a Notion formula
Simple Prioritization Frameworks
1. RICE (Reach, Impact, Confidence, Effort)
2. ICE (Impact, Confidence, Ease)
3.PIE (Potential, Importance, Ease)

Step-by-step guide on how to evaluate select fields with a formula.

Step 1: Create a database with the properties

First, create a database with the name "Ideas."

This example is based on the PIE framework. Add the properties we need for it.

These can be expanded as needed—for example, to include status or a short description. For now, however, we'll focus on the most important fields for this calculation.

Create the following properties in your database:

Property Name	Property Type
Potential	Select
Importance	Select
Ease	Select
PIE Score	Formula
PIE Rating	Formula

It will look like this:

Step 3: Define your options and evaluation criteria.

Please specify which options you want to use and which numerical value they are assigned to. In this example, we use "Very low" to "Very high" to make it easier.

Example:

Potential: Very high = 10

Potential: Very low = 0.1

If you are sure, you can create these options in the select fields. So in the fields Potential, Importance, Ease.

Important:

If you rename an option in a select field, you must adjust this in the formula. The same applies if you rename the database property.

Step 4: Formula for numerical value

The numerical values we defined above should now be stored in a formula. This assignment is made in a formula that defines the property PIE Score

Here you can adapt the formula to your definition. Tip: Use it as given first before adapting it.

(ifs(prop("Potential ") == "Very high", 10,
	prop("Potential ") == "High", 7.5,
	prop("Potential ") == "Medium", 5,
	prop("Potential ") == "Low", 2.5,
	prop("Potential ") == "Very Low",0.1, 0)+
	ifs(prop("Importance ") == "Very high", 10,
		prop("Importance ") == "High", 7.5,
		prop("Importance ") == "Medium", 5,
		prop("Importance ") == "Low", 2.5,
		prop("Importance ") == "Very Low", 0.1, 0)+
		ifs(prop("Ease ") == "Very high", 10,
			prop("Ease ") == "High", 7.5,
			prop("Ease ") == "Medium", 5,
			prop("Ease ") == "Low", 2.5,
			prop("Ease ") == "Very Low", 0.1, 0))/3

prop(“Potential”) refers to the property in the database, in this example "Potential".

== "Very High", 10 defines the value of the option. In this example, Very high receives a 10.

Important: You cannot directly paste this formula into the formula property. You have to do this with a small workaround, as the spacing between them is interpreted as an error by Notion.

How to:

Copy this formula
Paste it into the address bar of your browser
From there, copy it again and paste it into the formula field PIE Score

Step 5: Formula for the rating in stars

We use the numerical rating for sorting. The assignment of stars makes it easier for the eye to rate them.

This is what the rating with stars looks like.

Define which label should be displayed for which values. In this example, we use 3 stars. "👀" means that no rating has been given yet.

Value	≤ 2	≤ 4	≤ 6	≤ 8	≤ 10
Result	★☆☆☆☆	★★☆☆☆	★★★☆☆	★★★★☆	★★★★★

This formula goes into the database property PIE Rating.

format(ifs(prop("PIE Score ")<= 2,"★☆☆☆☆",
	prop("PIE Score ")<= 4,"★★☆☆☆",
prop("PIE Score ")<= 6,"★★★☆☆",
	prop("PIE Score ")<= 8,"★★★★☆",
	prop("PIE Score ") <= 10,"★★★★★",
	"☆☆☆☆☆")) + " " + round(prop("PIE Score "))

It will look like this:

Summary of creating a Notion formula

By assigning values to select options, we can calculate and create ratings. To better understand formulas, I recommend copying and formatting them into a Notion code block. Always perform this step to remove the formatting before copying the formula into the browser address bar (as described above).

Simple Prioritization Frameworks

The selected text provides an overview of prioritization frameworks for evaluating and selecting ideas. Key points:

Prioritization frameworks help select the best concepts from different ideas based on specific criteria
They evaluate ideas using factors like potential, importance, ease, impact, confidence, effort, or reach
These frameworks provide structured methods for decision-making that ensure effective resource use and goal achievement
Four mentioned frameworks are: PIE framework, ICE framework, RISE framework, and the Kano model
The appropriate framework choice depends on individual requirements and goals

1. RICE (Reach, Impact, Confidence, Effort)

RICE helps prioritize ideas by measuring how many people it will affect (Reach), how much it will help them (Impact), how sure you are about the results (Confidence), and how much work it takes (Effort). It's great for making data-informed decisions.

Formula:

(Reach × Impact × Confidence) ÷ Effort

Factor	How to Think About It	Example
Reach	How many people will this help or affect in a set time?	“500 users/month” → use 500
Impact	How big is the change for each user? (0.25 = small, 3 = huge)	“It’ll be a big help” → 2
Confidence	How sure are you about your guesses? (0–100%)	“We’re pretty sure” → 80%
Effort	How much time/resources it’ll take (in days, weeks, or points)	“2 people, 1 week” → 2

Example:

2. ICE (Impact, Confidence, Ease)

ICE scores ideas based on their potential Impact, your Confidence in success, and how Easy they are to implement. It's a quick and simple method for fast decision-making or prioritization.

Formula:

(Impact + Confidence + Ease) ÷ 10

Factor	Ask Yourself	Example
Impact	Will this move the needle or just tweak things?	7/10
Confidence	Are you just guessing or do you have proof?	8/10
Ease	How simple is it to make this real?	9/10

Example:

3.PIE (Potential, Importance, Ease)

PIE evaluates ideas by looking at their Potential for growth, their Importance to goals, and how Easy they are to execute. It's often used for marketing, optimization, and project planning.

Formula:

(Potential + Importance + Ease) ÷ 3

Factor	Think	Example
Potential	Can this area be improved a lot?	8/10
Importance	Does this get a lot of visitors or traffic?	9/10
Ease	Can we test or change this quickly?	6/10

Example:

Download the template

Beli Löw

Beli is an IT project manager, tool enthusiast, entrepreneur and has organized his whole life with Notion. His news sources are release notes from tools. There is (almost) no feature or shortcut that he does not know.