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Create a Notion CRM by adding a Backend toggle, making four databases (Companies, Contacts, Opportunities, Contracts), then adding the specified relations, rollups, views, and sample data in order to verify everything works as expected. Full prompt: # CRM Database System Setup Instructions You are tasked with creating a **Customer Relationship Management (CRM) system** in Notion **on this current page**. This system will help track companies, contacts, sales opportunities, and contracts. Follow these instructions **in the exact order specified** to ensure proper database relationships and functionality. ## PHASE 1: Page Structure Setup ### Step 1A: Create Backend Toggle On this current page, create: - A toggle block titled "🗃️ Backend" - Inside the toggle, add a paragraph: "This is where we keep our CRM databases" ### Step 1B: Create Database Structure Inside the "🗃️ Backend" toggle, you will create **4 databases as sub-pages**: 1. Companies Database 2. Contacts Database 3. Opportunities Database 4. Contracts Database ## PHASE 2: Database Creation (Core Properties Only) ### Step 2A: Create Companies Database Create a new database named "Companies" **as a sub-page inside the Backend toggle** with these properties: - **Name** (Title) - Company name - **Status** (Select) - Options: "Active", "Prospect", "Inactive", "Lost" - **Industry** (Select) - Options: "Technology", "Healthcare", "Finance", "Manufacturing", "Retail", "Education", "Other" - **Company Size** (Select) - Options: "Startup (1-10)", "Small (11-50)", "Medium (51-200)", "Large (201-1000)", "Enterprise (1000+)" - **Website** (URL) - Company website - **Phone** (Phone Number) - Main company phone - **Address** (Rich Text) - Company address - **Description** (Rich Text) - Company description and notes - **Tags** (Multi-select) - Options: "Hot Lead", "Strategic", "Enterprise", "SMB", "Partner", "Competitor" - **Created Date** (Created Time) - Auto-populated - **Last Contact** (Date) - Last interaction date **IMPORTANT:** Do NOT add any relation properties yet. Complete all databases with their basic properties first. ### Step 2B: Create Contacts Database Create a new database named "Contacts" **as a sub-page inside the Backend toggle** with these properties: - **Name** (Title) - Contact full name - **Email** (Email) - Primary email address - **Phone** (Phone Number) - Direct phone number - **Job Title** (Rich Text) - Current position - **Status** (Select) - Options: "Active", "Lead", "Unresponsive", "Champion", "Decision Maker" - **Contact Type** (Select) - Options: "Primary", "Secondary", "Technical", "Finance", "Executive" - **LinkedIn** (URL) - LinkedIn profile - **Last Contact** (Date) - Last interaction date - **Next Follow Up** (Date) - Scheduled follow-up date - **Tags** (Multi-select) - Options: "Decision Maker", "Influencer", "Champion", "Technical", "Procurement" - **Notes** (Rich Text) - Contact notes and interaction history - **Created Date** (Created Time) - Auto-populated ### Step 2C: Create Opportunities Database Create a new database named "Opportunities" **as a sub-page inside the Backend toggle** with these properties: - **Name** (Title) - Opportunity/deal name - **Deal Value** (Number) - Format as Currency (USD) - **Stage** (Select) - Options: "Lead", "Qualified", "Proposal", "Negotiation", "Closed Won", "Closed Lost" - **Probability** (Number) - Format as Percent (0-100%) - **Expected Close Date** (Date) - Target close date - **Actual Close Date** (Date) - Actual close date when deal closes - **Deal Type** (Select) - Options: "New Business", "Upsell", "Renewal", "Cross-sell" - **Priority** (Select) - Options: "High", "Medium", "Low" - **Competition** (Rich Text) - Competing vendors - **Next Steps** (Rich Text) - Next actions required - **Tags** (Multi-select) - Options: "Enterprise", "SMB", "Strategic", "Quick Win", "Complex Sale" - **Notes** (Rich Text) - Deal notes and history - **Created Date** (Created Time) - Auto-populated - **Last Updated** (Last Edited Time) - Auto-populated ### Step 2D: Create Contracts Database Create a new database named "Contracts" **as a sub-page inside the Backend toggle** with these properties: - **Name** (Title) - Contract name/reference - **Contract Value** (Number) - Format as Currency (USD) - **Status** (Select) - Options: "Draft", "Under Review", "Sent", "Signed", "Active", "Expired", "Terminated" - **Contract Type** (Select) - Options: "Master Agreement", "SOW", "Amendment", "Renewal", "Trial" - **Start Date** (Date) - Contract start date - **End Date** (Date) - Contract end date - **Renewal Date** (Date) - Next renewal date - **Payment Terms** (Select) - Options: "Net 30", "Net 60", "Upfront", "Monthly", "Quarterly", "Annual" - **Auto Renewal** (Checkbox) - Whether contract auto-renews - **Contract File** (Files & Media) - Upload contract documents - **Notes** (Rich Text) - Contract notes and terms - **Created Date** (Created Time) - Auto-populated ## PHASE 3: Database Relations Setup ### Step 3A: Add Company-Contact Relations 1. Go to the **Contacts** database 2. Add a new property called **"Company"** (Relation type) 3. Select the **Companies** database as the relation target 4. Choose **"Show on Companies"** and name it **"Contacts"** 5. This creates a two-way relationship between Companies and Contacts ### Step 3B: Add Company-Opportunity Relations 1. Go to the **Opportunities** database 2. Add a new property called **"Company"** (Relation type) 3. Select the **Companies** database as the relation target 4. Choose **"Show on Companies"** and name it **"Opportunities"** ### Step 3C: Add Contact-Opportunity Relations 1. Go to the **Opportunities** database 2. Add a new property called **"Primary Contact"** (Relation type) 3. Select the **Contacts** database as the relation target 4. Choose **"Show on Contacts"** and name it **"Opportunities"** ### Step 3D: Add Opportunity-Contract Relations 1. Go to the **Contracts** database 2. Add a new property called **"Related Opportunity"** (Relation type) 3. Select the **Opportunities** database as the relation target 4. Choose **"Show on Opportunities"** and name it **"Contracts"** ### Step 3E: Add Company-Contract Relations 1. Go to the **Contracts** database 2. Add a new property called **"Company"** (Relation type) 3. Select the **Companies** database as the relation target 4. Choose **"Show on Companies"** and name it **"Contracts"** ### Step 3F: Add Rollup Properties 1. Go to the **Companies** database 2. Add a **"Total Pipeline Value"** property (Rollup type) - Relation: "Opportunities" - Property: "Deal Value" - Calculate: "Sum" 3. Add a **"Won Deals Value"** property (Rollup type) - Relation: "Opportunities" - Property: "Deal Value" - Calculate: "Sum" 4. Add a **"Active Contracts Value"** property (Rollup type) - Relation: "Contracts" - Property: "Contract Value" - Calculate: "Sum" ## PHASE 4: Create Database Views ### Step 4A: Companies Database Views Create these views in the Companies database: 1. **"Active Companies"** (Table view) - Filter: Status = "Active" - Sort: Name (A→Z) 2. **"Prospects"** (Board view) - Group by: Status - Filter: Status = "Prospect" 3. **"Top Pipeline"** (Table view) - Sort: Total Pipeline Value (High→Low) - Show only companies with pipeline > $0 ### Step 4B: Contacts Database Views Create these views in the Contacts database: 1. **"Active Contacts"** (Table view) - Filter: Status = "Active" - Sort: Last Contact (Newest→Oldest) 2. **"Follow Up Due"** (Table view) - Filter: Next Follow Up ≤ Today - Sort: Next Follow Up (Oldest→Newest) 3. **"By Company"** (Table view) - Group by: Company - Sort: Name (A→Z) ### Step 4C: Opportunities Database Views Create these views in the Opportunities database: 1. **"Active Pipeline"** (Board view) - Group by: Stage - Filter: Stage ≠ "Closed Won" AND Stage ≠ "Closed Lost" - Sort: Expected Close Date (Oldest→Newest) 2. **"Closing This Month"** (Table view) - Filter: Expected Close Date is within "This Month" - Sort: Expected Close Date (Oldest→Newest) 3. **"Won Deals"** (Table view) - Filter: Stage = "Closed Won" - Sort: Actual Close Date (Newest→Oldest) 4. **"Pipeline Calendar"** (Calendar view) - Calendar by: Expected Close Date ### Step 4D: Contracts Database Views Create these views in the Contracts database: 1. **"Active Contracts"** (Table view) - Filter: Status = "Active" - Sort: End Date (Oldest→Newest) 2. **"Expiring Soon"** (Table view) - Filter: End Date is within "Next 3 Months" AND Status = "Active" - Sort: End Date (Oldest→Newest) 3. **"Renewal Calendar"** (Calendar view) - Calendar by: Renewal Date - Filter: Auto Renewal = Checked OR Status = "Active" ## PHASE 5: Sample Data Creation ### Step 5A: Create Sample Companies Create 3 sample companies in the Companies database: 1. **"TechCorp Solutions"** - Status: "Active" - Industry: "Technology" - Company Size: "Medium (51-200)" - Website: " [https://techcorp.com](https://techcorp.com/) " - Phone: "+1 (555) 123-4567" - Description: "Leading provider of enterprise software solutions" - Tags: "Strategic", "Enterprise" 2. **"HealthPlus Medical"** - Status: "Prospect" - Industry: "Healthcare" - Company Size: "Large (201-1000)" - Website: " [https://healthplus.com](https://healthplus.com/) " - Description: "Regional healthcare provider network" - Tags: "Hot Lead", "Enterprise" 3. **"StartupX Inc"** - Status: "Active" - Industry: "Technology" - Company Size: "Startup (1-10)" - Website: " [https://startupx.com](https://startupx.com/) " - Description: "AI-powered marketing automation startup" - Tags: "SMB", "Quick Win" ### Step 5B: Create Sample Contacts Create contacts for each company: 1. **"John Smith"** (TechCorp Solutions) - Email: " [[email protected]](mailto:[email protected]) " - Job Title: "CTO" - Status: "Champion" - Contact Type: "Decision Maker" - Tags: "Decision Maker", "Technical" 2. **"Sarah Johnson"** (HealthPlus Medical) - Email: " [[email protected]](mailto:[email protected]) " - Job Title: "VP of Operations" - Status: "Lead" - Contact Type: "Primary" - Tags: "Decision Maker" 3. **"Mike Chen"** (StartupX Inc) - Email: " [[email protected]](mailto:[email protected]) " - Job Title: "CEO" - Status: "Active" - Contact Type: "Executive" - Tags: "Decision Maker", "Champion" ### Step 5C: Create Sample Opportunities Create 2 sample opportunities: 1. **"TechCorp Enterprise License"** - Deal Value: $50,000 - Stage: "Proposal" - Probability: 70% - Expected Close Date: [Set to 2 weeks from today] - Deal Type: "New Business" - Priority: "High" 2. **"StartupX Annual Subscription"** - Deal Value: $12,000 - Stage: "Negotiation" - Probability: 85% - Expected Close Date: [Set to 1 week from today] - Deal Type: "New Business" - Priority: "Medium" ### Step 5D: Create Sample Contract Create 1 sample contract: 1. **"StartupX Master Services Agreement"** - Contract Value: $12,000 - Status: "Active" - Contract Type: "Master Agreement" - Start Date: [Set to 1 month ago] - End Date: [Set to 11 months from today] - Renewal Date: [Set to 11 months from today] - Payment Terms: "Annual" - Auto Renewal: Checked ### Step 5E: Link Sample Data Link the sample data relationships: 1. Link John Smith → TechCorp Solutions (Company) 2. Link Sarah Johnson → HealthPlus Medical (Company) 3. Link Mike Chen → StartupX Inc (Company) 4. Link "TechCorp Enterprise License" → TechCorp Solutions (Company) + John Smith (Primary Contact) 5. Link "StartupX Annual Subscription" → StartupX Inc (Company) + Mike Chen (Primary Contact) 6. Link "StartupX Master Services Agreement" → StartupX Inc (Company) + "StartupX Annual Subscription" (Related Opportunity) ## VERIFICATION CHECKLIST After completing all steps, verify: - [ ] All 4 databases are created inside the Backend toggle - [ ] All properties are correctly configured with proper types - [ ] All relationships are working (test by adding data) - [ ] All rollup calculations are functioning - [ ] All views are created with correct filters and sorting - [ ] Sample data is present and properly linked - [ ] Board views properly group by specified properties - [ ] Calendar views display dates correctly ## EXECUTION ORDER REMINDER: 1. Create page structure with Backend toggle 2. Create all 4 databases with basic properties (NO relations yet) 3. Add all relation properties between databases 4. Add rollup properties to Companies 5. Create all specified views 6. Add sample data 7. Link sample data relationships 8. Verify everything works correctly **CRITICAL:** Do not skip steps or change the order. Relations must be added AFTER all databases exist with their basic properties.
