our-claude-skills/official-skills/notion-knowledge-capture/reference/documentation-database.md

General Documentation Database

Purpose: Store all types of documentation in a searchable, organized database.

Schema

Property	Type	Options	Purpose
Title	title	-	Document name
Type	select	How-To, Concept, Reference, FAQ, Decision, Post-Mortem	Categorize content type
Category	select	Engineering, Product, Design, Operations, General	Organize by department/topic
Tags	multi_select	-	Additional categorization (languages, tools, topics)
Status	select	Draft, In Review, Final, Deprecated	Track document lifecycle
Owner	people	-	Document maintainer
Created	created_time	-	Auto-populated creation date
Last Updated	last_edited_time	-	Auto-populated last edit
Last Reviewed	date	-	Manual review tracking

Usage

Create pages with properties:
{
  "Title": "How to Deploy to Production",
  "Type": "How-To",
  "Category": "Engineering",
  "Tags": "deployment, production, DevOps",
  "Status": "Final",
  "Owner": [current_user],
  "Last Reviewed": "2025-10-01"
}

Views

By Type: Group by Type property By Category: Group by Category property
Recent Updates: Sort by Last Updated descending Needs Review: Filter where Last Reviewed > 90 days ago Draft Docs: Filter where Status = "Draft"

Creating This Database

Use Notion:notion-create-database:

{
  "parent": {"page_id": "wiki-page-id"},
  "title": [{"text": {"content": "Team Documentation"}}],
  "properties": {
    "Type": {
      "select": {
        "options": [
          {"name": "How-To", "color": "blue"},
          {"name": "Concept", "color": "green"},
          {"name": "Reference", "color": "gray"},
          {"name": "FAQ", "color": "yellow"}
        ]
      }
    },
    "Category": {
      "select": {
        "options": [
          {"name": "Engineering", "color": "red"},
          {"name": "Product", "color": "purple"},
          {"name": "Design", "color": "pink"}
        ]
      }
    },
    "Tags": {"multi_select": {"options": []}},
    "Owner": {"people": {}},
    "Status": {
      "select": {
        "options": [
          {"name": "Draft", "color": "gray"},
          {"name": "Final", "color": "green"},
          {"name": "Deprecated", "color": "red"}
        ]
      }
    }
  }
}

Best Practices

1. Start with this schema - most flexible for general documentation
2. Use relations to connect related docs
3. Create views for common use cases
4. Review properties quarterly - remove unused ones
5. Document the schema in database description
6. Train team on property usage and conventions