Filters
Control which items sync with powerful filtering options
Filters control which items sync between your apps. Without filters, everything syncs, which can mean thousands of irrelevant items. Filters let you sync only what matters.
Why should I use filters?
Reduce clutter: Sync only work calendars, not personal events.
Improve performance: Fewer items means faster sync cycles.
Focus your database: Keep Notion databases relevant and actionable.
Protect privacy: Exclude sensitive or personal items from syncing.
How do filters work?
Filter logic
Filters evaluate items using two combination modes:
- All conditions (AND): Item must match every condition
- Any condition (OR): Item must match at least one condition
You can also choose No filtering to sync everything.
Setting up filters
- Open your automation
- Go to the Filters section
- Choose your logic: No filtering, All conditions, or Any condition
- Add conditions using + Add Condition
After setting your filters, run a Dry Run from Sync Settings to preview which items match before any changes are applied. See Advanced sync settings for details.
📅 Example: sync only recurring meetings: events where the title contains "meeting" and the event repeats. Both conditions must be true (All logic), so one-off meetings and recurring non-meeting events are excluded.
Condition structure
Each condition has three parts:
- Field: Which property to check (Event Name, Calendar, etc.)
- Operator: How to compare (equals, contains, is empty, etc.)
- Value: What to compare against
What operators are available?
| Operator | Description | Example |
|---|---|---|
| is | Exact match | Calendar is "Work" |
| is not | Inverse match | Status is not "Cancelled" |
| contains | Partial match | Title contains "Meeting" |
| does not contain | Excludes substring | Title does not contain "Personal" |
| is empty | Field is blank | Description is empty |
| is not empty | Field has value | Location is not empty |
What are common filter patterns?
Sync specific calendars
Goal: Only sync work-related calendars
Sync when ALL of the following are true:
- Calendar Name equals "Work"
Or for multiple calendars:
Sync when ANY of the following are true:
- Calendar Name equals "Work"
- Calendar Name equals "Meetings"
- Calendar Name equals "Projects"
Exclude personal events
Goal: Sync everything except personal items
Sync when ALL of the following are true:
- Calendar Name is not "Personal"
Sync by label or tag
Goal: Only sync labeled items
Sync when ALL of the following are true:
- Labels contains "Notion"
This creates a "push to Notion" workflow where you tag items to sync them.
Active tasks only
Goal: Exclude completed tasks
Sync when ALL of the following are true:
- Completed is not checked
High priority focus
Goal: Only sync important items
Sync when ANY of the following are true:
- Priority equals "1"
- Priority equals "2"
- Is Starred is checked
Event type filtering
Goal: Only sync default events
Sync when ALL of the following are true:
- Event Type is "Default"
How do I combine conditions?
AND logic (all)
All conditions must be true:
Sync when ALL of the following are true:
- Calendar equals "Work"
- Is Recurring is not checked
- Show As equals "Busy"
Result: Only syncs work calendar events that are not recurring and show as busy.
OR logic (any)
At least one condition must be true:
Sync when ANY of the following are true:
- Calendar equals "Work"
- Labels contains "Important"
Result: Syncs work calendar events OR any event labeled "Important."
Excluding items
Use "is not" or "does not contain" operators to exclude items:
Sync when ALL of the following are true:
- Title does not contain "Lunch"
- Title does not contain "Focus"
Result: Excludes events with "Lunch" or "Focus" in the title.
How does timeframe filtering work?
Control how far back and forward to sync:
Sync window
Set in Sync Settings:
- Past: How far back (e.g., 6 months)
- Future: How far forward (e.g., 1 year)
Events outside this window don't sync.
Plan limits
| Plan | Maximum window |
|---|---|
| Solo | 6 months |
| Premium | 1 year |
| Pro | 2 years |
See Plans and pricing for full plan details.
What happens when filters change?
Adding filters to existing sync
If items already synced no longer match new filters:
- They're un-synced (not deleted)
- The link breaks, but Notion pages remain
- Map Sync Status to identify "Ignored" items
Removing filters
Previously excluded items start syncing if they now match.
Using sync status
Map the Sync Status field to track item states:
- Synced: Actively linked
- Ignored: Excluded by filters
- Removed: Deleted in source
- Read Only: Syncs in one direction only
Filter Notion views to hide ignored/removed items. See Sync item statuses for a full list of statuses.
What are the best practices for filters?
Be specific
Start with narrow filters and expand if needed. It's easier to add items than remove duplicates.
Test first
Before enabling an automation, preview what matches your filters. Check a few items manually.
Document your filters
Keep notes on why you chose specific filters. Months later, you'll forget the reasoning.
Use select properties
If filtering by Notion properties, use Select (not Text) for consistent values.
If your filter uses a Select property, leaving the value dropdown unselected may cause unexpected behavior. Always choose a specific option from the dropdown to ensure your filter works correctly.
Can I filter by Notion properties?
Filters can work on Notion properties too:
Sync Notion pages when all of the following are true:
- Status is not "Archived"
- Type equals "Meeting"
This filters what goes FROM Notion to the external app.
Related
- Google Calendar filter conditions for available Google Calendar fields and operators
- Todoist filter conditions for Todoist-specific filter options
- Outlook Calendar filter conditions for Outlook-specific filter options
- Sync item statuses for understanding synced, ignored, and removed states
- Use multiple automations for splitting complex filter logic across automations
FAQ
What happens to existing items when I add filters?
Items that no longer match become 'Ignored' and un-sync. They're not deleted from Notion—just disconnected. Map Sync Status to identify and clean up these items.
Can I filter by Notion properties?
Yes. Filters can apply to Notion properties to control what syncs TO the external app. Use Notion filters to limit which pages create external items.
Why is my dropdown filter not working?
If the filter uses a Select/dropdown and you haven't chosen a value, it may malfunction. Always select a specific option from the dropdown.
Can I filter recurring events only?
Yes. Add a filter on 'Is Recurring' to include or exclude recurring events. Check it to sync only recurring, uncheck to exclude them.
How do filters affect deleted items?
Items removed from source that matched your filter become un-synced. With deletion enabled, they're removed from Notion too. Without deletion, they just disconnect.
How do I sync only recurring tasks from Todoist to Notion?
Create a Checkbox property called 'Todoist Recurring' in your Notion database and map it to the Todoist Recurring field. Then add a filter: sync Notion pages where Todoist Recurring is checked. This ensures only recurring tasks are included in the sync.
How can I prevent Notion items without a project from syncing to Todoist?
Create a Formula property in Notion called 'Should sync' with the formula if(empty(Project), false, true). Map it as a Checkbox field, then add a filter to include only items where 'Should sync' is checked. Items without an assigned project will be excluded from the sync.