Knowledge and notes / migration checklist

Move your notes and knowledge base from Notion

Separate pages, attachments and structured data, then verify links and permissions in a small migration.

A workspace can mix documents, databases, relations, embeds and automations. Exporting text is only one part of moving it. Choose an alternative around the parts you actually use and test the current import options before committing your workspace.

What to verify before switching

Database relations, formulas, automations, permissions and comments may require manual rebuilding.
A successful export does not establish that attachments and internal links will remain usable after import.
Check authorization and sensitive content before exporting a team workspace or making a shared collection public.

Your goal: A readable archive and a tested sample workspace with known differences in structured data and collaboration.

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1. Map your workspace

List important pages, databases, attachments, external embeds and integrations. Identify content you are permitted to export.Record database properties, relations, formulas and collaboration requirements that you need to keep.Choose a small sample containing nested pages, links, an attachment and a representative database.

2. Export a readable backup

Check the current application’s available export options and choose formats suited to both documents and structured data.Keep the exported files and attachments together in a separate backup. Verify you can open representative files.Record permissions and automation behavior separately where the export does not include them.

3. Verify the imported sample

Check the candidate’s current documentation for importing the exact formats you exported.Import the sample into a test space and check nested pages, internal links, attachments and text formatting.Test database types, relations and formulas explicitly. Record anything that becomes plain text or requires rebuilding.

4. Move gradually and verify access

Rebuild only the integrations and automations you still need, then test them with non-sensitive sample data.Invite a collaborator to the test space if relevant and check access permissions from their perspective.Move in batches, check totals and important links, and keep the original archive until the new workspace is reliable.

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General planning guidance. Import support, export options and subscription access depend on the current versions and plans of the apps involved. No migration or compatibility testing is implied.