Workaround to limit a Relation picker to only “Open” Jobs?
I’m building a Notion workspace for a small contracting/service company and running into what seems like a pretty basic limitation.
I have one main Jobs database with fields like:
- Job Number
- Customer
- Site
- Status: Open / Closed
- Project Manager
Then I have other databases that relate back to Jobs:
- Tasks
- Work Log Entries
- Permits
- Quotes
The problem is the Relation picker shows/searches the full Jobs database. Over time we’ll have hundreds to thousands of closed jobs, and I don’t want users accidentally linking new tasks, work logs, permits, etc. to old closed jobs.
Ideally, I want the relation picker to only show jobs where Status = Open.
I know I can create filtered views of the Jobs database, and I know I can create related records from inside a Job page using linked database views filtered to the current job. That helps, but it doesn’t solve the issue when users are creating tasks/work logs from the child databases directly.
Specifically wondering if there is a way to:
- Limit relation picker results based on a filter
- Use buttons/templates to force selection from only active jobs
- Structure the databases differently without splitting Active Jobs and Closed Jobs into separate databases
I’m trying to avoid separate Open/Closed job databases because long-term reporting and historical records would get messy. And I don't believe there is a way to maintain relations when moving an item between databases.
Any practical setups people are using for this?