How to Build a Field Management App with NotionApps (Step-by-Step) in 2025

Prerequisites

Step 1: Build the App from Your Databases

1. Login to NotionApps and Click on “Create New App”.

2. Choose your databases (Orders, Tasks, Appointments, Product Catalogue, Accounts, Employees).

3. Click Build App.

Step 2: Set App Identity in Settings

1. Open Settings in the app.

2. Rename the app, pick an icon, and update any other identity details.
A clear name & icon help your team recognize the app at a glance.

Step 3: Connect the Users Database

1. Go to the Users section in the left sidebar and click Select Users Database.

2. In the pop-up, choose the appropriate users Database.
This lets the app auto-tag actions with the logged-in user for accountability.
This will allow you to create personalized experiences, secure your data with user logins, and set granular permissions to control data access for each user.

Step 4: Remove Old Screens

• All Orders – Track and update customer orders.

• All Tasks – Assign, update, and monitor field tasks.

• Appointments – Schedule and review meetings and site visits.

• Catalogue – Manage assets, equipment, or products in the field.

• Accounts – Track field team members or partner details.

Step 5: Build “All Orders” (View & Update)

1. Click New Screen → choose List (Update items) → set Database = Orders.
   

2. In Style:
• View Type: Grid
• Column Size: Small
• Screen Name: All Orders

3. In Data:
• Description → Customer (shows customer name)
• Caption → Order Date
• Color Tag → Status

4. Turn on Add New Items and Allow Search.

5. Under Behaviour section: click on Go to Update Screen.
   

• Click ➕ and add these blocks (keep others deleted):
View Name, View Customer, View Order Date, View Quantity, View Price, Update Finish Date, Update Status, Update Reason for Cancellation, Update Notes, Update Invoice.

• Rename the screen to Order Details.
• View Name → set to Heading and add divider.
• Update Finish Date → relabel to Completion date, add helper text, toggle Required = On.
• Update Status → toggle Required = On.
• Update Reason for Cancellation → Paragraph with Visibility Logic → only visible when Status = Cancelled.
• Update Invoice → set input type to File Uploader (not an image uploader).
• Save Button Text → UPDATE.

• Add a sorting rule to sort by Delivery/Finish/Completion Date (your field name).

• Add In-app filters for: Status, Order Date, Customer.

• Turn on the Add New Screen toggle; name it New Order.

• Add these required inputs:
1. Input Name → Label: Title (Textbox)
2. Input Customer → Label: Client (Dropdown); add all client options
3. Input Order Date → Label: Order date (Date Picker)
4. Input Quantity → Label: Quantity (in units) (Number)
5. Input Price → Label: Price (Number)
6. Input Notes → Label: Notes (Paragraph)
7. Input Invoice → Label: Invoice (File Uploader)
8. Input Status → Dropdown with Delivered, Cancelled, Pending, Shipped
• Toggle Default value = On → Pending
• Add helper label: “When a new order is created, the default status will be marked as ‘Pending’.”

• Save Button Text → ADD

Step 6: Build “All Tasks” (View, Update & Add)

1. New Screen → Database = Tasks → List (Update items).

2. Style: View Type Grid, Column Size Small.

3. Data:
• Description → Client
• Caption → Assigned Date
• Color Tag → Status (tweak colors as you like)

4. Add In-app Filters for Status, Client, Assigned Date.

5. Behaviour → Go to Update Screen; rename it Task Details.
   



• In Logic, add:
View Title (Heading), View Details, View Client, View Assigned Date
Update Finished Date (Date Picker), Update Status (Dropdown), Update Comments (Paragraph).
• Save Button Text → UPDATE.

• Back on All Tasks, toggle Add New Item = On → Go to Screen.

• Add required inputs:
1. Input Title → Label: Title (Textbox)
2. Input Details → Label: Details (Paragraph)
3. Input Client → Label: Client (Dropdown, add all clients)
4. Input Assigned Date → Label: Assigned date (Date Picker)
5. Input Comments → (Paragraph)
6. Input Status → Dropdown with Pending, In-progress, Done
• Toggle Default value = Pending
• Toggle Disable changes = On (so creators can’t alter default at creation)
7. Add helper label: “When a new task is added, the default status will be marked as ‘Pending’.”

• Save Button Text → ADD

Step 7: Build “Appointments” (Schedule & Update)

1. New Screen → Database = Appointments → List (Update items).

2. Style: View Type Grid, Column Size Large.

3. Data:
• Description → Client
• Caption → Date

4. Add In-app Filters for Client and Date.
   

5. Toggle Add New Item = On → Go to Screen to customize the form.
• Screen Name: Schedule Appointment
• Required inputs:
1. Input Title (Textbox)
2. Input Details (Paragraph)
3. Input Client (Dropdown; add client names)
4. Input Date (Date Picker)
5. Input Address → Label: Address (Address Finder)
• Save Button Text → SCHEDULE

• Back to the list, in Behaviour choose Go to Update Screen; rename to Appointment Details.

• Add the following:
View Title (Heading + Divider), View Details (Text), View Client
Update Address (Address Finder), Update Date (Date Picker), Update Meeting Notes (Paragraph).

• Save Button Text → UPDATE.

Step 8: Build “Product Catalogue” (Scan, Add & View)

1. New Screen → Database = Product Catalogue → List (Update items).

2. Style: View Type Grid, Column Size Small, Grid Image as preferred.

3. Data:
• Description → SKU
• Caption → Price per unit
• Image → Photo

4. Add In-app Filter for SKU.

5. Turn on Allow Search and Show Scanner (handy for barcodes).
   

6. Toggle Add New Item = On → Go to Screen.
• Screen Name: Add Product
• Required inputs:
Name (Textbox), SKU (Textbox), Description (Paragraph)
Quantity per unit (Number), Price per unit (Number), Photo (Photo Uploader).

• In Behaviour, set Go to Update Screen → rename Product Details.

• Add:
1. View Name (Heading); Image → Photo with Horizontal Rectangle
2. View SKU (Text)
3. View Description (Text)
4. View Quantity per unit (Text)
5. View Price per unit (Text)

Step 9: Build “Accounts” (Add & Update)

1. New Screen → Database = Accounts → List (Update items).

2. Style: View Type Grid, Column Size Large, Image = Horizontal Rectangle.

3. Data:
• Description → Designation
• Caption → Company
• Color Tag → Status
• Image → Photo

4. Add In-app Filters for Name, Company, Status.

5. Turn on Allow Search and Add New Item → Go to Screen.
• Screen Name: Add Account
• Required inputs:
Name (Textbox), Designation (Textbox), Company (Textbox)
Address (Address Finder), Phone (Number), Email (Text)
Status (Dropdown: Active, Inactive, Potential)
• Save Button Text → ADD

• Back to list → Behaviour → Go to Update Screen → rename Account Details (all required).

• Add:
1. View Name (Name as heading, Designation as subheading, Company as caption, Photo as image)
2. Update Total Sales (Number)
3. Update Last Sale Value (Number)
4. Update Total Sales Value (Number)
5. Update Address (Address Finder)
6. Update Phone (Number)
7. Update Email (Text)
8. Update Status (Dropdown)

Step 10: Update Navigation

1. Go to Edit Navigation and rename your tabs to match your app’s flow.

2. Update icons for a more intuitive interface.\

Wrapping It Up

• Organized dashboards for tracking field performance, orders, and appointments.

• Employee-linked task and record updates, driving accountability.

• Mobile-friendly forms and screens for on-site teams.

• Easy expansion, analytics, asset tracking, client portals, or automated notifications.

💡Pro Tip: NotionApps already offers a ready-to-use Task Tracker template that you can customize to fit your needs, along with many other templates designed for different use cases.
You can access all templates through this link🔗

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