As we shared previously in “Why You Need an Academic Portfolio” we use both ORCID and Google Scholar Author Profiles to inform our academic portfolio for promotion, service, and tenure.  In the previous post, we discussed the advantages and disadvantages of both ORCID and Google Scholar Author Profiles.

In this post, we share the benefits of Notion to maintain and track our academic portfolio digitally with no special coding skills, the ability to change multiple Gallery views, and also to share different views on the web by setting permissions for public or private, editing or viewing.  In addition, Notion is now our citation manager tool and a replacement for Microsoft SharePoint to store files.

In this post, I’ll share why I moved our scholarly activity content from my traditional curriculum vitae, ORCID, and Google Scholar Author Profiles. I learned to maintain all three (ORCID, Google Scholar Author Profiles, and my CV) to be a time burden. 

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Below are 3 reasons why we use Notion for our Academic Portfolio:

  1. Your academic portfolio will be easier to build and maintain with no special coding skills to learn
  2. You’ll be able to share your Notion academic portfolio easily without having to worry about complicated permissions
  3. You can easily create multiple views (Gallery, Table, & Kanban boards) for your Academic Portfolio in Notion with different properties visible or hidden depending on your audience

By using Notion, your digital academic portfolio will be:

  1. More visible
  2. Shareable
  3. Simple to create

Easily Shareable

Since Notion became an all-encompassing tool for our Digital Academic Portfolio, Monica has stopped asking me to create citations for her (yes, since I am a librarian, that job has always fallen on my shoulders) and her request where is this file stopped when she is about to promote our scholarly activity via a social media outlet such as Instagram, LinkedIn, and Twitter once we started using Notion for our Digital Academic Portfolio.  Since our Digital Academic Portfolio is easily shareable, Monica has added a column so we can store our Social media images she created so that they are saved within the Digital Academic Portfolio. That field can be hidden from Gallery Views easily by filtering, unlike other tools we have tried to use previously unless we gained special coding skills.

Easy to Create

Unlike any citation management tool we have used previously, our Digital Academic Portfolio is easy to create and therefore easy to maintain. We add fields based on how we want to display our Gallery views. Recently, for example, we realized we selected the Venue field—the field we use to track the title of a journal or the name of the conference we presented–was a multi-select property.  After a short discussion, we agreed to change the Venue field to a single select property.  We only published or presented it in one place.  However, for the Type field, we kept that field as a multi-select property since a presentation could be a workshop and a presentation.

More visible

Probably the neatest thing about our Digital Academic Portfolio in Notion is it is more visible to the public.  Yes, ORCID and Google Scholar Author Profiles are both visible, but they are limited in scope.  The fields are already created and can’t be modified in both services.  In Notion, we can modify the fields we display in our Digital Academic Portfolio in the Gallery Views however we want. Since we can share our Gallery Publications view or the Gallery Service view or Gallery Presentations view easily with a permalink, we can put it anywhere on the web.  We have put added to our LinkedIn profile.  I have shared it with my supervisor for my annual review. 


There have been times where I have not wanted people to see what I am working on in Notion as I am building a new Gallery view. Consequently, I have kept the Gallery view of my Notion Digital Academic Portfolio that I am modifying private. When I want the Gallery view of my publications to be displayed to the public, I modify the permissions to view only. When I want Monica to have access to the Gallery view of our service, then I modify the permission settings to edit only.  While I can change the permission settings in ORCID easily, I can only modify what is available to me to change.  I can add service in the way that I want in ORCID. I can in Notion. Permission settings are very limited in Google Scholar Author Profiles.  I cannot change it, so I spend less time in it.

No Coding Skills (#nocode)

I have been told that I am very good at non-sequiturs or tangents when I teach and when I talk.  That is true. Without rambling in his post, my coding skills are limited. I first learned to code in .xml when creating archival finding aids for the Online Archive of California and my previous employer.  I have limited .html coding skills when modifying access issues for library databases.  I have used those limited .html coding skills to modifying my attempt at creating a seamless portal for my library.  To sum it all up, I am not a coder.  So, when Monica found Notion for us for project management, I was super happy.  When I found out I didn’t need to learn any special coding skills to create a Digital Academic Portfolio in Notion, you couldn’t contain my excitement!  To summarize, you don’t need any special coding skills to make your Digital Academic Portfolio in Notion visually appealing. You just create a table and change the views to meet the needs of your audience: promotion or tenure committee, annual review, or applying to a service activity.

Preview of our Academic Portfolio in Gallery Views


Without Notion, we would be limited in how we display and manage our scholarly activities. ORCID, Google Scholar Author Profiles, and my (our) traditional cv are restrictive.  With Notion, we can easily share, display, and set permissions in our Digital Academic Portfolio. Most importantly, you don’t need special coding skills. As an added benefit, we refer to our Digital Academic Portfolio in Notion more often now than we refer to EndNote or RefWorks or any other citation management tool.