You already store a client’s email in Clients. Instead of typing another copy on each project, display that value through the project’s Client relation.
This recipe uses one client per project. It displays the current contact value, rather than preserving the historical address used for a particular message.
1. Check the two source properties
In Clients, use an Email property called Email. In Projects, use the existing Client relation pointing to Clients.
If the connection is missing, follow how to connect two databases. Confirm the selected client page, especially when several contacts share similar names.
2. Prepare a fictional example
| Source | Record | Value |
|---|---|---|
| Clients | Oak Studio — test | Email: hello@example.com |
| Projects | Website — test | Client: Oak Studio — test |
The example.com address is fictional test data. Select the existing fictional client through the relation; typing its name into a text field does not create the connection.
3. Add the project rollup
- In Projects, add a Rollup property called Client Email.
- Select Client as the relation.
- Select Email as the related property.
- Choose Show original.
- Show Client and Client Email together in a Table view.
Notion explains displaying related properties in its relation and rollup guide. The rollup reads through the selected relation; it does not find a contact by matching text names.
4. Test one source change
Change the fictional client’s Email from hello@example.com to projects@example.com. Check that Website — test now displays the updated value in Client Email, then restore the original address.
Edit the source Email property for this test. Do not create a competing editable email field on Projects just to change the displayed value.
5. Diagnose an empty result
Check these inputs in order:
- Does the project’s Client relation contain the intended client page?
- Does that client’s Email property contain a value?
- Does the rollup select that exact relation and Email property?
A linked client with an empty email is different from a project with no client. Keep those two review cases distinguishable.
For a broader diagnosis, use the rollup troubleshooting guide.
6. Handle multiple contacts intentionally
If the Client relation includes several pages, the displayed result can include several values. Do not assume the first address is the primary recipient.
Decide whether your workflow needs one client company, a primary contact or several participants. Use the relation limit guide when each project should select only one client.
7. Keep current contact details separate from history
A source email update can change what existing projects display. If you need to preserve the address used for an earlier approval or delivery, record it with that communication’s evidence.
The rollup is a current reference, not proof that the address was verified or that a message was sent. Review access before displaying contact details on shared pages.
Common mistakes
- Retyping the contact value on each project and creating conflicting copies.
- Choosing a similarly named text property instead of the actual relation.
- Treating several displayed addresses as one selected recipient.
- Reading a current contact value as historical communication evidence.
Frequently asked questions
Can I edit the client’s email directly in the rollup?
Edit the original Email property on the related client record. The rollup displays that source value.
Why is Client Email empty?
Check the selected client, the source Email value and the rollup’s relation and property settings.
What if the project has more than one client?
Inspect all related records. Define a primary-contact process rather than assuming the displayed list selects a recipient.
Will changing the client’s email affect existing projects?
Projects that read that Email property through their relation display its current value. Preserve historical communication evidence separately.
Does the displayed address prove it is verified?
No. This recipe displays a stored value; it does not verify the address or send a message.
Explore the wider workflow
You can build this in your existing workspace. For a broader client and project system, explore Freelancer CRM and compare its structure with your needs.