Profiles and storage

Profiles

A profile is a separate space for notes: work on the company cloud, private notes on your own server, a second folder for a club. Each profile has its own notes folder, and tagwerk shows the notes of one profile at a time.

What belongs to a profile and what belongs to the app:

The settings page follows the same split. Its first part belongs to the open profile, the second part, App, to the app on this device, and the third is Help & info. With a single profile, the first part is simply called Notes. From the second profile on, it is called Profile: Name, in the profile's colour.

Day templates, tag colours and the licence are files in the profile's folder, so they travel with its notes. Everything else of the profile is kept in the app's own storage on this device.

Creating a profile

1. With one profile: open Settings and tap Profiles... beside Notes. With more than one: tap the round profile button at the right end of the toolbar, then Manage profiles....
2. Tap New profile....
3. Enter a Name and pick an Accent colour. tagwerk pre-selects a colour no other profile uses.
4. Under Folder, keep the suggestion or tap Choose folder...:
   • On Android the suggestion is A new folder in the app. You can move it later.
   • On Windows and Linux it is A new folder beside your notes, named after the profile.
   • A folder that already holds notes is used as it is. Nothing is copied into it and nothing in it is overwritten.
5. Tap Create profile. The new profile opens at once.

Two profiles cannot share a folder, and one profile's folder cannot lie inside another's. tagwerk refuses such a folder and names the profile that already uses it.

Switching profiles

From the second profile on, a round button in the profile's colour stands at the right end of the toolbar. Tap it and choose a profile; the open one carries a tick. Settings → Switch or manage... opens the same list.

Switching saves what you were typing into the profile you leave, then loads the other profile's notes, task list and calendar. If the new profile has sync set up, a sync starts. A home-screen widget on Android keeps showing the profile it was set to; a widget that was never set up shows the profile that is open.

Renaming, colours and removing

Open the list of profiles (Manage profiles... or Profiles..., as above). Each row shows the profile's name and folder.

• Rename or recolour: tap the pencil (Edit profile), change Name or Accent, and tap Save. The folder does not change here; that is what Settings → Storage is for.
• Remove: tap the bin (Remove profile) and confirm with Remove. The notes stay in their folder - only the entry in tagwerk goes. Add the folder again later with New profile... and Choose folder....

The open profile has no bin: switch to another one first. The last profile cannot be removed.

Where your notes are stored

Settings → Storage shows the folder of the open profile and how many notes it holds. If the folder has gone - a removed memory card, a renamed folder - it says This folder does not exist. Nothing was loaded from it., which explains notes that seem to have disappeared.

As long as an Android profile keeps its notes inside the app and has no sync, Settings → Storage warns Notes live inside the app. Getting started explains the warning.

Changing the folder

1. Open Settings → Storage.
2. Tap Choose folder... and pick the folder.
3. tagwerk copies the notes of the open profile into it and uses the new folder from then on. It says Notes were copied to the new folder. The old folder was left untouched.

What the move copies:

• every day note, filed by year and month;
• the day templates;
• the files in settings/: tag colours and the licence;
• conflict copies that are waiting to be settled.

The move never overwrites a file that is already in the new folder, and it never deletes anything in the old one. Where the new folder already has a note for a day, that note stays and the one from the old folder is kept beside it as a conflict copy, unless both say the same - you settle it as after a sync. A template or a file in settings/ that the new folder already has in another version stays as it is there; tagwerk lists them first and asks, and Cancel keeps the old folder. The old folder stays as a backup; delete it yourself once you have checked the new one. If the move fails - the folder is read-only, the storage is full - tagwerk says The move did not finish. The notes are still in the old folder. and names the reason. Choose folder... is not available while a sync is running.

A folder that already holds daily notes, for example from Obsidian or Markor, is read as it is: see Choose a folder of your own and the guide You already have a folder of daily notes.

What is in the notes folder

Tagwerk/
|- 2026/
|  `- 10/
|     `- 2026-10-28.md     one file per day
|- templates/
|  |- template.md          the default day template
|  |- template-monday.md   a template for a weekday
|  `- template-day01.md    a template for a day of the month
`- settings/
   |- tagwerk.colors       tag colours
   `- tagwerk.license      the Pro licence

• Day notes are named YYYY-MM-DD.md. tagwerk files the days it creates by year and month, and reads a day file wherever it lies in the folder. Folders whose name starts with a dot, such as Obsidian's .trash, are left out.
• templates/ holds the day templates.
• settings/ holds the tag colours and the licence. A licence file dropped loose into the notes folder is found too.
• Conflict copies that a sync tool writes (Syncthing's .sync-conflict-, Nextcloud's "conflicted copy") are recognised and offered for settling under Settings → Storage; see Sync.

Nothing else belongs to tagwerk. Settings, sync state and the revision history live in the app's own storage on each device, not in the folder.

Linked folders

A [[Note]] link in a note opens a file in a folder you have linked to the profile - your Obsidian vault, a project folder, a folder of manuals. How to write such a link is described in The day note.

To manage the folders, open Settings → Linked folders:

• Link a folder... adds a folder. A link is looked for in the folders in the order of the list.
• Read the folder again (the arrows on a row) reads a folder anew. tagwerk also reads again by itself when a link finds nothing.
• Remove folder (the bin) takes the folder off the list. Nothing in the folder is touched.

The list belongs to this profile on this device. It is not synced, because a folder path on one device means nothing on another. On a second device the same link reports that it found nothing until you link the folder there as well.

A row that says the folder is too big to read to the end means a link may miss a file that is there. Link a smaller sub-folder instead.

Opening a linked file

Tap the file mark behind a link. What happens depends on the kind of file:

• Markdown (.md, .markdown) opens in a sheet, formatted: headings, lists with checkboxes, tables, quotes, code and a front-matter block. Formatted and Source switch to the plain text and back. Web links in the file open in the browser; a [[...]] link inside it shows its label as plain text. The sheet only reads - to change the file, open it elsewhere.
• Text (.txt, .log) opens in the sheet as plain text.
• Pictures, PDFs, audio, video, office documents open in the app your system uses for them.
• Any other kind opens only after the question tagwerk cannot show this kind of file. Hand it to the app your system opens it with?, with the file's name and path. Open anyway hands it over. SVG pictures are asked about too.

Open in the default app at the bottom of the sheet hands a Markdown or text file to another app. On Android you choose the app; the app you choose may also save its changes back into the file. If the file is one of your notes, tagwerk shows the new text when you come back.

When a link does not lead to exactly one file, the sheet says so:

Export as ZIP

Settings → Storage → Export notes as ZIP writes the notes of the open profile into one ZIP file named like tagwerk-2026-10-28-1430.zip:

• every day note, in the same year and month layout as the folder;
• the day templates.

Tag colours, the licence and conflict copies are not in it. Where the file goes depends on the platform:

The export is free and works whether sync is set up or not. To use it as a backup, unpack the ZIP into an empty folder and pick that folder under Choose folder....

Revision history

tagwerk keeps earlier states of every day, up to 20 per day and none older than 180 days. You reach them in the side panel under History; The day note describes how to restore one.

The history belongs to the profile and stays with it when you move its folder. It is kept in the app's own storage on this device: it does not travel with sync, and it is not in the ZIP export.

Android's own backup

Where Android's backup of app data is switched on, it carries the notes that profiles keep inside the app, and nothing else:

• not the notes of a profile created inside the app with an older version of tagwerk - those folders sit beside the first profile's and are not part of the backup;
• not settings, revision history, sync state or the sync password;
• not a folder of your own - that folder is yours to back up, or to sync.

A profile whose folder of your own this phone may not read - restored onto a new phone, or after a reinstall - says Choose the folder again in the profile list. Open it and press Grant folder access again in Settings → Storage.