Organize your data and tags

Organize your projectsCopy, move, and delete contentManage multiple highlights on a tagTag across projects with extensionsMigrate tags to an extensionManage access to extensionsCreate reusable project templatesRestore deleted things from trash
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Tag across projects with extensions

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Extensions enable you to create global / universal tags that span projects. With extensions, your Dovetail workspace can scale to thousands of tags across projects and teams, without requiring all users to search through tags that might be irrelevant to them.

Extensions contain tags, have a readme, and can be restricted using access control, so you can manage access in the same way you can with projects. Researchers can standardize sets of tags for other teams to use in their projects. This is great for personas, shared feature requests, jobs-to-be-done, platform flows, and more.

How extensions work

By default, tags in Markup live in a specific project and can’t be shared across projects. This keeps things simple for most people. The architecture looks like this:

Extensions enable you to ‘pull’ common tags out of a project so you can re-use them across projects. In the example above, we may want to pull Personas out into an extension so we can re-use the personas tags across projects:

When you create an extension, it’s not linked to anything. You’ll need to link the extension to one or more projects so each project can use the tags in the extension:

Inside a project, nothing changes – extension tags are seamlessly integrated with existing tags inside a project. You can create highlights like normal, choosing extension tags or project tags without too much thought.

Extensions are ‘live’ – changes you make to tags in an extension will immediately be reflected in all linked projects. In this sense, extensions in Markup are similar to Masters in Keynote, Symbols and Libraries in Sketch, and Components in Figma.

Create a new extension

Admins and users can create extensions. To create an extension in Markup:

  1. Click the workspace logo in the top left of the screen.

  2. Click Settings.

  3. Click Extensions.

  4. Click + New extension.

  5. Name your extension and choose an icon.

  6. Describe your extension in the readme.

Once you’ve created your extension, you’ll need to link it to at least one project to give that project access to the tags in the extension. After you link an extension to a project, its tags will seamlessly show up inside the linked project. To link a project and an extension:

  1. Navigate to a project.

  2. Click Extensions icon in bottom right corner.

  3. Select extensions to link by ticking checkbox next to their name.

  4. Click Link extension to confirm.

Manage tags in an extension

Extensions tags can be organized into boards and groups. This works the same as a project – you can organize your tags, change their color, rename the groups, and so on. There are two ways to organize, edit, and delete the tags in an extension:

  1. Navigate to the extension through workspace settings; or

  2. Edit tags in-context inside any linked project by opening the extension in the sidebar.

Remember that extensions are live

Changes you make to tag boards, tag groups, and tags in an extension will be reflected immediately in all linked projects.

Migrate tags from a project to an extension

To move a tag from a project to a linked extension:

  1. Link an extension to your project.

  2. Navigate to the tag you’d like to move.

  3. Open the Actions (···) menu.

  4. Click Move to….

  5. Choose a tag group in the extension.

This is a one way operation

While you can move a tag into an extension, moving a tag out of an extension is currently not supported.

Manage fields in an extension

In addition to tags, fields can also be managed within an extension. Fields enable you to store structured data on your notes and insights (Add structured data with fields). To create fields within an extension:

  1. Click your workspace logo in the top left of the screen.

  2. Click Settings.

  3. Click Extensions.

  4. Open the extension you wish to manage, or create a new extension.

  5. Click Fields.

  6. Then, click Data fields or Insight fields.

  7. Click + New field.

  8. Enter a name for your field.

  9. Select a type for your field. The default type will be text.

  10. Click Create.

Remember that extensions are live

Changes you make to fields in an extension will be reflected immediately in all linked projects.

Save values for select fields across projects

If using a single and multi select field within an extension, you can save a list of pre-filled values within an extension to be used across projects. To create and save this list:

  1. Create a select field within an extension.

  2. Navigate to a project and link the extension.

  3. In Data, select + New Data.

  4. Once opening the note, under your select or multi-select field, type and fill in the values.

These values will then be saved and pre-populate for future use in projects that have this extension linked.

Control access to an extension

See Manage access to extensions.

Templates help you standardize user research across your organization by giving other people a starting set of data, tags, and project configuration to begin new projects from.

Extensions can be linked to project templates. This allows new projects created from your template to automatically include your extensions.

See Create reusable project templates.

Add tags to an extension

Once your extension is linked to a project, you can seamlessly create highlights with tags in the extension in the exact same way as you can with tags in the project.

When you unlink an extension from a project, any tags, boards, and groups in the extension will be duplicated into the project once the link is broken. This may result in a lot of duplicated tags and highlights which you’ll need to clean up. To unlink a project and an extension:

  1. Navigate to a project.

  2. Click Extensions in the bottom left corner.

  3. In pop-up box, click Manage extensions.

  4. Next to the extension name, click the checkbox to unlink an extension.

  5. Click Unlink extension to confirm.

Delete an extension

A deleted extension goes to workspace trash where it can be restored for 30 days. To delete an extension:

  1. Navigate to an extension.

  2. Click Settings near the top left.

  3. Click Delete extension.

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Benjamin Humphrey

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Kai Forsyth

Revenue Operations Lead

Article info

Last updated 5 April 2022
5 min read

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