Organizing Forms with Folders

Keep your forms organized with folders - create, manage, and navigate folder structures in the dashboard.

What Are Folders?

Folders help you organize your forms into logical groups. You can:

• Create folders to categorize forms (e.g., "Lead Generation", "Customer Surveys", "Event Registrations")
• Create nested folders (subfolders) for hierarchical organization
• Move forms between folders
• Filter and search within specific folders

Plan Requirement: Folders are available on all plans (Free and Individual).

Creating Folders in the Dashboard

1. Log in to your FormRobin account
2. Go to the Forms page
3. Click New Folder or the folder icon
4. Enter a folder name (e.g., "Lead Forms")
5. Click Create

Your new folder will appear in the sidebar navigation.

Adding Forms to Folders

When Creating a New Form

1. Click Create Form
2. Enter form details
3. Select a folder from the Folder dropdown
4. Click Create Form

Moving Existing Forms

1. Go to Forms
2. Find the form you want to move
3. Click the form's menu or Edit
4. Select a different folder from the Folder dropdown
5. Click Save

Creating Nested Folders (Subfolders)

FormRobin supports nested folder structures:

1. Create a parent folder (e.g., "Marketing")
2. Create a child folder inside the parent
3. Organize forms within the appropriate subfolder

Example Structure:

Marketing/
  Lead Generation/
    Contact Form
    Newsletter Signup
  Customer Surveys/
    NPS Survey
    Exit Survey

Filtering Forms by Folder

In the dashboard:

1. Go to Forms
2. Click a folder name in the sidebar
3. Only forms in that folder will be displayed

Renaming Folders

1. Navigate to the folder
2. Click the folder's menu or settings
3. Select Rename
4. Enter the new name
5. Click Save

Deleting Folders

Requirements

You can only delete folders that are:

• Empty (no forms inside)
• No subfolders inside

Steps to Delete

1. Move or delete all forms in the folder
2. Delete or move all subfolders
3. Click the folder's menu then Delete
4. Confirm deletion

Error: Cannot Delete Folder

If you try to delete a folder that still contains forms or subfolders, you will see the error message: "Folder must be empty to delete it."

To resolve this, move or delete all forms and subfolders inside the folder before attempting to delete it.

Assigning Forms to Folders via API

While folder management (creating, listing, renaming, deleting folders) is only available through the dashboard, you can assign forms to existing folders using the Forms API.

Create a Form in a Folder

When creating a form via the API, include folder_id to place it in a folder:

POST /api/v1/forms

{
  "name": "My New Form",
  "folder_id": 456
}

Move a Form to a Different Folder

When updating a form, change its folder_id to move it:

PUT /api/v1/forms/{id}

{
  "folder_id": 789
}

Set folder_id to null to remove a form from its folder.

Note: The folder_id must reference a folder that belongs to your account. The API will return a validation error if the folder does not exist or belongs to another user.

Organization Best Practices

• Clear naming: Use descriptive folder names ("Q1 2025 Campaigns" vs "Folder 1")
• Consistent structure: Organize by project, client, campaign, or purpose
• Limit nesting: Keep folder hierarchy 2-3 levels deep maximum
• Archive old forms: Create an "Archive" folder for inactive forms
• Team alignment: Use naming conventions your team understands
• Regular cleanup: Periodically review and reorganize folders

Example Folder Structures

By Client/Project

Client A/
  Onboarding Forms
  Feedback Forms
  Event Registration
Client B/
  Lead Capture
  Survey Forms

By Form Type

Lead Generation/
Customer Feedback/
Event Registration/
Internal Forms/
Archive/

By Campaign

2025/
  Q1 Campaign/
  Q2 Campaign/
  Holiday Promo/
2024/
  Archive/

Limitations

• No folder limit: You can create unlimited folders on all plans
• No bulk operations: Cannot move multiple forms to a folder at once via UI
• No folder permissions: All folders are accessible to the account owner
• No folder colors/icons: Cannot customize folder appearance
• No folder-level settings: Settings are per-form, not per-folder
• No folder API: Folder CRUD operations (create, list, rename, delete) are only available through the dashboard, not via the API

Troubleshooting

Issue: Cannot delete a folder.

Fix: The folder must be empty. Move all forms to another folder or delete them first. Check for subfolders and remove them as well.

Issue: Forms not showing in a folder.

Fix: Verify forms are actually assigned to that folder. Open the form's settings and check the Folder dropdown to confirm it is set to the expected folder.

Issue: "The selected folder is invalid" when creating a form.

Fix: Ensure the folder exists and belongs to your account. If using the API, verify the folder_id is correct by checking your folders in the dashboard first.

FAQ

Q: Can I share specific folders with team members?

A: No. FormRobin doesn't currently support team collaboration or folder-level permissions. All forms and folders are accessible only to the account owner.

Q: Is there a limit to how many folders I can create?

A: No. You can create unlimited folders on all plans (Free and Individual).

Q: Can I set different settings for all forms in a folder?

A: No. Settings are per-form, not per-folder. You must configure each form individually.

Q: What happens to forms when I delete a folder?

A: You cannot delete a folder that contains forms. You must first move or delete all forms inside the folder before deleting it.

Q: Can I manage folders via the API?

A: Folder management (creating, listing, renaming, deleting folders) is only available through the dashboard. However, you can assign forms to existing folders when creating or updating forms via the API by including the folder_id parameter.

Need help organizing your forms? Contact our support team - we're here to help!