Managing forms

As soon as you log in to your Cognito Forms account, you’ll land on your organization’s Dashboard, where you can view, sort, and organize your forms. Additionally, you can perform bulk operations such as moving, archiving, and deleting forms.

Individual forms

Select an individual form to access the form’s Build, Publish, and Entries pages as well as:

  • Starred: Select the star on the left-hand side to favorite the form. All starred forms appear at the top of the forms list.
  • Details: View form information and update history, including which user last modified the form and when the changes occurred. You can also export form details from one or more forms. Please note that forms created before February 7, 2024 may not display the user who created them.
  • Users: View the list of users that have permission to access the form.
  • Copy: Create a copy of the form.
  • Public Link: Open the form’s direct link.

How to access the form's Build, Publish, and Entries pages.

Sorting

Select one of the headers (Starred, Title, Storage, or Entries) at the top of the form view to sort your forms. Then toggle back and forth between ascending and descending lists:

  • Favorite (starred) forms
  • Alphabetically by title (A-Z and Z-A)
  • Storage count (0-9 and 9-0)
  • Entry count (0-9 and 9-0)

How to sort and view your favorite forms.

Bulk operations

Select one or more forms to access the following options:

  • Move: Move forms to a folder (or remove them from a folder). A form can only be in one folder at a time.
  • Archive: Send forms to the Archived view. This option is an easy way to set forms aside without deleting them.
  • Delete: Upon selecting this option, you’ll be prompted to type DELETE and confirm the deletion of your forms and all associated entries. Be careful when deleting a form - the form and entry data will be permanently deleted!
  • Export Details: Export form details from all selected forms on the dashboard to a CSV file.

How to perform bulk actions by selecting multiple forms.

Form views

The ability to archive forms is available to organizations on the Pro, Team, and Enterprise plans.

Choose between different form views:

  • All Forms: View all of the forms in your organization that you have permission to access.
  • Recent: View up to 20 of your most recently viewed forms (from the Build, Publish, and Entries pages).
  • Tasks: View all forms with assigned tasks. The orange icon indicates the number of pending tasks. When a task is complete, it disappears from the Task view.
  • Archived: View all forms that have been archived (but not deleted). Once archived, forms can still be viewed and managed in the builder, but archived entries cannot be updated. Any custom document templates in Live mode will switch to Test mode. Please note that archived forms and entries are included in your organization’s storage.
    • To restore an archived form, select the form and then select Restore from the top menu. Restoring a form that’s inside an archived folder automatically restores the folder as well.

How to restore archived forms.

Folders

This feature is available to organizations on the Pro, Team, and Enterprise plans.

You can create an unlimited number of folders in which to organize all your forms. To create a new folder, select New Folder from the bottom left-hand column on your Dashboard. Then, use the icons on the right-hand side to make changes to your folder:

  • Users: Organizations on the Enterprise plan can assign user permissions to folders, which apply to all forms within each folder. Learn more about assigning folder permissions.
  • Title: Edit the folder title.
  • Archive: Archiving a folder automatically archives all forms inside it. Restoring a form in an archived folder will restore the folder as well.
  • Delete: Only empty folders can be deleted.

A form can be in one folder at a time. To move a form into a folder, select the form(s) you want to move, click the Move option at the top of the form view, and select the folder name. Once moved, the form(s) will still be accessible from the All Forms view, and any other relevant views. Moving a form into a folder does not affect the form’s public Url.

How to view all the forms within a folder.

As soon as you log in to your Cognito Forms account, you’ll land on your organization’s Home page. Use the sidebar on the left to access and manage all your forms.

To keep a form easily accessible, hover over its name and click the pin icon to pin it to the top of the sidebar. You can also right-click or click the ellipsis () to open the form menu. Click a form name to expand its entry view list, and select the plus sign (+) to add new entries.

Form Menu

In the sidebar, hover over a form name and then right-click or select the ellipsis () to access the form menu.

  • Edit Form – Open the form builder.
  • Publish FormStyle and publish your form.
  • Public Link – Open your form’s public link in a new tab.
  • Form Permissions – View the list of users that have permission to access the form.
  • Import EntriesUpload or update entry data in bulk using our automatically generated Excel templates.
  • Form Details – View form information and update history, including which user last modified the form and when the changes occurred. You can also export form details from one or more forms under Usage in your organization’s settings. Please note that forms created before February 7, 2024 may not display the user who created them.
  • Move to Folder – Move form to a folder (or remove it from a folder). A form can only be in one folder at a time.
  • Copy FormCreate a copy of the form.
  • Archive Form – Send forms to the Archived section. This option is an easy way to set forms aside without deleting them.
  • Delete Form – Upon selecting this option, you’ll be prompted to type DELETE and confirm the deletion of your form and all associated entries. Be careful when deleting a form - the form and entry data will be permanently deleted!

Hover over a form name and select the ellipsis to access the form menu.

Folders

This feature is available to organizations on the Pro, Team, and Enterprise plans.

You can create an unlimited number of folders in which to organize all your forms. To create a new folder, select + New > Folder from the bottom left-hand corner of the sidebar. Then, select the ellipsis () to make changes to your folder:

  • + New Form – Add a new form to the folder.
  • Folder Permissions – Organizations on the Enterprise plan can set user permissions for folders, which apply to all forms within each folder. Learn more about assigning folder permissions.
  • Rename Folder – Edit the folder name.
  • Archive Folder – Archiving a folder automatically archives all forms inside it. Restoring a form in an archived folder will restore the folder as well.
  • Delete Folder – Only empty folders can be deleted.

A form can be in one folder at a time. To move a form into a folder, click the ellipsis () to open the form menu. Choose Move to Folder, then select the desired folder. Moving a form into a folder does not affect the form’s public Url.

How to view all the forms within a folder.

Archived

This feature is available to organizations on the Pro, Team, and Enterprise plans.

View all forms that have been archived (but not deleted). Once archived, forms can still be viewed and managed in the builder, but archived entries cannot be updated. Any custom document templates in Live mode will switch to Test mode. Please note that archived forms and entries are included in your organization’s storage.

To restore an archived form, expand the list of archived forms, hover over the form name, and click the ellipsis () to open the form menu. Then, select Restore Form. Restoring a form that’s inside an archived folder automatically restores the folder as well.
How to restore archived forms.