Organizing Forms with Folders

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

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
Manage folders via the dashboard or API

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

Creating Folders in the Dashboard

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

Your new folder will appear in the sidebar navigation.

Adding Forms to Folders

When Creating a New Form

Click Create Form
Enter form details
Select a folder from the Folder dropdown
Click Create Form

Moving Existing Forms

Go to Forms
Find the form you want to move
Click the form's menu (⋮) or Edit
Select a different folder from the Folder dropdown
Click Save

Managing Folders via API

List All Folders

GET https://forms.formrobin.com/api/v1/folders

Query Parameters:

search - Search folders by name
sort - Sort by field (name, created_at, updated_at)
direction - Sort direction (asc or desc)
per_page - Items per page (max 100)

Create a Folder

POST https://forms.formrobin.com/api/v1/folders

Body:

{
  "name": "Lead Generation Forms"
}

Response:

{
  "data": {
    "id": 456,
    "name": "Lead Generation Forms",
    "created_at": "2025-01-15T10:30:00Z",
    "updated_at": "2025-01-15T10:30:00Z"
  }
}

Get a Specific Folder

GET https://forms.formrobin.com/api/v1/folders/{id}

Update a Folder

PUT https://forms.formrobin.com/api/v1/folders/{id}

Body:

{
  "name": "Updated Folder Name"
}

Delete a Folder

DELETE https://forms.formrobin.com/api/v1/folders/{id}

Note: Cannot delete folders that contain forms or subfolders. Returns 422 error if not empty.

Get Forms in a Folder

GET https://forms.formrobin.com/api/v1/folders/{id}/forms

Query Parameters:

search - Search forms by name
published - Filter by published status (true/false)
sort - Sort field
direction - Sort direction
per_page - Items per page

Creating Nested Folders (Subfolders)

FormRobin supports nested folder structures:

Create a parent folder (e.g., "Marketing")
Create a child folder inside the parent
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:

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

Via API:

GET /api/v1/forms?folder_id=456

Renaming Folders

Navigate to the folder
Click the folder's menu or settings
Select Rename
Enter the new name
Click Save

Via API, use PUT /api/v1/folders/{id} with the new name.

Deleting Folders

Requirements

You can only delete folders that are:

Empty (no forms inside)
No subfolders inside

Steps to Delete

Move or delete all forms in the folder
Delete or move all subfolders
Click the folder's menu ➜ Delete
Confirm deletion

Error: Cannot Delete Folder

If you try to delete a folder with forms or subfolders:

Dashboard: Error message appears
API: Returns 422 status with message: "Cannot delete folder that contains forms or subfolders."

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

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. Use the API to list forms in the folder: GET /api/v1/folders/{id}/forms .

Issue: Folder doesn't appear in API response.

Fix: Verify the folder belongs to your account. Check that you're authenticated with the correct user token. Use pagination parameters to ensure you're seeing all folders: ?per_page=100 .

Issue: Forms not showing in a folder.

Fix: Verify forms are actually assigned to that folder. Check form details via GET /api/v1/forms/{id} to see the folder_id . Forms with folder_id: null are not in any folder.

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

Fix: Ensure the folder_id exists and belongs to your account. List your folders first with GET /api/v1/folders to get valid folder IDs. Use null if you don't want to assign a folder.

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.

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