Datasets let you store reusable lists of information that can be connected to your forms. This saves time and keeps your data consistent across multiple forms. You can create datasets manually, import them from an Excel or CSV file, or integrate them with external systems.
✨ With datasets, you only need to manage your lists once — they can then be reused across all your forms.
Example: Instead of typing staff names or participant names and details into every form, store them once in a dataset and reuse that list across all forms.
✍️ Permissions: Only users with Administrator Licences can add & modify datasets.
Creating a Dataset Manually
Go to Advanced → Datasets
From the left-hand menu, select Datasets.
Click + Create New
This opens the dataset setup screen.
Name your dataset
Choose a clear name that reflects what the dataset contains (e.g., Staff Members, Service Types).
Add dataset columns
Click the + icon to add a column.
Enter a column name (e.g., “Name”, “Email”).
Select a column type:
String – text values
Date / Time / DateTime – dates or times
Int – whole numbers
Double – decimal numbers
Bool – yes/no (checkbox)
Mark the column as Required if every entry must have a value.
Save your dataset structure
Click Add Item to create the dataset.
Add entries using the Row Editor
From the dataset list, select Row Editor.
Enter values directly into the table.
Click Save when done.
💡 Tip: You can continue editing your dataset at any time — add more rows, change column settings, or delete data.
Importing a Dataset
⚠️ BETA: Import is currently in BETA — always check your uploaded data after import.
If you already have data stored in Excel or CSV, you can upload it directly:
In Datasets, click Import.
Upload your Excel or CSV file.
Review the preview to make sure the data looks correct.
Click Add Item to approve and create the dataset.
Updating a Dataset
Once a dataset has been created, you can continue to update and manage it as your information changes.
Update dataset entries: From the dataset list, select Row Editor to add, edit, or delete rows of data.
Update dataset columns: Select Update Columns to change the dataset structure — rename columns, change column types, mark fields as required, or delete columns.
Import new data: From the menu (…) select Import CSV (BETA) to add or replace entries.
Archiving, Trashing and Restoring a Dataset
Datasets follow a safe lifecycle so you can confidently remove datasets you no longer need without losing them. Datasets can be archived, moved to Trash, and restored at any time.
Step 1: Archive a dataset
When a dataset is no longer in active use, archive it to keep your active list tidy.
From the dataset list, click the menu (…) and select Archive.
The dataset will move out of your active list.
To view archived datasets, change the filter at the top of the page from Any or Active to Archived.
Existing form records will still keep their saved dataset values.
Step 2: Move an archived dataset to Trash
If you want to remove an archived dataset from your dataset list entirely:
Switch the filter to Archived.
On the dataset row, click the trash icon (Move to trash).
Confirm by clicking Yes on the Delete? prompt.
The dataset will move to the Trash section in the left-hand menu.
Step 3: Restore a dataset from Trash
Datasets in Trash are never lost — you can restore them at any time.
From the left-hand menu, select Trash.
Find the dataset you want to bring back.
Click the restore icon next to the dataset name.
The dataset will return to your active datasets list, ready to use again.
💡 Good to know: Datasets are never permanently deleted. They can always be restored from Trash, even after being archived, so you can confidently remove datasets without worrying about losing data.
Integrated Datasets
An integrated dataset pulls data automatically from an external system (such as your HR or CRM platform) via API. Unlike manual or imported datasets, the data stays in sync with your source system without needing manual updates. This means your forms can stay up to date automatically.
⚙️ Setup Required: Integrated datasets must be set up by the IndyForms Development Team. To request this, contact us via live chat or email [email protected].
Troubleshooting External Datasource
If options from the integration dataset are missing:
Log in to your IndyForms account.
Go to Advanced Settings → External Datasource.
If you don’t see any items here, it means API integration hasn’t been set up yet.
Click the Synchronise icon to pull data from your source.
Using Datasets in Form Designs
After creating a dataset, you can connect it to your forms.
Steps to set up a dataset field
Create or edit a form design
Open the Form Builder and start a new form or edit an existing one.
Add the Dataset field
From the field list, drag and drop the Dataset Select field into your form.
Choose your dataset
Go to the Options tab.
Under Dataset, select the dataset you want to use.
Select which columns to display
Tick the dataset columns (strings) you want to show.
Multiple columns can be included if needed.
Configure field options
Multiselect → allow multiple choices
Choice required → make selection mandatory
Minimum/Maximum choices → set limits
Show time entered → record timestamp of selection
Show user last edited → track who last updated it
Set summary page settings
Filterable → filter records by this field in the list view
Display in List → show this field’s values in the record list
Edit in List → allow inline editing directly from the list view
Publish your form design
Your dataset field is now ready to use.
Frequently Asked Questions (FAQs)
Q: Can I edit a dataset after I’ve created it?
Yes — use Row Editor to update entries, or Update Columns to change the structure (rename columns, change types, add/remove fields).
Q: What happens if I archive a dataset?
Archiving removes the dataset from your active list, but it remains accessible by switching the filter to Archived. Existing form records keep their saved values. See the Archiving section for the full process.
Q: Can a dataset be permanently deleted?
No — datasets are never permanently deleted. They can always be restored from Trash.
Q: How do I restore a dataset from Trash?
Go to Trash in the left-hand menu, then click the restore icon next to the dataset. It will return to your active datasets list.
Q: Can I import new data into an existing dataset?
Yes — use the Import CSV option (found in the dataset’s … menu) to add or replace entries.
Q: Who sets up integrated datasets?
The IndyForms Development Team handles this. Contact us via live chat or email [email protected].
Q: What if my dataset isn’t showing in the Form Builder?
Make sure the dataset has been created and saved. If it’s an integrated dataset, go to Advanced Settings → External Datasource and click Synchronise.
Q: Can I connect one dataset to multiple forms?
Absolutely — that’s one of the main benefits. Update the dataset once, and all connected forms will reflect the change automatically.
Tips and Best Practices
Use clear names – Descriptive dataset and column names (e.g., Client List, Service Codes) make them easier to find and reuse later.
Import when possible – Upload existing Excel or CSV lists instead of building from scratch.
Keep it clean – Only include fields and data you really need.
Stay consistent – Use the same column types across similar datasets to avoid confusion.
Think reusable – Build datasets with reuse in mind; a single dataset can support multiple forms.
Leverage multiselect – Let users pick more than one option where needed.
Make key fields filterable – Mark important fields as filterable for quick searching in the record list.
Archive freely – Datasets can always be restored, so confidently archive or trash anything you’re not actively using.
Check integrations – For integrated datasets, always click Synchronise if data looks missing or outdated.