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How to Create Datasets in IndyForms

Create datasets by importing spreadsheets or building them manually, and connect them to your forms for consistent, time-saving data entry.

Updated yesterday

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/CSV file, or even 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.

Only users with Administrator Licences can add and modify datasets.


Creating a Dataset Manually

  1. Go to Advanced → Datasets

    From the left-hand menu, select Datasets.

  2. Click +Create New

    This opens the dataset setup screen.

  3. Name your dataset

    Choose a clear name that reflects what the dataset contains (e.g., Staff Members, Service Types).

  4. 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.

  5. Save your dataset structure

    Click Add Item to create the dataset.

  6. 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

If you already have data stored in Excel or CSV, you can upload it directly:

  1. In Datasets, click Import.

  2. Upload your Excel or CSV file.

  3. Review the preview to make sure the data looks correct.

  4. Click Add Item to approve and create the dataset.

⚠️ Import is currently in BETA — always check your uploaded data after import.


Updating a Dataset

Once a dataset has been created, you can continue to update and manage it as your information changes.

  • Update dataset information:

    Use Row Editor to add, edit, or delete rows of data.

  • Update dataset columns:

    Use Update Columns to change the dataset structure (rename columns, change column types, mark as required, or delete).

  • Import new data:

    From the menu (…) select Import CSV (BETA) to add or replace entries.


Deleting a Dataset

  • From the menu (…) select Delete.

  • Existing form records will still keep their saved dataset values.

⚠️ Warning: Deleting a dataset is permanent, cannot be undone, and deleted datasets cannot be retrieved.


Integrated Datasets

Integrated datasets connect IndyForms directly to your external systems (via API). This means your forms can stay up to date automatically, without requiring manual editing of datasets.

⚙️ Setup Required

Integrated datasets must be set up by the IndyForms Development Team. To request this, contact us via live chat or email indy@indyforms.com.

Troubleshooting External Datasource

If options from the integration dataset are missing:

  1. Log in to your IndyForms account.

  2. Go to Advanced Settings → External Datasource.

    • If you don’t see any items here, it means API integration hasn’t been set up yet.

  3. 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

  1. Create or edit a form design

    Open the Form Builder and start a new form or edit an existing one.

  2. Add the Dataset field

    From the field list, drag and drop the Dataset Select field into your form.

  3. Choose your dataset

    • Go to the Options tab.

    • Under Dataset, select the dataset you want to use.

  4. Select which columns to display

    • Tick the dataset columns (strings) you want to show.

    • Multiple columns can be included if needed.

  5. 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

  6. 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

  7. 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?

A. Yes — use Row Editor to update entries or Update Columns to change the structure.

Q: What happens if I delete a dataset?

A. Deleting a dataset is permanent and cannot be undone. Existing records will keep their values, but the dataset itself cannot be retrieved.

Q: Can I import new data into an existing dataset?

A. Yes — use the Import CSV option to add or replace entries.

Q: Who sets up integrated datasets?

A. The IndyForms Development Team must set these up. Contact us via live chat or email indy@indyforms.com.

Q: What if my dataset isn’t showing in the form builder?

A. Make sure the dataset has been created and saved. If it’s an external dataset, click Synchronise under External Datasource.

Q: Can I connect one dataset to multiple forms?

A. Absolutely — that’s one of the main benefits. Update it once, and all connected forms will reflect the change.


Tips

  • Use clear names – Descriptive dataset and column names (e.g., Client List, Service Codes) make them easier to find later.

  • Import when possible – Upload existing Excel/CSV lists instead of building from scratch.

  • Leverage multiselect – Let users pick more than one option where needed.

  • Make data filterable – Mark key fields as filterable for quick searching.

  • Reuse across forms – A single dataset can support multiple forms.

  • Check integrations – For external datasets, always click Synchronise if data looks missing or outdated.


Best Practices

  • Keep it clean: Only include fields and data you really need.

  • Stay consistent: Use the same column types across similar datasets.

  • Think reusable: Build datasets that can support multiple forms.

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