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
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
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.
⚠️ 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:
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?
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.