Folders, duplicating, deactivating and deleting forms

The Forms page is where you keep the account tidy: folders to separate, copies to reuse a finished form, deactivation to stop receiving responses without losing anything, and deletion when there is nothing left to keep. All of this lives in the Actions menu on each row. In the example, Clínica Vitta, in Miami, has the medical history form, satisfaction surveys and event sign-ups.

Folders

In Forms › Manage folders, type the New folder name and click Create folder. Clínica Vitta created "Patient care", "Surveys" and "Events".

• One level only: there are no folders inside folders.
• Name: up to 60 characters, not repeating another folder name in the account.
• How many: up to 50 folders per account.
• Rename and Delete sit next to each folder, with its form count. Deleting a folder does not delete the forms: they go back to the list, with no folder.

To put a form in a folder, open the row menu and use Move to folder, pick the Folder and click Move. To take it out, move it to the no-folder option. Moving does not change the Updated at date, so the form does not jump up the list just because it was organized.

To find forms, use Search by title and Filter by folder, which offers All folders, No folder and each folder with its form count.

Duplicate

Duplicate creates a new form from the original's current draft (not the live version) and opens the copy. Clínica Vitta duplicated "Satisfaction survey — Facial cleansing" to build the "Peeling" one, changing just two questions.

The copy is born as a Draft, titled "Copy of Satisfaction survey — Facial cleansing", and must be published to get a link. The link is new: it is not the original's address.

What goes to the copy

• Fields, conditions, Settings, After submission and Appearance.
• Response alerts and the confirmation email to respondents.
• Tracking and partial responses, Response retention and Response PDF.
• The original's folder.
• The logo, as a file of the copy's own: changing one form's logo does not affect the other.

What does not

• Responses, partial responses and the version history.
• Link alias, QR Codes, invites and the invite-only option.
• Webhooks and the Google Sheets connection.
• Response limit and closing date.

Check these items on the copy before sharing its link.

Deactivate and reactivate

Deactivate makes the form stop accepting responses right away. People opening the link see the Closed message from the Accepting responses card and cannot fill it in. Nothing is deleted: responses, versions, link and settings stay where they were, and the list shows the Deactivated badge.

Sign-ups for the "Skincare workshop" closed: Clínica Vitta deactivated the form and keeps viewing and exporting the sign-ups. To accept responses again, use Reactivate in the row menu.

Delete

Delete removes the form and every response it received, all at once, without going through the trash. Versions, link, QR Codes, invites and, on signed responses, the signature and its evidence go with it. It cannot be undone.

If the goal is only to stop receiving responses, deactivate. If it is to delete, export the responses first.

Who can do it

• Owner and Editor: manage folders, move, duplicate, deactivate and reactivate.
• Delete: only the Owner.
• Viewer: sees the list, searches, filters and opens forms.

Where to go next

• Exporting responses to CSV or XLSX (Responses collection) — before deleting a form.
• Response limit, closing date and one response per person (Form logic collection) — the Closed message and closing automatically by date or count.
• Draft, saving and publishing (Editing and publishing collection) — publishing the copy.

In short: folders organize the list in one level, up to 50 per account, and deleting them does not delete forms; duplicating copies the draft, settings and logo, but not responses, link, QR Codes, invites, integrations, limit or closing date; deactivating stops responses and keeps everything; deleting removes the form and its responses for good and is Owner-only.