If you have a lot of forms in your DataScope account, you can organize them into folders to find and manage them more easily.
You can create folders by area, process, team, or any other category that helps you keep your forms organized. For example:
Sales
Maintenance
Operations
Human Resources
Inspections
You can create folders directly from DataScope, or do it in bulk using an Excel file.
Important: to create and manage folders, you need the Edit Forms permission.
📁 Create a folder manually
To create a folder from DataScope:
Go to Forms.
Click Create + and select Folder.
Select From DataScope.
Enter the folder's name.
Select one or more forms you want to include.
Click Create.
Done! The folder will appear in the Forms section with the forms you selected.
📦 Create folders in bulk with Excel
If you need to organize a large number of forms, you can use an Excel file to assign them to folders in bulk.
1. Download the template
Go to: Forms > Create + > Folder > Import Excel
Then click Download Example to get the template.
2. Fill in the file
The template needs to contain the information necessary to identify each form and the folder where you want to organize it:
ID: the form's ID. You can find it under Configure > Configure App within the form.
Name: the form's exact name, as it appears in the Forms section.
Folder: the name of the folder where you want to include the form.
💡 If the folder listed in the file doesn't exist, DataScope will create it automatically.
⚠️ Don't change the Excel template's structure. If you don't want to change a form's location, simply delete its row from the file.
3. Import the file
Save the file in .XLSX format (Excel Workbook).
Go back to Forms > Create + > Folder > Import Excel.
Select the file.
Click Import.
Check the created or updated folders in the Forms section.
You can repeat this process whenever you need to organize new forms. There's no need to include forms in the file that are already correctly organized.
⚙️ What can I do with a folder?
Click the three dots or Configure next to a folder's name to access its options. You can:
Rename the folder.
Delete the folder.
Note: deleting a folder doesn't delete the forms it contains. The forms remain in your account, and you can organize them again into another folder.
🔐 Folders and user group permissions
If you have user groups, keep in mind that folders can automatically affect those groups' form permissions.
When a group has access to all the forms in a folder, DataScope treats that group as having access to the entire folder, not just the forms that were there at that moment. This has automatic consequences when you move forms:
If you move a new form into that folder, the group automatically gets access to that form.
If you remove a form from that folder, the group automatically loses access to that form.
This only applies when the group has access to all the forms in the folder. If the group only has access to some of them, moving a new form into the folder does not grant automatic access — it needs to be added manually from the group's settings.
To make this behavior explicit when acting on a folder:
When you move a form into or out of a folder, a notice shows which groups (up to 5) and which users (up to 3) will automatically gain or lose access.
"Remove from folder" asks for confirmation, since it's specifically the action that removes permissions.
When you delete a folder, the notice clarifies that group permissions don't change — the forms that were in it keep the access they had.
👉 More details on how group permissions work in general: How do I create user groups in DataScope?
🔄 Bulk actions
You can also select several forms at the same time to perform bulk actions, such as:
Moving forms.
Deleting forms.
Activating/Deactivating forms.
Remove forms from the folder.
This is especially useful when you need to reorganize a large number of forms.
🔤 Sort folders
Next to the "Folders" title, a sort control lets you switch between:
No order (creation order)
A-Z: ascending alphabetical order
Z-A: descending alphabetical order
The sort correctly accounts for numbers, uppercase letters, and accents — for example, "2. Inspection" is shown before "10. Site closure."
Folder sorting is independent from the order of the forms inside each one, and can be used together with the search bar.
💡 Organization example
If your company uses DataScope for different processes, you could create a structure like:
📁 Maintenance
Equipment inspection
Maintenance checklist
Work order
📁 Safety
Safety inspection
Incident report
PPE checklist
📁 Operations
Opening checklist
Closing checklist
Operational control
This way, your forms are grouped by the process they belong to and are easier to locate and manage.