Archive section

The Archive section is meant to help you keep an organized My Forms section. We’ve noticed there is a need to keep old forms and their data, but also make room for new forms, so we’ve come to help you.

How does it work

You might have noticed a new section in the left side panel called Archive. This section is meant to help you keep track of old forms that you are no longer using, but its data is valuable to you.

Let’s say you have a really old form that you are no longer using and it is no longer collecting submissions, but you want to keep all its data for future reference. When there are no archived forms and you access the Archive section, you will notice a suggestive empty state like the one below.

Now, you can easily archive that old form in 2 ways:

1. Go to the form that you want to archive and click on the three dotted menu. You will notice a new option available, called Archive.

2. You can simply drag and drop the form you want to archive to the Archive section.

When either clicking on the Archive option from the three dotted menu or dragging & dropping a form to the Archive section, you will be prompted with the modal from the below image.

Archiving a form makes it unavailable to respondents – meaning it won’t be able to collect any submissions. No worries, all the data you have collected through the form is still available and can be reached at any time.

After archiving the first form, the Archive section will look exactly like My Forms.

You can see all the forms that have been archived and all of them will have a new tag: Archived. We are also displaying the date the form was created, its number of views and submissions, and the enabled integrations, if any.

On the right side panel, you also have a counter of how many forms are archived (in our below example, we have only one).

Effects of archiving a form

1. The form becomes unavailable to respondents

After a form has been archived, it is no longer available to respondents, so it won’t gather any new submissions. When respondents access the form, they will see an informative text: Sorry, this page is not available. This page automatically takes the theme of the form.

2. The archived form is no longer counted against the total number of forms allowed per pricing plan

Let’s say you are on the Gold plan, so you have access to a maximum of 25 forms. If you have created 25 forms, you have reached the maximum number of forms allowed per your pricing plan. But at the same time, you have 5 really old forms that you are no longer using, but you don’t want to delete them.

The Archive section helps you in this matter. All you have to do is archive those 5 old forms and now you have room for 5 new forms. The archived forms are not counted against the total number of forms allowed per pricing plan.

3. Users & Subusers scenarios

Even if a form is moved to the Archive section, we are still keeping the information related to the folder the form was linked to. As such, any form and folder permissions you have set are still retained once a form is moved to the Archive section.

Unarchive a form

If you want to make an archived form available to respondents again, all you have to do is to go to the dotted menu of that specific form and click on the Unarchive option.

When clicking on Unarchive, a modal is displayed asking you to select the folder where you want to unarchive the form. By default, we are selecting the folder from where the form initially came from. You can unarchive it in the default folder or use the dropdown and select a specific folder.

Once you confirm the Unarchive action by clicking on the Unarchive button, the form is unarchived and automatically moved to the folder you have selected. Now the unarchived form becomes available to respondents and it is ready to collect new submissions.

Following the above example, if you are on the Gold plan and have a limit of a maximum of 25 forms, and have reached the limit of 25 created forms, but you want to unarchive an old form and make it available to respondents, you will be prompted with a different message.

As you have reached the maximum number of allowed forms per your pricing plan, you won’t be allowed to unarchive a form (as you will have 26 forms, so over your pricing plan limit). In this case, you have two options:

1. You can delete a form from your account that is not in the Archive section in order to make room to unarchive the one you want to.

2. You can upgrade to a higher pricing plan to gain room for more forms.

Archive section – premium feature for Free users

The Archive section is not available to Free users. In the left side panel, the Archive section has a premium icon next to it. Also, when accessing the three dotted menu for a form, the Archive option has a premium icon next to it.

When accessing the Archive section, free users will be prompted with a suggestive text explaining the benefits of the Archive section. In order to be able to use it, free users need to upgrade to a higher pricing plan – Gold.