Asana is a popular project management software that helps teams organize, track, and manage work. One useful feature in Asana is forms – they allow you to easily create custom intake forms to collect information from team members or clients.
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Benefits of Using Forms in Asana
Here are some of the key benefits of using forms in Asana:
- Standardize request intake: Instead of getting requests via email, chat, meetings etc., you can create a form to standardize the intake process. This ensures you capture all necessary details upfront.
- Automatically create tasks: Form submissions automatically create tasks in Asana, saving you from manually adding tasks. This helps avoid dropping the ball on requests.
- Route requests automatically: You can set up rules to route form submissions to appropriate projects and people. This automates your workflows.
- Work transparency: All information submitted via the form is attached to the task, ensuring nothing gets lost. This leads to less confusion about requirements.
How to Create a New Form in Asana
Follow these simple steps to create a new form in Asana:
Go to the Asana project where you want the form. Click on “Customize” in the top right and select “Forms”.
2. Click on Add New Form
This will open up the form builder. You can now start adding and customizing fields.
3. Add and Customize Form Fields
Click on the “+” icon to add new fields. You can choose from different field types like:
- Text fields
- Number fields
- Dropdown fields
- Date fields
- File upload fields
Customize each field as needed – add labels, choose if they are required, and more.
Pro Tip: Map form fields to Asana task fields for easy information transfer.
4. Customize Form Settings
The right panel allows you to customize form settings:
- Add a header image
- Set a default assignee
- Add a confirmation message
- Choose if you want to attach files from the form to task
- Make the form public or private
Click “View form” to preview how it looks. When ready, click “Copy form link” and share it with people via email, chat or your website.
Advanced Form Features
Asana has several advanced features to further optimize your forms:
Branching Form Logic
Show or skip questions based on previous answers. This allows you to create dynamic forms that adapt to user input.
Embed Forms
Embed forms directly into your website pages for easy access. Users can fill out forms without leaving your website.
Form Rules
Automate what happens when a form is submitted using rules. For example, you can:
- Assign tasks based on user selections
- Add due dates relative to submission date
- Route tasks across multiple projects
Submission Management
View all form submissions in one place. Easily monitor incoming requests and track form analytics.
Form Best Practices
Here are some tips to create effective forms in Asana that drive results:
- Keep them short – Don’t overwhelm users with too many questions. Stick to need-to-have info only.
- Use conditional logic – Use branching logic to adapt forms based on user input.
- Add descriptions – Give context to questions so users know how to answer accurately.
- Set expectations – Let users know typical response times or what happens after submission.
- Review regularly – Check if forms need updating based on changing needs. Retire outdated forms.
Example Form Use Cases
Forms are versatile and can be used across teams like:
IT Helpdesk
Streamline ticket creation process. Gather key details like issue type, priority, screenshots etc. upfront through form.
Marketing Team
Standardize campaign requests using forms. Capture details like goals, target KPIs, channels etc while requesting new campaigns.
Sales Team
Let prospects easily request demos or trials. Forms allow custom questions like use cases, company size etc. to qualify leads.
Support Team
Simplify customer inquiries. Forms can be embedded on contact pages to let visitors request callbacks or email support easily.
Key Takeaways
- Forms standardize work intake processes through customizable request forms
- Submitted forms automatically create tasks with attached information
- Rules can route tasks across people and projects automatically
- Form data helps teams start work faster with all details in one place
- Embed and share forms publicly or restrict access as needed
Hope this gives you a good overview of how to create new forms in Asana. Use them to simplify request management and keep your teams running smoothly!
