Request Forms with Templated Tasks

Hi Ivan,

This is easy to do but hard to explain but I will try my hardest.

You will first need to set up a template. The template will be in a folder that you name something like Contract Review Template. Inside that template you can have a task and call it Contract Review, then within that task you have the three subtasks as you have outlined. Add the indiviudals to the subtasks as assignees, if there are differnt assignees dependant upon what type of contract then there needs to be a few extra steps, so I am assuming then that all the same person will reprenset the differnt levels of review for each sub task. You will also want to have a person that is assigned the overall task of Contract Review Request so that they can follow up and be overall responsible for the tasks at hand. 

You will also want to set dates for all tasks and subtasks. This date is not important now but will be in the request form submission. For example if you want all the tasks to be done on the same date then you should select the end date to be the same date, like I said it does not matter here what the date is as long as they all match. If you want some lead time, like two weeks then you will again selelct a start date two weeks before the end date. Usually when I do this I select todays date as my start date then my end date two weeks from today. If task 1 needs to be done one week before my second date then my first date will have an end date of today and then the second task will have a date of one week after today.  

Once you have the template set up, you can mark the tasks as complete as you do not want people to actually update these tasks.

Once done you can now set up the requet form.  Create a new reqeust form. In the top right hand corner of the new request form setup you will find a box. Here you can select if the request form is visable for everyone or selelct people within your Wrike account. I am assuming that since your customers will be making the reqeusts you will want to enable the Public link as well.

You then have some choices to fill out under the section called When Users Submits Form.

the first is 1. Create (Blank). You will want to select Project from Template. When you do so you will then be asked what folder the template is in. Simply type the folder name and select it when it appears.

2. Place project into (Blank). Here you will want to select the folder you will want all of these request forms to land in.

3. Assign Project to. Because you have already assigned your assignees to  in the template you should be able to leave this blank and all will be well.

4.) Rescheudle copied tasks. This is where the dates in your templates come in handy. You will want to align this task with either the start date of your newly created project or the due date of your newy created project. If you want the tasks to be completed two weeks after the form is submitted then I would put start date as my option and then one of my questions would be "Today's Date" and you would then link that answer to start date. Then all other due dates will fall into place based on this answer.

Finally 5. You can add a prefix for all tasks based on a question. For example when we onboard a new client we use this process and we ask the quesiton "Clients name" This way when the same person has the same task to complete when onboarding a new client the person completing the task does not have tasks with all the same names but each task will have the clients name infornt of the task so then they can tell the difference from one task to another.

Once you answer all those questions, you can then build the rest of the requst form.

Hope this helps.

-Ryan

Thanks Ryan, so that is what I thought and it gets me in the right general direction but not really in an effective way.  Let me explain:

This creates a project which I really dont need.  This process internally takes us 24 hours.  Now I need to archive or delete this folder each and every time.  It assigns the users to the project, not the task so it will not show up in my dashboard.

The only task in the system is left unassigned which means I have to manually set it up.

Unfortunately, this is really not going to help me as it splits the information between the project panel and the task itself.  I just want the single task with a few subtasks (ideally) or even just a table in it with the workflow and initials for signatures that we signed off.

Another thought then that you could do, but it elimiates the request form, which I think defeats your purpose but here it is.

Use the same template with your task and subtask. When a new contract or a revision of a contract is needed you can simply duplicate the template task keep the assginees, reschedule, keep the description, any custome user fields, select the folder location. This would then keep the tasks together and not seperated out into its own folder structure. 

You could still use a request form to create a task to start the process of duplication of the template task.

Just another idea.

-Ryan

I do that exact workflow with our projects.  But as it is not a manager but a sales person I want to keep them far away from my templates lol.  I know they will get touched otherwise or someone will mess that process up.

I guess I will just go to a single task in a request form but I really wish that was a bit more robust.

HAHAHAHA. I totally know what you mean. I find my templates precious and keep them away from everyone and use the reqeust form so they do not have to touch them.

Good luck. Sorry I could not help you problem solve.

-Ryan

I think this is something that may already be in process with the designers, the ability to assign a Request form to a TASK instead of a Project. I know it would be a great help to me as well and eliminate the need to 'complete' projects to get them not to show in my left column. I then make sure Show Completed projects is un-selected (shown here as selected) so that they don't show in my side bar. 

Love the brainstorming here! @Marj @Ivan - if you're interested there's currently a request for the ability to launch a task template from a Request. It would be great to have your votes there. 

Thanks Stephanie, upvoted and added to that as that would be a huge help.  I know we normally cant pry the info out of you 😀but any feedback if it is on the pipeline for implementation?