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Create a Request Form (for Admins)

Account admins and Space admins on Business and Enterprise accounts can create Request forms. Admins on Enterprise accounts may have this right disabled. Once a Request is published, all users (including Collaborators) can use it to submit requests.

⏱ 5 min read

Overview

Wrike Requests consist of two parts: (1) the Request Form Builder which admins use to create and manage Request forms and (2) submission forms.

This page covers the Form creation process in detail, for information on submitting forms see our Wrike Requests page.

Create a Request Form

The steps listed below work for Account admins only. Space admins can create Request Forms by following the steps described in the link here.

Step 1: Access the Request Form Builder

  1. Click the green plus sign in the Workspace’s upper left-hand corner. 1
  2. Select “Request”.
  3. Click “Manage Forms”. 2

Request_Forms_-_Create_a_form.png

Step 2: Enter Required Information

  1. Click “+ New form”.
  2. Enter a name for your Request form (required).
  3. Select a Space to which the Request Form should belong to.
  4. Decide who should see your Request: everyone, selected users and groups, or no one within the account.
  5. Select what item type should be created when a request is submitted: a new Task, a duplicate of an existing Task, a new Project, a duplicate of an existing Project or duplicate a Task or Project from Blueprint. 1
  6. Click “Select Folder” 2 and select the Folder, Project or Space where items created via form submission should be added (optional)*.
  7. Select a status for the task that will be created after form submission 3 (optional)**.
  8. Choose an owner or assignee 4 (optional).
  9. Make the form available to non-Wrike users (optional). Check the box next to “Enable public link”, if you want people outside of your account to submit Requests. 5

* If you do not choose anything at this step, the task/project created via form submission will be put in the “Shared with me” folder.

** This option is available in all accounts when create/duplicate tasks is selected. It is also available for creating/duplicating projects in accounts with project custom workflows. If you do not select a status, tasks created via request submission will have the first active status of the workflow applied to the folder, project or Space where they are created.

Request_Forms_-_Step_2__Enter_Required_Information.png

Step 3: Add Questions

  1. Click “+ Question”. 6
  2. Choose the type of field (question) you want to add: short answer, paragraph, dropdown, checkboxes, number, date, file attachments, or importance*.
  3. Enter a question.
  4. Map responses. Mapping responses tells Wrike where to display the responses entered in that field. More details about mapping responses below.
  5. Set up branching to make your request form dynamic.
  6. Use the "Helper text" field to add additional information about the question (optional). This information is visible to requesters but won't appear on the resulting task or Project. 

*The importance field is only available for task Requests not Project Requests.

Step 4: Publish or Save the Request Form

  • Click “Publish” to publish the Request and make it available in the Workspace. Once a Request is published all users who the Request is shared with can see it in the Workspace.
  • Click “Save” to save the Request as it is but keep it private. Only admins can see Requests that are saved in a draft stage, they are not visible in the Workspace.

All published and saved Requests are visible to admins on the “Request forms” tab of Account Management.

Map Responses

Map to Title, Description, Custom Fields, and Start/End Date

Check the table below to see what you can map to and when.

  1. Add a question.
  2. The question is mapped to “Description” by default (unless it's an attachment or importance-type question).
  3. Click “Description” to see other mapping options.
  4. Choose the appropriate option.

Map to Attachments and Importance

File attachment and importance type questions are mapped to attachment and importance fields respectively and those mapping options cannot be changed.

Multipage Request Forms

Create Request forms with multiple pages in order to

  • Break up questions on your form by section or add clarity.
  • Add follow-up questions. Set up your form so that if a user selects a specific answer to a question, they are then redirected to a specific page on the form.

Continue adding additional pages and forms until your Request is complete.

Add a Page

  1. Scroll to the bottom of the Request form.
  2. Click "Add page".

Delete a Page

  1. Click the menu icon at the top of a new page (to the right of the page number).
  2. Select "Delete". 

Reorder and Merge Pages

  1. Click the menu icon at the top of a new page (to the right of the page number). 
  2. Select "Move up" or "Move down" to change the page's order in the form.  
  3. Select "Merge with previous page" to merge two pages into one. 

Duplicate Existing Tasks, Projects, or Blueprints from a Request

When you set a request form to duplicate a project/task:

  • A duplicate of the selected project, task or blueprint is created in the workspace each time someone uses the form to submit a request.
  • Tasks in the new project or subtasks of the new task created upon form submission have the same assignees, descriptions and attachments as the original tasks/subtasks.

To set up your request form to duplicate tasks, projects or blueprints:

  1. Under “Actions upon submission” section, select “Duplicate Task” or “Duplicate Project”. 1
  2. A pop-up will appear, where you can select the existing task or project that will be duplicated. 2
  3. Start typing the name of the required task/project and click on it. 
  4. Click on the Blueprint tab 3 to select a blueprint to duplicate.

Request_Forms_-_Launch_a_Template.png

Admins creating the request form can also choose to reschedule tasks/subtasks in the newly created project/task. The available options are:

  • Don't reschedule - makes the task dates identical to the scheduled dates in the original project, task, or blueprint.
  • Align with project/task start date - the first task/subtask starts on the same date as the project/parent task.*
  • Align with project/task end date - the last task/subtask ends on the project's/parent task's end date.*

* If you choose to align dates with project or parent task dates, then the request form must contain a question that is mapped with a corresponding date.

 
Add a Prefix
 
You can set a prefix for tasks and projects duplicated via a request. The prefix will be applied to all associated subfolders, subprojects, tasks, and subtasks, upon submission.
  1. Click your profile image in the upper right-hand corner of your Workspace.
  2. Select "Settings" from the dropdown.
  3. Click "Request forms" in the left panel and click on the request form you want to add a prefix to.
  4. Under “Actions upon submission”, select "Duplicate Project"/”Duplicate Task”. 1
  5. Click "Add a prefix for all tasks and subfolders". 2
  6. Choose "Select a question" and select one question from the Request form. 3

When someone submits the form, the answer they provide to the question designated for setting the prefix is added to the title of the newly created task or, if it’s a Project, to its title and all items within. Please note, Request submitters must answer the question in order for a prefix to be added.

Request_Forms_-_Add_a_Prefix.png

Form Builder: Response Mapping Options

When you map responses, you're telling Wrike where in the task/Project an answer should be displayed. For example, if you add a short answer field and map it to the title, then responses in that field are used as the task or Project's title. 

Field Type Mapping Options

Short answer

Paragraph

Title, description, or text-type Custom Fields*

Dropdown

Title, description, or dropdown-type Custom Fields*

Checkboxes

Title, description, or multi-select Custom Fields*

Number

Title, description, or number, percentage, and currency-type Custom Fields*

Date field Title, description, start date, end date, or date-type Custom Fields*
Upload Attachments
Importance Importance

Important notes:

  • If nothing is mapped to the title then the title is: the task or Project id followed by the Request form's name. For example, a task submitted using the Marketing Request form would be: 58672: Marketing Request.
  • If multiple responses are mapped to the title, then responses are separated by a “-” in the title.
  • *In order to map to a Custom Field, the following must be true: 1) A Folder/Project for items to be created in must be specified in the right-hand panel in the "Place task/Project into" field 2) the Custom Field you want to map to exists on that Folder/Project. 

Form Builder: Available Question Types

There are seven available field types which you can add to your Request

  • Short answer: one line response field.
  • Paragraph: multi-line response field.
  • Dropdown: dropdown list, users can select one option from the list.
  • Checkboxes: checklist, users can select one or multiple options from the list.
  • Date field: calendar picker, users to select a date.
  • Upload: allows users to upload an attachment. 
  • Importance field: allows users to set task importance. (Available only for task Request forms).

In addition to fields, you can add section headers to your Request form to help structure your form. 

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