Creating Request Forms
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Enterprise, Pinnacle.; Unavailability: Free, Team.; |
Space admins can create request forms in their spaces. Account admins and owners can create account-level request forms. On Enterprise accounts, this right can be revoked from account admins.
Once a request form is created it can be submitted by any user or (optionally) non-Wrike users.
Space admins can only build request forms in the spaces they're admins for.
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Click on your profile picture 1.
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Select Settings 2 from the drop-down menu.
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Click Request forms 3 section under Account management in the sidebar.
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Click the + Form button 4 .
You can also access request forms by clicking the + in the top-right corner of your workspace, selecting Request from the drop-down, and then clicking Manage forms.
Once you've accessed the request form builder:
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You’ll see a prompt window under the Create form with AI section. Use this space to clearly describe what you want AI to create or help with 1 .
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Suggested prompts are available at the bottom of the prompt window.
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Click the Create draft button 2 .
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The form will be generated.
Tip
Be specific about your needs, such as the type of content, style, or key points you want included.
Alternatively you can also create the request form manually by entering the information in the fields below:
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Enter a name for your request form 1.
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(Optional) Provide a description for your form to help users understand what it's for and when to submit it 2.
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Move to the left-hand panel and specify:
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Select other spaces where responses can be saved 3.
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Response settings:
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Select if the form should create a new task or project or create one from a custom item type, blueprint, or an existing item 4.
Note
To create from an existing item select Create task from... or Create project from... in this dropdown, then select the relevant tab in the pop-up, and click on the relevant option there.
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(Optional) Select a status for the task or folder that will be created after form submission 5.
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There are several possible sub-scenarios when no status is explicitly set in form settings:
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When a form creates an item from a template e.g. a Blueprint, or an existing task, the created item preserves the status of the original item, regardless of the default workflow of the save to location.
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When a form creates an item from a Custom Item Type, the item is created in the first active status of the workflow specified in the Custom Item Type settings, regardless of the default workflow of the save to location.
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When a form creates an item from scratch, the default workflow of the save to location comes into effect.
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(Optional) Select the folder, project, or space where the items created via the form should be placed 6.
Note
If you do not choose anything at this step, the item created via form submission will be put in the Shared with me folder.
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(Optional) Select a user to assign the created task or project to 7.
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(Optional) Set up an approval to be created via the request form 8.
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(Optional) Reschedule around 9.
This feature allows you to easily adjust schedules within request forms. You can reschedule based on the start or end date of a specific task, which may not necessarily be the earliest or latest task in the project or a subtask within a task.
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(Optional) Add a prefix 10.
If you had selected the Create task/project from... option, you can set a prefix for items created via this form and/or reschedule them. 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 subtasks, or if it’s a project — to the titles of all items within it, but not to the main item itself.
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Select who should be able to see the form: everyone in your account, specific users and groups, or nobody in your account. If nobody in your account is selected, you must enable a public link; otherwise, Wrike will not let you publish the changes 11.
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(Optional) Check the box if you want to enable a public link to the form (for non-Wrike users) and if it should trigger email notifications or contain a CAPTCHA security feature 12.
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After creating a request form, you can add more questions to the form by clicking on the + Add button 1.
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Choose the question type you want to add from the list 2.
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Enter your question 3 and, depending on the question type, available answers.
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(Optional) Enter a description 4 to add additional information about the question. This information is visible to requesters but won't appear on the resulting task or project.
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Toggle Answer required 5 to make a given question mandatory to complete the form.
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You can make questions and answers in your request form conditional, so users are redirected to different questions based on their answers.
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You can map responses, telling Wrike how to use certain answers in the created task or project.
Note
You can add clickable links that start with http:// or https:// to questions, helper texts, and headers when setting up or editing existing forms.
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Publish or Save your request form 6.
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Click Save to create a draft form that isn't live and you can edit it later. Only admins can see requests that are saved in a draft stage.
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Click Publish to publish the form. Once a request is published, all users who the request is shared with will be able to access and submit it.
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Tip
If you'd like to add a clickable link to the question or its description, make sure it starts with http:// or https://.
Whenever a custom field is modified, corresponding options in the request forms are automatically updated. This ensures consistency across all forms, saves time by eliminating the need for manual updates, and streamlines the overall workflow.
Auto-updating takes place when a user:
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Changes the name of the options stored within the custom field.
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Changes the order of the options in single select or multi-select custom fields.
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Adds new options to the custom fields.
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Deletes the existing options.
For example, when a user utilizes a single select custom field in a request form, they can choose from the available options specified in that custom field.
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Navigate to the regular or the database custom field which you want to edit.
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Make the necessary changes to the custom field.
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Once the custom field is edited, the system will automatically update any request forms that use this custom field.
Custom field settings (Regular field)
Custom field settings let you control how your regular custom fields work. You can set who can view or edit the field, choose where the field appears. Regular fields are available to users across your account and help you track information that’s specific to your team’s needs.
Custom field settings (Database field)
Database field settings let you manage fields that pull information from a central database. These fields keep data consistent across multiple projects and tasks. You can set permissions, control where the field appears, and make sure everyone uses the same values, helping your team stay organized and aligned.
Options in the request form (Regular field)
Options in the request form let you customize how regular fields appear and work for users filling out the form. You can set default values, make fields required, and add help text to guide users. These options help you collect the right information every time someone submits a request.
Options in the request form (Database field)
Options in the request form for database fields let you connect form questions to centralized fields managed in your account. You can set default values, make fields required, and ensure users pick from a consistent list of options. This keeps your data organized and up to date across all projects.
By editing the options in the custom field settings, the changes will be automatically reflected in the request form.
The auto-update is triggered for all option changes until any options with added actions are modified (renamed or deleted).
This means you'll receive a warning notification. When this happens, you have a couple of choices: manually update the conditional logic to fit the new custom field options or click Update these options to automatically erase the removed options along with the actions linked to them.
Warning message for Regular and Database field:
Important
Clicking the Update these options button will clear only those regular options and their linked conditional actions that have been specifically renamed or removed from the custom field. Renamed database options and their linked actions will be retained.
To ensure seamless use of the Update These Options feature, it's important to recognize the distinctions between regular select fields and link-to-database fields. While both types aim to keep your forms up-to-date with the latest option configurations, they operate in distinct ways, especially regarding how options with conditions are handled.
To help you navigate these differences and fully understand the behaviors of each field type, please refer to the comparison table below.
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Scenario |
Regular Select Fields |
Link to Database Fields |
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Newly added/Deleted Option from Custom fields/Database fields without Conditions |
Deleted options are removed without any warning. |
Deleted options are removed without any warning. |
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Deleted Option from Custom fields/Database fields with Conditions |
Options are kept if the Update these options button is clicked. |
Options are kept if the Update these options button is clicked for the form editor, but the submitter will not see any removed options. |
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Combined Deleted Options (Conditions + No Conditions) |
All deleted options are kept with an Update these options button is clicked. |
Only deleted options with conditions are kept if the Update these options button is clicked for the form editor. The submitter will not see any removed options. |
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Renamed Option without Conditions |
Options updated without any warning. |
Options updated without any warning. |
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Renamed Option with Conditions |
Update these options button required; options updated, conditions are lost. |
Options are updated without any warning, and conditions remain linked to renamed options. |
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Renamed Combined Options (Conditions + No Conditions) |
Update these options button required; options updated, conditions are lost. |
Options are updated without any warning, and conditions remain linked to renamed options. |
When creating request forms, you can set date constraints for date-type questions to ensure that selected dates are a certain number of days or more after the form submission date. This means users filling out the form can only pick dates (e.g., due dates) that meet the criteria specified by the form creator.
For example, if you set a constraint of 5 days, and a user submits a form on January 1st, they will only be able to select dates from January 6th onwards.