Map Responses to All Subitems
TL;DR
Enable cascading in request forms so answers from the parent item are automatically added to all created subtasks and subprojects.
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Pinnacle, Apex. ; Unavailability: Free, Team; |
Cascading allows answers submitted through a request form to be added to the parent item and all subitems created by the request, such as subtasks and subprojects. Without cascading enabled, mapped responses apply only to the parent item.
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Keep related work items consistent from the start.
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Carry request information collected once in the form across all related work.
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Make important request information available directly in subitems, so users working in subitems have the information they need.
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Improve reporting across the full project structure.
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Reduce manual updates after form submission.
When a request form creates a parent item and multiple subitems, important information submitted through the form may otherwise be available only in the parent item. This can require users working in subitems to look back to the parent item for details, manually copy information into subitems, or update field values after submission.
Cascading responses helps make relevant request information available directly in subitems while preserving each subitem’s own configured structure.
Name cascading is configured question-by-question, allowing form admins to choose which responses should appear across subitems. This helps distinguish otherwise identical subitem names created from the same blueprint across different projects or requests.
The final subitem name can include:
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The cascaded response from the request form.
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The subitem prefix, if configured.
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The subitem’s default name.
Note
Cascading responses to Name, extends Prefix functionality:
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Prefix applies a value from a single question, while cascading can propagate compiled name responses from the main item to all subitems.
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If multiple responses are mapped to the Name and set to cascade, those responses are compiled into a single cascaded prefix using the dash-separated format.
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Name cascading also supports subitems created through dynamic forms or dynamic blueprint selection.
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If a subitem has both a prefix and a default name, those values are retained and the cascaded response is added to them. Cascading extends the existing naming setup rather than replacing it.
As a result, the final subitem name can include all configured parts in the following structure:
[Cascaded name] [Prefix] Subitem Name
For example:
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A request form question asks for Who do you want to send the request to 1 (Question for prefix 2) and Which language of our products or services did you use? (Question for cascaded name).
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In the request form setup, the response to Which language of our products or services did you use? 3 is mapped to the main item Name and is set to cascade to all subitems Name.
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The submitter responds with HC 4 and English 5.
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So the main item name includes English. And the same value is also set to cascade across all created subitems.
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The response HC is applied as the prefix to all subitems in accordance to the forms settings.
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The subitem created from the blueprint keeps its default name, such as Help Center.
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The final subitem name includes all three parts, such as [English] [HC] Help Center 6.
Description cascading is set up question-by-question, allowing form's admin to decide which responses are relevant to appear in all subitems.
The final subitem description can include:
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Responses from mapped questions set to be cascaded.
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The subitems default description, if one exists.
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Multiple cascaded responses to the description section, when configured.
If a subitem has a default description, that description is retained and cascaded responses are added to it.
When multiple questions are mapped to the description, responses appear in the subitem under the headers and structure configured in the request form.
For example:
Consider a request form named Customer Experience.
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One mapped question adds Campaign Details 1.
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Another mapped question adds Target Audience 2.
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The subitem already contains a default description with Work instructions 3.
The final subitem description includes the existing work instructions along with the cascaded Campaign details and Target audience sections.
Field value cascading helps make relevant request information available across all levels of work while supporting reporting across subitems without manual copy-pasting of information.
When a response is cascaded to Fields, the submitted value is applied to the parent item and to each subitem created from the request.
Field value cascading differs from Name and Description cascading. Once the form is submitted, cascading remains enabled on the field within the workspace, so subitems added manually in the workspace can also inherit the parent item’s values. For more information, see Creating Custom Fields.
Depending on the mapped field, values appear in subitems as follows:
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Custom fields
When a response to a question mapped to a custom field is set to cascade, the submitted value is applied to the parent item and all created subitems as the custom field value.
If the same custom field already has a default value in the blueprint used to create the subitem, the submitted cascaded value replaces that blueprint value. If no new response is submitted for that mapped custom field, the existing blueprint value remains unchanged.
Request form cascading and blueprint cascading can work together when subitems are created from a blueprint:
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If the blueprint does not have cascading enabled, cascading configured in the request form applies only to responses mapped and set to cascade in the form.
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If the blueprint already has cascading enabled, that cascading behavior remains active on the form’s submission, regardless of cascading setup inside the form itself.
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Cascading enabled in the blueprint cannot be disabled from the request form.
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For example:
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The default field value of the subitem has Language = French.
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A request form question asks for Which language of our products or services did you use? 1. This response is mapped to the custom field, and cascading to all subitems is enabled in the form.
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When the form is submitted, the subitem receives the value English 2, replacing the original value inherited from the blueprint.