[Status: Launched 🚀] Request forms - Autopopulate/map to custom fields on a task folder

Dropdown mapping support is essential as we'd need it to filter for specific task properties (application: bug reporting for more than one software in one form)

I can't seem to get this working for our team either? The destination folders definitely have custom fields in them that we want to use.. :)

EDIT: Does this only work with newly created forms?

I just created a new form and had the correct options available, but not on my already existing forms..

This new feature is great, but it is also needed for checkboxes and drop down.   Is there a plan to do this?

Hi Stephen

mapping from Request forms to dropdown Custom Fields is now available

doesn't seem to be working yet?

That is great news indeed! Thank you for this update!

Is there a way to show existing content of other custom fields of the same record?

E.g. I can chose the customer the project is done for in a dropdown from a custom field "customer". Maybe somebody else working for the same customer already entered some information about the customer (e.g. website, ...). In this example the website might already have been added in a custom field of the company I chose through the dropdown.

It would be great showing in the form that the website already has been entered for that company so that I know I don't have to enter it again. So for a new customer I would have to enter the website for the project request, for existing customers I could just see that the website has already been added to a Wrike custom field.

Would something like that be possible? It would help not having to reenter the same content with every project request. Of course I could make sure all companies in the dropdown have the website but there is other information that the person entering the project request might not know whether it has been added already and the project owner would need it.

Hi Stephen,

will mapping to "date" type custom fields be implemented too? That would be perfect for our application where we need to set also a couple of dates when we create a new task.  Thank you.

Best regards,
Diego

Re my comment yesterday.

New feature in Wrike is work just fine, it was my Custom Field type was set to users, which was easy to change and now populate custom field and has made reporting easier.

Thanks to Wrike team for guiding me in the right direction.

Keep up the good work.

Paul

This is great news!  I just tested out the Dropdown option on one of my Forms and worked great.  Thanks for focusing on adding new functionality to Forms.  Keep up the great work!!

Thank you for making this update. Will the custom field be available in the Zapier app, RSS feed or API in the future?

If possible Wrike should behave like a database.

Our people are complaning because they have to re-enter the same information several times. If a customer asks for 5 different things we have to fill out 5 project requests as each projects has different information necessary for a calculation and the project request is like a checklist of what we need for that project type. But certain information is the same in all project requests. The person entering the 5 project requests has to enter some of the information five times. Otherwhise the 5 people getting the different project requests would not have all information needed.

That is where custom fields would help if we could use them like fields of a database. E.g. I have a folder customers with custom fields like company name, website and phone number. 

If somebody uses a project reqeust they will chose the customer name from a dropdown. After having done so the fields website and phone number of the form should contain the website and the phone number of the customer chosen in the dropdown. If the website and/or phone number have not been added yet the person using the project request can add it. This would not only be helpful for customer information. It helps adding additional information in custom fields with each project request. With each project data from previous projects can be reused and updated

In the example above I could say before using a project request it is mandatory to update the customer information (website/phone number) and all getting the project requests would have to look up the information in the custom fields of a customer. But there is other information that is only necessary for certain project types. That is why we have to ask for it in the project request. So some information is necessary for 5 project types, some for 3 project types, some for only 1. Having to re-enter it is not user friendly.

I should at least be possible to chose custom fields that would be added to a project request based on a chosen custom field in the dropdown. to add them to a project request. So in my example after chosing the company from a dropdown, all information contained in a custom field for that company is added to the project request. Ideally I can chose in the settings of a form the custom fields that should bee added to the project request based on the dropdown value chosen.

Also right now I can only chose from a dropdown, I am not allowed to add a new value. So in the example above I can chose an existing customer but I cannot use the form for a new customer that has not been added to the custom field before. That would be helpful too.

Hi Stephen, thank you for your support!

What you describe is only part of what I was thinking of.

One option that should not be too difficult to implement would be

1. I chose a folder for the project request (the folder where the taks of the new request is saved at, alredy implemente in Wrike). Lets say I chose the folder "new requests"
2. I can chose a dropdown in the form that gets its values from a custom field of the type dropdown in the chosen folder (already implemented in Wrike). To stick with the example I chose the dropdown "Company Name" (being a custom field with the type dropdown in the folder "new requests"
3. I get the option to chose which other fields of that folder "new requests" I want to be sent to the person getting the project request. In my example I chose the fields "Website" and "Phone number".
4. Wrike checks all tasks in the chosen folder "new requests". The first task where the custom field "Company Name" contains the chosen value and the chosen fields of step 3 has a value, those values are copied to the description of the project request, 

So if somebody uses a project reqeust they will chose the customer name from a dropdown. After having done so the fields website and phone number of the form have to be entered. Those fields are auto-populated to the respective fields in the folder "new requests".

If the user now fills out another form they chose the company again from the dropdown. But this time the fields website and phone number don't have to be filled out again. Thanks to the process described in step 4 above the description of the project will have this information anyhow.

If you want to make it even better I can chosee a folder where the dropdown is taken from (so it does not need to be the folder where the project is stored in). Like that I can have a folder CRM which I can chose containing just 1 task for each customer. Beeing able to use the customer name dropdown as described above I can auto-poplate custom fields and add information to the description of the project.

Thanks for this Beat, I completely understand your suggestion now and the process you've described is an insightful way to further automate Request forms, especially for people who need to submit multiple forms at once.  It would help if you posted this as a new Product Feedback post so it can be easily found by other members searching for a similar solution and it can be upvoted and discussed further. We'll also pass this feedback onto the Product Team. Thanks again!

I added the product feedback

https://help.wrike.com/hc/en-us/community/posts/115002547625-Chosing-customer-adds-customer-information-to-project-request

for anybody to vote on it.

Thanks for that Beat!

That's necessary features for processing complex task.

Hi Wrike,

I agree with the above developments they would be useful to us, but back to the original request, please could you give progress update on being able to automatically populate request form entries to custom fields for all the existing custom field types.

I have a simple example.

If overtime is required to be completed to meet a deadline or clear work for other incoming work, a request form is submitted with amount of time required and justification, this is sent for approval.

Currently the number of hours can be entered by the person requesting but I cannot map this to a custom field automatically, the manager has to manually copy paste into the custom field

This field is then used to produce reports on how much OT has been requested, approved / rejected etc.

Thanks

Paul

@Paul, I have just realised that now it is also possible map to custom fields "number" !

Thanks to Wrike team for this feature!

@Miquel

Great works perfectly now.

Paul

Stephen Orowe wrote:  

Thanks for working to make it possible to map form fields to custom fields! This is working nicely for our team, but we're still forced to create a workaround solution today to solve for dynamic fields. We use the dynamic field entry function in the forms, which goes away once we select the field to map to.

For example: we enter the media type and format type of hundreds of projects. Media A can be Formats 1, 2 or 3; Media B can be Formats 4, 5 or 6 (not 1, 2 or 3).

When we create a project from a form, it's great, because we have it built so that if we select Media A, the next page only allows us to select Format 1, 2 or 3. However, when we build out the custom field for Format, we have 105 options... then when we try to map these on the form, we have to show all 105 Format options - and can no longer have it built dynamically based on the Media selected. We have considered adding different Format fields for each media type, but there are 16 different media types, which means 16 additional fields and a lot of room for confusion.

Is it on your product road map to build out dynamic custom fields?? This would be a huge help for our team's needs!

Hi Stephen and team,

I've configured some request form with dates that populate custom fields and I can confirm that now we can take a big advantage from this feature.  Thank you!

Hi Diego, great news! Thanks for coming back to me here.

We would like our sales team to be able to create a new Installation Project when they sell a new system. This would become a reality for us if we could populate the new project with custom field information. We use many custom fields such at Contact Name, Number of Systems, Address information, etc.. Please add this feature.