Request Form populating Author for Tasks
Hello community,
In addition to manually creating tasks, we've set up a request form for certain types of requests that we encourage requestors to fill out. Unfortunately, when they submit a form, the Author is labeled as "Wrike Bot," which keeps the resulting task from appearing in their "Created by me" folder. Ultimately this makes it difficult for them to track all the tasks they've opened from a request form.
Is there a solution or a workaround to this? I've added a dropdown to identify the "Requestor" on the form but that doesn't do much good until they are able to find the task. I could try mapping that Requestor value to a custom field but that doesn't help much either as most requestors will have a combination of tasks they've created manually and tasks created via the request form (so the former wouldn't have that custom field auto-populated). The only silver lining so far is we route the tasks generated by specific request forms to specific folders, but that only helps so much as a report on the folder would show tasks from multiple requestors in the same folder.
The main goal is to be able to have one folder that a requestor can view to see all tasks they've created both manually and via request form. I'm sure there's something I'm missing - any ideas or insight is appreciated!
Hi Tin Trinh, welcome to the Community!
There are several workarounds I can think of. If it is an internal request form, you could create a folder with each requestors' name as the title and assign them as a parent folder for answers upon submission.
You could also add these users as project owners upon submission when they select their name. This would then make the task appear in your user's Personal space.
Let me know if these helped!
I'm having the opposite issue. When someone submits an internal request, then they are the author, but that allows them to have full control. Is there a way to stop this from happening? I'd MUCH rather have Wrike bot be the owner.
Hello Emily Britt,
Thank you for the excellent question!
You are absolutely right about the internal request form. When someone submits an internal request form, that person is going to be listed as the author of the task (or project) that is created, and task authors automatically have access to the task. You can limit a user's permissions within a particular folder or project by adjusting their access role (https://help.wrike.com/hc/en-us/articles/209603589-Access-Roles), or you could try using an external request form instead of an internal one.
If a request form is submitted through an external link, then the author of the task (or project) is listed as Wrike Bot. In this case, the user who submitted the request form does not automatically have access to the task (unless the task is created in a space, folder, or project that is already shared with the user). You can read more about external request forms in our Help Center (https://help.wrike.com/hc/en-us/articles/115004742769-External-Request-Forms).
Please give it a try and let us know if you have any questions 😃
Hi Hugh,
Sorry for such a lengthy delay. Thanks so much for the tip. The idea of creating folders for each possible requestor might not work well for us since there are so many possible requestors, but your latter idea of assigning them as project owners sounds like it might help. I'm going to try that. Thanks again!