[Status: Investigating 🕵️‍♀️] User custom field in request form

Hi,

Right now, to assign a task to a specific user via a request form, you need to manually map a drop down list to a user assignment. This is a cumbersome process, especially in large groups. It also doesn't allow for the person using the form to just start typing a person's name like you can if you're using a "user" field in other sections of Wrike, like table view.

Would love to have that functionality, so that a user can just assign an assignee on the request form in an easier way, and the admin can create the request form easier too.

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It would be very beneficial for our workflow if we were able to add Wrike user as an option to select from in Custom Forms. Please add my name to this request as a plus one.  :-)

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Yes, I was just coming on here to request they allow the Users custom field to be mapped on a Request Form!

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For larger organizations, it could be helpful to be able to pre-filter the users that can be found to a particular list or group.

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This would be great!

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It would make sense to have the following 2 data types in Request forms:
1) Wrike User Group
2) Wrike Users

In this way I can combine the use of these 2 fields on a form to first have the person submitting the form select a User Group and after selecting the User Group then select a user from within that Group.

In a typical use case, the user group would comprise of Users in a Department Team or a Project team.

The report would have to “dynamically” adjust the options in the second User field based on the members in the User Group already selected (at the time the form is being submitted).

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Stephen

@All, this post is reaching 60 votes - please keep voting!

For now, I'm wondering what Request forms you'd use this for. The reason I ask; lots of Request forms are built with the people who need to action it once the form is submitted. So building a Blueprint (Template) and using it when building the form the assignee(s) can already be addressed during the creation of the form. 

We're looking to hear some more use-cases about what kind of forms require the person filling out the form to select the assignee. 

Thanks 🙂

 

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Stephen, 

I think this would be handy for our team for a couple of different use cases. Not always assigning and assignee though. 

1. We have a question in one of our forms that asks "Who currently runs this report if known?". It would be nice for them to have a drop down list of users appear when typing in their response. 

2. We also have a custom field for pointing out an account team for a client. We could then ask in our form who is on the account team and that auto populate feature could be helpful there in typing their own name in and the other person on the account. 

 

I hope this helps!

Thanks,
Devree

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Stephen,

As Devree said, this isn't just for assignees. There is a divide between the types available in custom fields and the question types on request forms. Since request forms can fill in custom fields, they should be able to interact with all the custom field types. From we Wrike users' perspective, it doesn't make sense to stop part-way. There is already a user custom field type, we'd like to expose it on request forms.

(Another difference is the fact that checkbox questions on request forms cannot be matched to multiple select type custom fields even though they're both the same structure.)

As far as a use case, we'd like to put a contact person field on a few of our requests to indicate who will work with the techs and developers to gather and validate the requirements of a project. It's not always the same as the requestor, and external forms don't record the requestor unless you include the name and email fields and then it's in a different form. For this, we'd want to be able to filter the users that can be found through the form question. (I'd want a blacklist in this scenario, but a whitelist could work and would be wanted for other scenarios.)

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@Devree @Joshua  Hey, jumping in for Stephen here. Thanks so much for the details, they help our Product team a lot. I'll pop in here again when I have news about your suggestions 👍

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Here's another use case.

Our company develops sites (physical, not web 😉) and constructs buildings. At the outset of a project, we establish the project team, consisting of both internal personnel and external firms/people. We then have a corresponding project in Wrike and I have created custom fields to identify all the participants at the project level (these include both drop lists and text fields).

In approaching it this way, we can create reports which supervisors of different departments can check which resources are being used on which projects. The evolution of this approach is to create a form so that a user (likely a supervisor), would enter all the pertinent information at the outset  using drop downs so there is a select list in each category whilst using the report to know who is available to work on a given project. 

I found this thread trying to find a way to utilize drop lists in request forms. Is this possible yet? It would make the structure of both entering the info and reporting on these custom fields so much more meaningful.   Perhaps there's another way to achieve the same thing but I haven't found it yet.

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Our company is similar to Blair's in that it would be useful to be able to add multiple users to a custom field within a project. We have certain projects that are worked on by teams of employees that are not necessarily in the same departments. I have created a custom field for those projects to allow owners to add the team members to the project, but being able to add multiple users to a custom field within a request form (on top of adding an owner from the pool) would be a great help. 

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Another major benefit of allowing user and user group fields to the request form capability allows for ease of management of the form itself. I (like others in this thread) am also having to constantly update drop downs that are used to assign the project (Minimum of 2 per project created), but there are also other fields being used for recording purposes (at least 2) to assign different categories of people to the project in their own specific role, that the project owner will eventually need to assign specific tasks to them at a later time (in specific scenarios). Currently, we have to capture these data points in the form via text input (short answer), then re-select the actual person in the user field in the custom field location at the project level. In addition, being able to use a User Group, not only within the form, but also within the custom field itself (vs narrowing your selection by typing the group name and then continuing to select every single person in that group and having to manually maintain every custom user field), causes a literal constant monitoring and maintaining of the custom fields themselves and a horrendously cumbersome maintenance of forms. If the user groups are maintained accurately as people come into the organization, having the form alert (just like it does for multi-select check boxes where the custom field has changed) and request that the group be updated would be an extremely efficient solution to solving all of the use cases provided in the thread so far. I know there are many more. 

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Howdy, all! Looks like we finally got 60 up votes. Hopefully we'll get a status update soon. 

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We just bought wrike and are in the process of moving our processes and procedures in the Wrike way.  On our projecect we track in a centralized location who the lead person is for Account Manager, Design Engineer, Programmer, etc on a per project basis.  Custom Fields on Projects is ideal for this, since it gives us a centralize place to look for that info (for managers, techs, or other personal that need to have access to that key person). 

right now it is time consuming to maintain the Custom Field User, with only the people that belong to each of those categories.

Having a Custom Field gather from a User Group, and in turn in the Enterprise Subscription, having that come from Active Directory, will help immensely in maintaining the drop down options on the Custom Field.

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I second the user groups being populated through Active Directory at the enterprise level!

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I totally agree as well! This would be amazing and much needed to gain collaboration and efficiency. 

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Hey everyone, thank you so much for your votes and use-cases here 🙂 I've added the "Backburner" status here; the suggestion is on the radar with no ETA available at the moment. I'll get back to you when I find out anything new.

Thanks for posting! 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Thanks for the update Lisa! It feels like I'm finding more use cases by the week. I wouldn't hold up the implementation on account of an active directory API or anything. As slick as that would be, the basic functionality is a much higher priority for us (and I assume most...) 😁 

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Adding another Use case.

Our account management team (various members on the same project) submits numerous types of requests for various actions from other departments throughout a project life cycle. Currently the submitter identifies various players on the request that are involved in the higher level project. They have to type in the other players names in text fields on the forms. I am now building dashboards to identify these requests in their various queues so that not only the requester has visibility to their own requests and corresponding status throughout their life cycle, but I'm also trying to allow the other players included in the request (via text fields) to also be able to see the same requests in their dashboards. This is possible by selecting the custom filter for that role and then typing in the name of the individual I'm building the dashboard for. The problem is, this must be done for every employee individually. Hundreds of them.... We are not able to utilize the "current user" feature  and then share the same dashboard with all users when it is not set up as a user field. This is HUGE. 

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The ability to map "user" custom fields to our request form would be amazing. Our projects are submitted by marketing but managed by our design team members. The designers need a way to know who all is associated with the project and we use the user custom fields for this purpose.

Currently, the requestor has to submit their request via our request form, go find the request and then add each additional user associated with the task to the user custom field using the drop down.

We also use the user custom field for our dashboards. It gives the designer visibility to all tasks they are currently working on/associated with, even when that task is assigned to someone else.

 

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It would be great if we could get the user field option in the request form sooner!

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I am happy to hear that this is being looked into.

To expand on the benefits of mapping form Request Form entries to custom fields:

We have a blueprint of our typical project.  There are many tasks attached to this project, but the tasks are always carried by the same group of 4-5 people:  Project Engineer, Programmer, Field Engineer, Lead Installer, Project Manger, Procurement Person.  These 4-5 people always change between projects, but once selected they stay the same throughout the project

Now wouldn't it be great If I could map the tasks on the BluePrint to a Custom Fields, and the Custom Fields to a Request Form, so that the request form asks for who those people are going to be, creates the project and automatically assigns those tasks to those people inside the Custom Field.....  Imagine how many clicks would be saved in every project creation.....

It feels like another ask, separate from this thread, but I figured I put it in here to see what people think.

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No updates are currently available for this idea; I'll keep checking with the team and keep you posted.

Thanks so much for providing your use-cases 🙏

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Please add this feature. I need this to be able to select a supervisor  for our onboarding/offboarding workflows in the dropdown user type field within Request form to allow easier selection process and assigning projects or tasks (whomever is selected). Manually setting up dropdown list to pick a user is cumbersome.

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Hugh

Hey everyone, our Product team are still researching this but it has yet to be added to the roadmap. I'll let you know as soon as I have an update.

Thank you for all of your use cases and feedback!

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Still no update?
My use case would be to have an Informative field mentioning the Sales Rep responsible for the deal. Not involved in the delivery (and not creating the request themselves as it goes through sales support), but useful for the one executing the task to know who to ask the question to.

As a second benefit, the Sales account could have a report/dashboard with the status of the projects for which he has commercial responsibility

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Hi @Frédéric Vandendris, thank you for sharing your feedback and use-case here!

I have good news - our Product team is researching this at the moment! I changed the status accordingly. A huge thanks to everyone involved in this discussion! 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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