Custom Fields | Add contact information to the table view

I checked out the creation of custom fields for a request form thanks to the great hint from Alina (support team). My goal is to be able to have all submissions on a table view including the option to export the data to Excel. 

My test worked pretty good. The only problem is, that I have to ask about eMail addresses and names twice to get this data included. IMHO there should be the option to include this already present data into the list view without the need to create custom fields in addition.

 

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Spot On Innovative Approach Stellar Advice

Hi Hans-Peter Henkel, thank you for reaching out! 

Could you please clarify why you need to ask about certain things twice in your request?

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

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Spot On Innovative Approach Stellar Advice

Hi Lisa, 

thanks for your reply. 

Could you please clarify why you need to ask about certain things twice in your request?

… sure. As mentioned my goal is to create a table view including name and eMail address. As you can see in the screenshot the upper area doesn't give me the option to include name and eMail address. So I have to create a custom field to get this data into my final table. Regardless of my custom fields name and eMail address are mandatory at the end of each request form. This means everyone has to enter the data twice which ain't really ideal IMHO.

If I am wrong I am happy to learn more. 😉

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Spot On Innovative Approach Stellar Advice

Hi Hans-Peter Henkel, thank you for getting back to me and clarifying! 

I think that mapping responses in a request form should help you. Let me explain in more detail. 

In Wrike's request forms, you can map responses to different fields, including custom fields. For that, you'll have to make sure that that the field you're mapping to exists in the folder/project that is going to be housing your task/project created upon the form submission. Here's an example:

1) I created a folder called "Forms" where I want all tasks from the request forms submissions to be placed:

2) After that, create custom fields for "name" and "email" (text types of fields):

3) Now, create a form, and in the form builder, make sure that the tasks will be placed in a folder where the two fields that we've created exist. Create questions that you'll need there (short answer type) and then map the answer to the custom field. For example, map the answer to the "Your name" question to the "Name" custom field:

4) When a form is submitted, you can open the folder in Table View - the fields will be populated with the necessary information there: 

I hope this will help you, but please let me know if this isn't what you're looking for! 

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

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Spot On Innovative Approach Stellar Advice

Hi Lisa

thanks for your example.

Honestly I start running out of ideas how to express myself. If you take again a look at my screenshot, already provided in the initial post you'll recognize that I already created a custom field "eMail address". So that is not the point. 

If you like to, now check your own example form as you would if you were the recipient. 

You will (hopefully) then notice that at the end of each request form the recipients have to enter their names and eMail addresses as mandatory. 

Which is cool but I like to use exactly this information - which goes into the description of the automatically created task… 

… in the table view. But of course without the need to ask the recipients twice for the same data. This is "not really" related to productivity what a project management should focus on. And of course it is kind of uncomfortable for the recipients. 

Again: if I missed something or didn't understand correctly, I apologise. 

EDIT: In case you already recognized my additional issue about custom fields, please ignore that. I found out that it works differently. Thanks. 

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Spot On Innovative Approach Stellar Advice

Thank you for providing more detail Hans-Peter Henkel! I think I understand better now - is it correct that you'd like this info (name, email address) to not only be populated in the custom field, but also in the description field? If that's so, it's not currently possible to map to multiple places, unfortunately. I'd suggest checking out this Product Feedback suggestion, and if this is something similar to your case (I think it is), then please upvote (= "like") the top post there - this is how our Product Team assess the popularity of different product suggestions here on the Community 👍

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

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Spot On Innovative Approach Stellar Advice

Hello @ Lisa

obviously my English is too bad to describe even though I communicate a lot in English and don't have a similar experience like in this situation. 

Did you follow my recommendation and did a check with your own form as if you were the recipient? Of course with custom fields for name and eMail address. 

If you take a look at my second screenshot you'd see that the name and eMail address IS (automatically) populated in the description field. But it does not show up in the table view. Thats why I have to use custom fields for the table view and the participants have to enter name and eMail address twice. 

If you are able to chat, please let me know. Otherwise I think I'll give up, apologies but as already mentioned I am running out of ideas how to describe and wouldn't keep on writing for the next weeks. 

Sorry again. 

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Spot On Innovative Approach Stellar Advice

I am sorry for misunderstanding Hans-Peter Henkel! I'm going to send your question to our Support team experts - they can discuss this with you in a chat or on a call (I can't, unfortunately). Someone will reach out to you soon and again, apologies for the misunderstanding! 

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

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Spot On Innovative Approach Stellar Advice

Any updates here? I have the same problem

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Spot On Innovative Approach Stellar Advice

Hi Mike Asboe, thanks for asking.

The contact information we see in the above screenshot is created when you have an External Request form with this box checked in the request form's settings:



​​With the "Add name and email fields" box checked, request form submitters will need to enter their name and email address when submitting the request form. They will then get an email to confirm the submission of the request form and their contact information will be sent to the description field of the project/task that is created. 

If you have a similar setup as Hans, you have questions in your request form that collect the submitter's name and email address, mapping these responses to your custom fields. If you also have the "Add name and email fields" box checked, then your submitters are being asked to give their name and email address twice, once for the questions that map to your custom fields and the second time for the reason we discussed in the previous paragraph.

So the only way to avoid this is to uncheck the "Add name and email fields" box in the request form's settings. If you uncheck this box, your submitters won't be asked twice for their name and email address, but they won't receive a confirmation email after submitting the request form. Unfortunately, in this situation, there is no way to have a confirmation email sent and not ask for name and email address twice.

However, if you uncheck that box, but still want to see the name and email address in your task's description field, you can still do this by opening the custom fields on your task to view them.

Please let me know if this helps🙋🏻‍♀️

Cansu Community Team at Wrike Wrike Product Manager Aprenda sobre as funcionalidades e melhores práticas em Wrike com o nosso Treinamento Webinar Online

Cansu Wrike Team member Aprenda sobre as funcionalidades e melhores práticas em Wrike com o nosso Treinamento Webinar Online

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Spot On Innovative Approach Stellar Advice

Hi Cansu, thanks first of all for the quick reply. Maybe I didn't describe it well enough, so again a bit more detailed:

I have created a request form with which externals can create new members, there is asked among other things for the name of the new member. If the form is started via an external link, after the query of all data the page comes up where the external person has to enter his OWN name, but this page is not editable:


It would be helpful, for example, if the external would be asked here instead of "name" something more detailed after "YOUR name". Also, it would be nice if we could ask for more information about the creating member, e.g. "Your company name" or something like this. Only "name" and "E-Mail" is not enough for our needs

Sorry & THANKS! 🖐

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Spot On Innovative Approach Stellar Advice

Thanks for getting back to me Mike Asboe. I do understand your use case here now, I'm going to pass on your feedback to our Product team👍🏼

Cansu Community Team at Wrike Wrike Product Manager Aprenda sobre as funcionalidades e melhores práticas em Wrike com o nosso Treinamento Webinar Online

Cansu Wrike Team member Aprenda sobre as funcionalidades e melhores práticas em Wrike com o nosso Treinamento Webinar Online

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