In Asana you build a form inside a project, and every submission becomes a task in that project. Add questions with answer types such as text, numbers, dates and drop-down lists, add branding, choose who can submit, then share a link or embed it. Forms are included on Starter, Advanced, Enterprise and Enterprise Plus.
Why a form beats request emails
Asana forms standardise work requests, so your team gets the information it needs from the start. Instead of a vague email followed by five questions back, the requester fills in the fields you've chosen, and the request arrives as a task with every answer in its details. For a marketing team taking design requests, or an agency taking client briefs, that alone saves days of back and forth.
Plan the questions before you build
Write down what you always end up asking. For a design request, that might be the deadline, the format, the size, the copy and any brand files. Each of those becomes a question. Then decide which are required, because a form that lets people skip the deadline isn't much better than an email.
| Information you need | Answer type | Required? |
|---|---|---|
| What the request is | Text | Yes |
| Deadline | Date | Yes |
| Quantity or size | Numbers | Depends |
| Type of work | Drop-down list | Yes |
| Brief or reference files | File upload | Optional |
Building the form
- Open the project where requests should land and create a form for it.
- Add your questions and choose answer types such as text, numbers, dates or drop-down lists, marking the required fields.
- Add conditional logic, a file upload field, your company logo and a cover image if you want them.
- Set permissions: private to your company, or open to anyone on the web.
- Share the form link, or copy the embed code to put it on your website.
- Add rules to assign tasks or route responses to sections, and set a confirmation message if you'd like one.
Asana's help article on forms couldn't be read, so these steps follow Asana's feature descriptions rather than exact button names. The one rule that matters: the form must be connected to a project, because that's what turns each submission into a task.
Conditional logic and uploads
Conditional logic shows or hides questions based on earlier answers. Pick 'Social graphic' from the type drop-down and you could see questions about platform and size; pick 'Print' and you'd see paper size instead. Requesters only see what's relevant, which keeps the form short.
File upload fields accept briefs, images and PDFs, and the files are stored on the task. Nobody has to dig through email for the attachment.
Who can submit
A form can be private to your company or accessible to anyone on the web. The second option lets clients, freelancers or the public submit without an Asana account, which is how many agencies run client intake. You can send the link directly or embed the form on a page of your site. Enterprise admins can disable form embedding for their domain, so if the embed code isn't working in a large company, check with IT.
Routing what comes in
Rules can route submissions to specific sections based on the answers, and the person who submitted can be added as a collaborator to follow up. A good pattern is one section per type of work, with a rule that sends each response to the right section and assigns it to the right person. My guide to Asana workflows has more ideas for automating what happens next.
You can create several forms for one project, such as one for internal requests and one for clients, and submitted forms are searchable as tasks.
Airtable and Zapier as other routes
Airtable has its own forms; it says to share one with the Share form button in the form builder, not the base Share button. Zapier offers Asana templates, such as adding new GitHub issues to Asana as tasks. If Asana isn't the right fit, see my roundup of Asana alternatives.
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My advice for teams taking requests
List what you always chase, turn each item into a question, and make the essentials required. Connect the form to one project, add a rule per type of work, and test it yourself before you share the link. One clear form is worth more than three half-finished ones.
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Frequently asked questions
Which plans include Asana forms?
Starter, Advanced, Enterprise and Enterprise Plus.
Can people outside my company submit?
Yes, anyone with the link, if you set it to anyone on the web.
What happens when someone submits?
A task is created in the connected project.
Can I embed a form?
Yes, copy the embed code.
Can forms take attachments?
Yes. File upload fields store files on the task.
