Forms
Overview
Workflo Forms allow you to collect structured work requests from anyone — team members, other departments, or external stakeholders — and have those requests automatically converted into tasks within a designated project. Forms bridge the gap between the people who initiate work and the teams who execute it.
What Is a Form?
A Form is a customizable intake template that presents a set of fields to be completed by the submitter. When a form is submitted, Workflo automatically creates a task (or tasks) in a specified project and section, pre-populated with the information the submitter provided.
This eliminates the need for email-based request management, informal Slack messages, or manual task creation by the receiving team.
Examples of forms in practice:
| Team | Form Use Case |
|---|---|
| IT Department | New equipment request form |
| HR | Job requisition intake form |
| Finance | Budget approval request form |
| Marketing | Creative brief submission form |
| Legal | Contract review request form |
| Client Services | Client onboarding request form |
Form Access Levels
Forms in Workflo support three access levels:
| Access Level | Description |
|---|---|
| Public | Anyone with the form link can submit, no login required. Ideal for external stakeholders, clients, or public submissions |
| Restricted | Only people within your organization or workspace can access and submit the form |
| Private | Only explicitly invited users can access the form |
Form Status
A form can be in one of two states:
- Draft — The form is being built or is not yet active. Submissions are not accepted
- Live — The form is active and accepting submissions
Configuring a Form
When building a form, administrators can configure the following:
Standard Fields
Standard fields map to core task properties:
- Task title
- Description
- Due date
- Priority
Custom Fields
Any Custom Fields configured in your workspace can be included in a form, allowing you to capture industry-specific or workflow-specific data at the point of submission.
For each field, you can specify:
- Label — The name displayed to the submitter
- Description — Guidance or instructions for the submitter
- Required — Whether the field must be completed before submission
File Attachments
Forms support file attachment settings:
- Optional — Submitters may attach a file but are not required to
- Required — Submitters must attach a file before the form can be submitted
- Hidden — No file attachment option is displayed
Project and Section Routing
Each form is configured to route submitted tasks to a specific project and, optionally, a specific section within that project. This ensures that incoming requests land in exactly the right place without manual intervention.
White-Label Forms
Workflo supports white-label customization for forms, allowing you to present forms with:
- Your organization’s logo
- A custom header and branding
- A redirect URL after submission (e.g., a thank-you page on your website)
This is particularly useful for client-facing request forms where maintaining your brand identity is important.
Sharing a Form
Each live form is assigned a unique public link (Public ID). You can share this link via email, embed it on your website, or distribute it through any channel. Recipients can open the link in a browser and submit the form without needing a Workflo account (for public forms).
What Happens After Submission?
When a form is submitted:
- A new task is created automatically in the configured project and section
- The task is pre-populated with all the information the submitter provided
- Any file attachments are included with the task
- Relevant team members can be notified based on your project’s notification settings
- The team can begin working on the request immediately
Best Practices
- Use public forms for external requests. If clients, vendors, or members of the public need to submit requests to your team, a public form with white-label branding creates a professional experience.
- Route forms to the right section. Map each form to a specific intake section in your project (e.g., “Incoming Requests”) so your team always knows where to look for new work.
- Mark key fields as required. Ensure that submitters provide enough information to act on the request by requiring the most critical fields.
- Use custom fields in forms. Capturing structured data at submission time (rather than chasing it down after the fact) accelerates your team’s ability to start work immediately.
- Keep forms in draft until ready. Build and test your form in draft mode before switching it to live to ensure submitters have a clean experience.