Project & Task Intake Forms
- Luigi Juarez
Use Project & Task Intake Form widgets on Dashboards to set up new Projects and Tasks based on a form that you design. Customizable settings and layout ensure requestors supply all the necessary information up front so you can prioritize and assign new work as soon as it is submitted.
1 | Intake Form Widgets on Dashboards |
There are two dashboard widgets for taking in new work, one for Projects and the other for Tasks. In View Mode clicking Next opens the Intake Form users fill out to submit their Project or Task request. The gear icon opens the Intake Form Design page.
2 | Using Project & Task Intake Forms to Submit Work |
The Intake Form guides users through the process of creating a new plan item. It could be as simple as a single task or project folder, all the way up to a fully built out project with tasks, assignments and properties based on a Template. The person designing the form selects the fields that need to be filled out in order to submit it and create a new project or task.
Required fields are marked with an asterisk (*), they need to be filled out in order to submit the form. Some fields may be presented as Read Only. They’ll be grayed out and you won’t be able to change them. The name field can be auto-generated. When that’s the case, the field will be Read-Only on the Intake Form. X Clears field entries when fields are editable.
The Orange Button at the top to leaves the form and goes back to the Dashboard without saving or submitting. Cancel leaves the form and goes back to the Dashboard without saving or submitting. Submit Form creates plan items based on the information provided by the requestor, as prescribed by the form. Design is present for Project Manager and above so they can jump into form editing.
3 | Add Intake Form Widgets to Dashboards |
Intake Form Widgets are found in the Widget Gallery. Use the Design button at the top of a Dashboard to switch from View Mode to Design Mode and +Widget to open the gallery.
Project Intake Form is for Workspace and Package Dashboards. Use it to add new Projects to a Package in any Collection.
Task Intake Form is for Workspace, Package and Project Dashboards. Use it to add new Tasks to a Project or Sub-Folder in any Collection.
New Intake widgets are disabled until a destination is selected in form Settings. Click Settings to open the form for editing. Use the Options menu to change the widget size, duplicate or delete it.
4 | Designing Intake Form Settings |
In Design Mode, Task and Project Intake Forms are very similar. The main difference is where items land when the form is submitted. Choosing a destination is very important because you can’t save the form until one is selected. Your new project or task’s destination can be in the Scheduled, Pending or Archived Collection.
Task Intake Form widgets are linked to Project or Sub-Folders.
Project Intake Form widgets are linked to Packages.
5 | Customizing the Intake Form Layout |
Form Image: Upload an image to the form. Maximum dimensions are roughly 584 x 98 pixels.
Sections: Intake forms can have multiple sections. Section title and prompt are both optional. +Add Section adds a new section. Use the six dots to drag sections up or down and change their order. Delete a section by clicking the trash can.
Fields: Choose from schedule control, property and custom data fields. +Field Row adds a new row. Use the six dots to drag fields up or down and change their order within a section (fields can’t be moved to another section). Remove a field by clicking the minus icon on the right.
Field settings control how users interact with the form once it’s published. Required fields are mandatory for submitting the form and Optional fields can be left blank. Read-only displays information that can’t be edited when submitting the form.
6 | Populating Edit Panel Fields from Templates |
When the Intake Form is based on a Template, the Edit Panel for the new item is automatically pre-populated with the template’s values.
Template fields don’t have to be included as part of the form design and can be hidden from users. Any of the pre-populated fields you choose to display can be Read Only or made editable. Using the Required or Optional field settings allows users to make a selection that overrides the value set in the template.
7 | Naming New Projects & Tasks created from Intake Forms |
When designing the form there are two settings for the name field, Required and Automatic. When it’s Required, users need to enter a name in order to submit the form. Automatic creates a system generated name and displays it as read only. The auto-generated name includes the submission date and the username of the person who submitted the project or task.