Requests, intake forms, and templates
Capture incoming work consistently and route it into the right project workflow.
Most delivery delay happens before work starts, while someone works out what was actually being asked for. Structured intake removes that gap by collecting the right details up front.
Standardize incoming requests
Decide the minimum a request must contain before anyone can act on it. Usually that is the outcome wanted, the reason, the deadline, and who the work is for. A public intake form collects exactly those fields, so a request arrives complete instead of as a one-line message that needs three follow-ups.
Choose the destination
An intake form points at a specific project and starting stage, so a submission becomes a task in the right place automatically. Set that destination deliberately. Requests landing in a general inbox get triaged twice, once to work out what they are and again to move them.
Triage before execution
New requests should pass through a short triage before entering delivery. Confirm the request is understood, set priority and an owner, and check it belongs in this project at all. Triage is where you catch the work that should have been a conversation.
Use templates for work that repeats
When the same shape of work recurs, apply a project template rather than rebuilding the task list by hand. A template brings a consistent set of tasks with sensible sequencing, so the tenth onboarding runs like the first good one rather than depending on who set it up.
Protect the public form
An intake form is publicly reachable by design, so treat it accordingly. Keep the field list short, avoid collecting anything sensitive you do not need, and disable a form when a campaign or engagement ends rather than leaving it open indefinitely.
Worth remembering
- Ask for the outcome, not the solution. Requesters often describe a fix rather than a problem.
- One form per destination is easier to maintain than a single form with routing logic.
- Public intake forms are available on Studio and above.
Common questions
No. A public intake form can be completed by anyone with the link, and the submission becomes a task in the project you nominated.
Yes. Forms can be deactivated without being deleted, which preserves the submissions already received.
Related guides
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