Intake Forms: Collect Project Requests

An intake form is a short public web form. You share its link, people send you a request, and the requests arrive on the Intake Forms page. Use it when you want clients or colleagues to describe what they need in a consistent way, instead of sending you scattered emails.

Open Intake Forms from the Tools group in the sidebar.

The Intake Forms page

Each form is one card. Press its title to open its submissions.

What you see

1. Create Form at the top right.
2. One card per form. The title is a button. Press it to open or close the form's submissions.
3. A badge on the card: Active or Inactive.
4. Two small buttons on the right: Copy public link (copy icon) and an "open in a new tab" icon that shows the public form.
5. Under an open card, the submissions. If nobody has sent anything yet you will see "No submissions yet."

With no forms at all the page says "No intake forms yet. Create one to start collecting project requests."

Create a form

1. Press Create Form. The dialog Create Intake Form opens.
2. Type a title in Form title....
3. Under Fields, type a name for the first field in Field label.... This is the question the person will see.
4. Choose a field type in the list next to it:
   • TEXT: a short answer.
   • TEXTAREA: a longer answer.
   • EMAIL: an email address. The public form checks that it looks valid.
   • NUMBER: a number. The public form checks that it is a number.
   • SELECT: a dropdown. Type its choices in the Options, separated by commas box that appears, for example Bronze, Silver, Gold. Up to 50 choices are kept, and duplicates are removed.
5. Tick Req if the person must answer this field.
6. Press + Add Field to add another row. Use the trash icon on a row to remove it (it appears when there is more than one row).
7. Press Create.

Rows with an empty label are ignored. The form needs a title and at least one field with a label, or nothing happens when you press Create.

There is no project selector in this dialog. Forms are not tied to a single project.

Share the form

1. On the form card, press Copy public link. It copies an address that contains /intake/ and a long code.
2. Send that address to the people who should fill in the form. They do not need an account.
3. To check what they see, press the "open" icon next to the copy button.

What people see

The public form shows your form title and your fields in order. Required fields have a red star. A SELECT field appears as a dropdown with your options. Forms made before options existed have no list, so their SELECT fields still take free text.

• If a required field is empty, it says "This field is required." The server checks required fields too, so a request without them is refused.
• A SELECT field only accepts one of your options. The server refuses any other value.
• An EMAIL field that is not an address says "Enter a valid email address."
• A NUMBER field that is not a number says "Enter a valid number."
• The button is Send request. While sending it says "Sending…".
• After a successful send the person sees "Thank you, your request was sent" and "The team will review it and get back to you."
• If the link is not available you will see "This form is not available", with a note that the link may have been turned off.
• If sending fails the form says "Your request could not be sent. Please try again."

When a person fills in an EMAIL field, that address is stored as the sender's email. A field whose label contains the word "name" is used as the sender's name. Both are shown on the submission in your list.

Read submissions

Press a form's title to open its submissions. Each one shows:

1. The sender's name and email, if the form collected them.
2. A status badge: New, Reviewed, Accepted or Rejected.
3. Every answer, written as the field label, a colon and the answer.
4. A Convert to task button (a circle with an arrow) if the submission has not been converted yet.

What you see

1. The sender's name and email.
2. The status badge (New, Reviewed, Accepted or Rejected).
3. Convert to task, shown only on submissions that have not been converted.
4. The answers, one after another, for example "What would you like to sponsor?: Hotel lounge sponsorship and the welcome cocktail hour."

The status badge is for information. This page has no control to change a submission's status.

Convert to task

Press Convert to task to turn a submission into a task in one click. No dialog opens. The app builds the task for you:

• Title: the form title, a dash and the sender's name (or email if there is no name). For example, "Gala sponsorship inquiry — Laura Mendes".
• Description: the sender's name with their email in angle brackets (when both exist), then one line per answer, written as the field label, a colon and the answer.
• Project: the task goes to the form's project. Forms created on this page are not linked to a project, so the task is created without one.

Once a submission is converted its Convert to task button disappears. The server also refuses to convert the same submission twice. If an old page still sends that request, you see the general error message "Something went wrong. Please try again later." on the page.

Related articles

• Adding and Managing Tasks
• Client Portal: Share a Project and Read Comments
• Approvals and Meeting Notes