Using Forms to create tasks in Asana

[@minor-co]

AN UPDATED VERSION OF THIS VIDEO IS NOW AVAILABLE HERE: kzbin.info/www/bejne/d3nHZq2Zl8aLeNk

[@EquipaAcademiaLR]

Hi Paul! Do I have forms in the free mode?

[@minor-co]

I'm afraid not.

[@EquipaAcademiaLR]

@@minor-co Thanks for asking Paul :)

[@EquipaAcademiaLR]

@@minor-co Thanks for asking :)

[@IngoOosthuizen]

Hi. We manage body corporates and I have created a form that owners/agents/trustee members can fill in to request a service. How do I secure the content? Looks like they can click on a link in the email and have access to ASANA.

[@minor-co]

To clarify, when they click the shareable link to the form, they can fill in the form but they will not have access to your Asana account.

[@zvit]

I just don't understand why a client would be filling out his own invoice. I thought companies produce invoices (amount, payment due date, etc) and send them to clients.

[@minor-co]

Maybe my example wasn't clear. I was more thinking for someone internal to submit an invoice to the accounting dept (not the client). Anyone can use forms, internal or external.

[@jillianstrauss238]

Can you connect one form to multiple projects? For example depending on what option is selected for a specific form question it will go to one board vs another?

[@minor-co]

No but you can use a rule to move the task to another project if a certain field is filled in.

[@savrah]

Can you use the form in the app itself? eg when clicking "Add task" the form pops up from there a team member can fill the form to create a task. (I dont want to send them the web link in this use case). Thanks.

[@minor-co]

I'm afraid not, you would need to send them the link. But it sounds like you should use a task template for getting your team to create a more structured task.

[@GreatLakesWatercraft]

Hello Paul, I've really enjoyed the Asana content on your channel. I feel that the tool is powerful, and with practice, will be an effective long term strategy for our company. You've mentioned in past videos that it's a good idea to only create projects on your sidebar for facets of business, while maintaining individual projects within a task. I agree this simplifies structure within Asana. I'm looking for suggestions on how to handle a launch. A launch may include product development, revisions to product offerings, website development, a content marketing strategy, and a content calendar. I'm aware that you can assign subtasks to projects, but this seems messy. Thanks again for the great content.

[@minor-co]

In this particular case, it may be best to use an actual project. Sometimes you do need to use a project so you can use features like the milestones and timeline when planning your work. So a hybrid approach to projects is often the way to go.

[@angels9366]

Hola! tengo una cuenta free y, aunque recibo formularios, solo yo lo uso para mi empresa. Ahora que se acaba mi plan de mes gratis, es posible seguir accediendo a los formularios gratis? por que siendo solo 1 no me permiten usar premium :(

[@minor-co]

I'm afraid not. Forms is part of Premium.

[@Smith.joshua4]

Paul, you highlighted that you could map invoice amount in the form to the list but never showed how to do that. Could you elaborate or make a new video?

[@minor-co]

Ah sorry. When you set up the question in the form, there is a 'Connect' option which you can use to map that form question to an existing custom field.

[@KelLy-yv6hy]

Hi, Paul! thank you for the video. I created a form but it doesn't show as a task. Help please?

[@minor-co]

Have you tried submitting data through the form? This should generate the task in the project.

[@KelLy-yv6hy]

@@minor-co Thank you! I realized later I had to submit it to become a task. Do you know if there is a way to get the form submitted to multiple emails?

[@dean7275]

Hey Paul great video! Is there any way to get the Asana Form integrated into Sharepoint or Onedrive???????

[@minor-co]

Yes, you would probably need to use Zapier but when the form is submitted you could save a copy of the response as a PDF in OneDrive.

[@melissamerchantcancercoach]

Hi Paul, How can you add a form to an EXISTING task in Asana? I have existing tasks for lead prospects. When that lead books a call with me I would like to use forms to act as sales call notes (ie the prospects answer to my questions that qualify them as a potential client). I don't want the form to create a NEW task, I would like it to add to an existing task. Is this possible?

[@minor-co]

This wouldn't be possible with the native Asana forms. However, you could probably do this with a Google Form or Jotform (or similar) which could trigger Zapier to then add the notes to an existing task.

[@SarahBradshaw-n4l]

Hi Paul, we are just switching from Wrike to Asana and your videos have been helpful. Is there an option to end a form after a branch? So if you choose option A, form ends there but Option B creates a series of other questions? Thank you!

[@minor-co]

I believe you can just leave the branch empty and if it's the last question, that will be the end

[@deunemienie]

Perfect now. How do I add an existing template to this task?

[@minor-co]

I'm afraid you'd need to create the task from scratch. You can't apply templates to tasks that already exist.

[@midwifesierranicole]

thank you for sharing this insight! one note--> I think i heard you say that you cant remove name and emails fields? i am able to delete both fields by clicking the field and hitting the trash can icon on the right hand corner when Im first creating the form. maybe a new feature?

[@minor-co]

Ah right. Yes maybe it was updated since I created the video. Thanks for sharing.

[@andrewmorke]

Can you validate form fields in Asana? For example, ensuring an email address or phone number is in a valid format.

[@minor-co]

I'm afraid not.

[@dianamanolova1549]

Hello. I want to create one Sample Project with pre-organized processes into task flow. In this Sample Project I want to create a form for filling a client information . The form can be duplicated simultaneously with the whole project right? What about the link of the form?

[@minor-co]

Yes the form would duplicate but it would have a new link every time you create the new project.

[@kapilarora8036]

Hello Paul, Amazing video. I had a question on having 2 way communication. Say, I create a form for my organization, where they can mark website issues, that gets added to a certain project as a task. here is the thing but many donot have account on Asana neither there is need to, I am taking their emails through the form. Is there a way everytime i take an action on the task, the person who filled the form gets the notification as email? Please suggest, thanks in advance, would I need zapier for that or it can be achieved through asana itself?

[@minor-co]

Yes, this would be possible if you use something like Zapier to trigger when the task is updated so you can email the person.

[@aspinto]

When the form is submitted and a task is created, how do I specify the collaborators? Thank you!

[@minor-co]

There isn't a way to do this in the form settings. But if you're on the Business subscription, you could create a rule where when a task is added to the project to add collaborators.

[@tiffanymolifie2159]

Hi Paul. Let's say you have multiple account managers. I want to select Farhan account manager. and then who the assistant of that account manager is. Can i create the form in such a way that if I select a specific assistant, the task will automatically be assigned to that person once you have submitted the form?

[@minor-co]

I'm afraid that wouldn't be possible with Asana forms. But if you use Jotform or Google Forms, you could use Zapier to submit the request to the appropriate person in Asana.

[@catherinejolly7300]

Thank you, Paul! This was super helpful!

[@minor-co]

Thanks, glad I could help!

[@amyblakemore3323]

This is awesome, Paul! Do you know if there's a way to see *all* requests submitted via a Form? Or would they just populate as individual tasks and you'd have to track them that way?

[@minor-co]

Exactly, you'd see them all populate in the project. You could then tag them or use a rule to apply a certain custom field if you'd like to make them easier to find and search for later.

[@vitalacy]

Forms doesnt exist as an option to click in the top bar anymore. Where do I access the forms now and how can I attach it to a specific task in a specific board?

[@minor-co]

It's been redesigned slightly since I made the video. Now you can find forms under the 'Customise' menu of the project.

[@latoyaanderson2788]

When using the Asana form, the google sheet when reviewing the responses are all grouped in one cell. Is there a way to break out the responses submitted into different rows to use zapier automation to add to this Asana tasks? The Name and Email are all grouped together and I want this data from the response separated.

[@minor-co]

Have you tried creating custom fields and mapping your form fields to these custom fields? Doing this should mean that when you export the data to a CSV that everything is in separate cells.

[@misslindslam]

Is it possible to schedule forms (like tasks) to an assignee? Better yet, can it be scheduled like a task on a recurring basis?

[@minor-co]

Yes, in the form settings, you can set it up so that when the form is submitted, the task is assigned to someone. However, the date is blank and you'll have to set up the recurring date manually.

[@sullyalvarez5607]

Hi Paul, are you still able to only add one form per project, or has that changed?

[@minor-co]

This was updated last week so now you can do multiple forms if you have the Business subscription.

[@pieterdykman]

Can I some detail about your Master Asana course

[@minor-co]

Yes, you can find all the details here: paulminors.com/consulting/asana-consulting/

[@alexg5875]

Can you turn off form submission receipts?

[@minor-co]

I don't think so.

[@aliciasabal2775]

Thank you for this video

[@minor-co]

You're welcome 😀

[@crystalmcknight6463]

Paul! This video was very helpful! Unfortunately I am not seeing a forms option at the top of my project. What am I doing wrong?

[@rachelrachelisoneillname]

It's a premium subscription option

[@minor-co]

Are you on the Premium version?

[@neptuneniq]

Hey Paul, how do you add a custom task name/subject? my coworkers are filling out the forms but once it's submitted, it's showing as "design submission" for all tasks

[@minor-co]

In the form settings (on the right hand side) you can customise how the task is named by selecting different fields. If you have a custom field in the project, you can reference this in the name as well.

[@KaarenSmith]

@@minor-co on this same topic, is it possible to customize the submitted task as "design submission - ticket number [123]"? We'd like to have the form generate a unique ticket number for each submission. Is this possible? Thank you!

[@zahracruzan4472]

does anyone know if you can save more than one form to a project?

[@minor-co]

At the moment you can only have one form per project but I think this may be getting updated soon.

[@jovannasalas5407]

@@minor-co Is there a limit to capacity on how many forms you can save ie- create form distribute to team org each PM is responsible for the infill of each project ( this will happen many many times over )

[@OscarRios]

Should have started by saying this is a paid feature .

[@minor-co]

Apologies Oscar.

[@OscarRios]

@@minor-co none needed pal. Still like your content.