Create a record type request form

Transcript

Creating a Workfront Planning Request form is a simple but powerful way to streamline incoming work, especially for busy teams like yours.

It allows you to gather the right information from the start, so work stays organized, on track and on time.

These forms act as the initial creative brief where you and your teams can start brainstorming and drafting concepts to promote products, brand initiatives, or mailing campaigns. The first step is identifying the information you need to gather. This will guide you to the right workspace, more importantly, help you choose the appropriate record type to associate with your request form.

For example, you’re on a brand marketing team who take campaign requests for various things like new product launches and brand awareness initiatives. To figure out if a request can be fulfilled, you need some key details up front to review and then make the call. Things like what deliverables are needed, who is your target audience, when do you need this by, are there any brand asset templates or tone of voice requirements. This information helps you figure out if your team can take on the request, how it fits into your existing schedule, and who’s the right person to tackle it when the time comes.

So, based on the information you need to collect, you can check out the existing workspaces and record types to figure out where the request form should live.

In this example, you need to create a campaign request form.

To do that, navigate to the workspace where your team manages their work. Select the record type card within the workspace where you want to add the request form. This tells the system where to place the information once the request has been submitted. In the record type, you’ll see a list of records with detailed information shown in the columns. It’s important to know that the custom form is shaped by the columns in the record view. So, whatever details are shown there will guide what fields are included in the form.

For example, your team needs to understand who the target audience is as part of the request review. This helps determine how and when certain campaigns are released.

In this view, target audience is not currently showing, so you’ll need to add it to your custom form.

Let’s start creating a custom form. With the current field showing in the view, click the More menu. Then select Manage Request Forms. This screen shows any request forms already built for the record type.

Click New Request Form and enter the name of the form. Add a description if needed. When done, click Create.

This opens the Form Builder. From here, you can immediately see that the form automatically includes fields associated with the record type. You can remove any of the fields by hovering over the field and clicking the X icon. For example, the subject field doesn’t show up when you’re viewing a list of records. Instead, the name field is usually what people rely on to identify the record, like a campaign in this case. So, to keep things simple and clear, we can remove the subject field and just stick with the name field in the request form. Any fields removed from the custom form do not affect the record type view. It just means when someone submits a request using this form, that field will be left blank in the record type view.

As a note, any fields you remove can be added back in at any point. Just go to the Fields area and click on the field in the list provided. If needed, you can add a hyperlink to your form to give or gather more detailed info for the request your team gets. For example, you can share a link with requesters to the AEM Assets folder your team uses to collect and review assets for the campaigns they create.

To add a hyperlink to your form, go to Content Elements, click Descriptive Text, and in the panel provided, give the Descriptive Text area a name and description.

The description is what users see on the form, so be as detailed as needed for users to understand what the link is for.

And lastly, enter or copy and paste the link into the hyperlink field.

In addition, you can organize fields by rearranging them in the order you would like the requesters to see them. You can also group them into sections by using a section break.

It all depends on how many fields your form has. Adding section breaks can help keep things organized. And it makes the form easier to read, so it’s a better experience for the person filling it out.

To create a section break, go to Content Elements, click Section Break, and in the panel provided, give the section break a name. Add a description if needed. Then, simply drag and drop any fields into that section. Once you’ve added all the fields and any section breaks, click Preview to see how the form will look to users when submitting a request. If everything looks good, click Publish to finalize the form and make it available as an option when someone submits a request.

And that’s it! You’ve successfully created a request form in Workfront Planning. Now users can easily submit requests, and you and your team can relax knowing you’ll get all the information you need to review and approve.