Create and manage a request form in Adobe Workfront Planning

Click the Main Menu icon in the upper-left corner of Adobe Workfront, then click Planning.

The Workfront Planning landing page opens.

Click the workspace where you want to add records.

The workspace opens and the record types display as cards.

Click a record type card. For information about creating a record type, see Create record types.

The record type page opens in the view that you last accessed. By default, a record type page opens in the list view.

Click the More menu to the right of the record type name in the page header, then click Create request form if you are creating the form for the first time. Click Manage request forms or Request forms., if you already have a form and you want to create additional ones.

The Request forms page opens and the requests display in the list view.

Click New request form to add a new form.

The Create request form box opens.

In the Create request form box, update the name of the request form. By default, the name of the form is Untitled form.

(Optional) Add a Description for the request form.

Click Create.

The request form builder for the selected record type opens in the Form tab.

The request form contains the following information, by default:

• Record fields available in the table view of the selected record type.

  The fields contained in the request form will be visible to everyone submitting a request to this record type.

• Default Section: This is the default section break that Workfront applies to the request form. All record fields display in the Default Section area.

• Subject field: The field which will identify the request in Workfront. The configuration and the value of the Subject field are not editable.

  note
  NOTE
  The Subject field requires a value when it is visible on the request form. However, you can remove the Subject field, if needed, and requestors will not see it on the form when they submit the request. When the Subject field is missing on a request form, but there is a Name field for the future record’s name, the name of the request is automatically assigned the same name as the created record. When both the Subject and the Name fields are missing on the request form, the request is named using the following pattern: < Request form name > < Entry date of the request >; the record is named Untitled. To view the Subject field’s information in Workfront Planning, you can add the Original request connection field to the record type associated with the request form. For information, see Connect record types.

(Optional) Hover over any fields on the form that you want to remove, then click the x icon to remove them. They are added to the Fields tab to the left of the form.

(Optional) To remove the Default Section from the form, do the following:

1. Remove all fields from the Default Section.
2. Click the Content elements tab and add a new section, then add a name for the section.
3. Add fields to the new section.
4. Click the x icon to remove the Default Section.

Click any field, then use the controls in the right panel in the form to define their size, or any of the following information:

• Size: Controls the space that the field occupies on the form. Not available for all field types.
• Label: This is the name of the field as it will appear on the request form. This does not change the name of the record field.
• Instructions: Add more information about the field.

• Choices: This is available only for select fields. Do one of the following:

  • Click Sort Choices A-Z to order them automatically.
  • Drag and drop the choices or order them manually.
  • Click the Settings icon , then Select by Default to indicate which choice is the default option, or Hide choice to hide it.

In the Advanced settings area, select from the options listed below. Not all options are available to all field types.

• Make a required field: When selected, the field must have a value. Otherwise, the form cannot be submitted.

• Add logic: Define what conditions must be met in order for the field to display or be hidden. Add logic is available only when fields are, or are preceded by, single- and multi-select fields. Validation and default value rules are not available for all field types.

  In the Production environment, select from the following options:

  • Display Logic: The field you selected must be preceded by a multi-select or a single-select field.
  • Skip Logic: Add skip rules for when users should skip the field and leave it blank.

  In the Preview environment, select from the following options:

  • Display
  • Skip
  • Default value
  • Validation
  • Formatting
  • Editability

  For more information, see Add logic rules to custom forms and fields.

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  TIP
  The field type of each field displays at the top of the right panel, after you select the field on the form.

(Optional) Long-click a field and drag it and drop it in another position on the form.

(Optional) Click the Content elements tab on the left side of the form, and add any of the following elements:

• Descriptive text: Add instructions for a new section, for example.

• Section break: This is an area on the form that contains several fields.

  note tip
  TIP
  Building a Planning request form is similar to building a Workfront custom form. For more information, see Create a custom form.

(Optional) Click Preview to view how the form will display for other users when they will use it to submit a request.

Continue to one of the following:

• Configure form settings if you want to configure more details for the form in the Production environment
• Publish form if you do not want to configure further settings.

Begin creating or editing a request form, as described in the section Begin creating a request form.

The request form for the selected record type opens in the Form tab.

(Optional) Set up any form details, as described in Set up Form details.

To begin configuring approval rules, click Approvals in the left navigation.

You can create single or multi stage approval rulesand assign users or teams to an approval.

For more information about adding approvals, see Add approval to a request form.

Click Request completion options on the left panel.

Select from the following options:

• The request is completed when the requested object is created: This will complete the request when the record is created.
• The request is completed when the requested object is completed: This will complete the request when the record is marked as completed.

(Conditional) If you have selected for the request to be marked complete when the requested object is completed, select the field and the value that indicates when the object is complete. For example, you could select the field Status and the value Complete to complete the request when the created object’s status is set to Complete.

Click Permissions on the left panel.

Select the permission level for the users submitting requests through this form:

• View: All requesters can comment on and share the form.
• Contribute: All requesters can comment on, share, and edit the form.
• Manage: All requesters can comment on, share, edit, and delete the form.

(Optional) Deselect any of the granular permissions for each permission level to prevent requestors to perform the following actions:

• Comment
• Share
• Edit. Not available for View.
• Delete. Not available for Contribute and View.

Click Save.

Continue to Publish form.

After you create the form and saved it, click Publish to publish the form and obtain a unique link for it.

The following things occur:

• The Publish button is removed.

  The form becomes available in the Requests area of the Main menu in Workfront.

• The Unpublish button replaces the Publish button. Clicking it will prevent the form from being accessible.

• A Share button is added to the form.

Click Share to share the form with others.

For information about sharing a request form, see the Share a request form section in this article

Click the left-pointing arrow to the left of the form’s name in the header to close the form.

The Request forms list opens and the form displays in the list.

Go to a list of request forms and do one of the following:

• Click the More menu to the right of the request form’s name on the record type’s page.
• Click the name of a request form in the list to open it.

Click Share to share the form with others.

To share the form internally, select the Internal sharing tab, search for the name of a user, team, job role, group, or company in the Grant access to submit this form field, then select it when it appears in the list. The Submit permission is selected by default for each entity.

(Optional) Click the drop-down menu after an entity’s name, then click Remove to remove them from the list and stop sharing the form with them.

In the Who can submit requests through this form section, select from the following options to indicate which types of users can access this form:

• Only invited people can access
• Anyone with view or higher access to the workspace
• Anyone with contribute or higher access to the workspace

(Optional) Click Copy link to share the link to the form with people who have access to the form and submit requests. The link is copied to your clipboard and you can share it with others.

To share the form publicly, select the Public sharing tab, then turn on the Create public link setting. It is turned off by default.

Choose a Link expiration date.

You can select future dates within 180 days from the current date.

People will receive an error after the link expires and you must update the link date and generate a new link to share before people can access the form again.

(Optional and conditional) Click Save to save the sharing details for the form.

(Conditional) If the form was previously saved, click Copy link.

The form sharing options are saved and the link is copied to your clipboard. You can now share it with others.

For information about creating records using a link to a request form, see Submit Adobe Workfront Planning requests.

(Conditional) If you opened the form, click Save in the lower-right corner of the Form tab to save the form.

Click the workspace where you want to manage request forms.

The workspace opens and the record types display as cards.

Click a record type card. For information about creating a record type, see Create record types.

Click the More menu to the right of the record type name in the page header, then click Manage request forms or Request forms.

The Request forms page opens and all request forms associated with the record type display in a list view.

(Optional) Update the following view elements in the Request forms page to change how information displays in the table:

• Columns
• Grouping
• Row Height

For more information, see Manage the list view.

(Optional) Hover over the name of a request form in the list view, then click the More menu to the right of the form name, and click one of the following:

• Edit form: Click this to further edit information on the form.
• Unpublish: Click this to unpublish the form which removes it from the Requests area in Workfront.
• Share: Click this to modify who has access to the form.
• Copy link: Click this to quickly copy the request form’s link without opening the form.
• Delete: Click this to delete the form. All requests and records added using the form are not deleted. The form cannot be recovered.

Click the left-pointing arrow to the left of Request forms in the header to close the request forms list.

(Optional) Go to the Requests area in Workfront and find the shared form to submit a request. For information, see Submit Adobe Workfront Planning requests to create records.