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Request form: converting external requests into cards

A request form is a web form filled out by customers or other teams without logging into SmartPM. Each submission becomes a card in the list selected for the project; the requester’s name and email are written in the card description, and you receive a notification.

  • Project manager: opens, edits, closes, and deletes the form
  • Form filler: anyone with the link; no account required

Request form: how to convert external requests into cards?

The request form is a web form filled out by customers or other teams without logging into SmartPM. Who can do what: Project manager: opens, edits, closes, deletes the form; Form filler: anyone with the link, no account needed. The request opens as a card in your selected list. Each submission creates a card in the list chosen for the project; the requester's name and email are added to the card description, and you receive a notification.

Opening the form

  1. In the project's Settings tab, go to the Request forms section and click New request form.

  2. Enter the form name and a short description that will appear on the form. Choose which list the card should open in, who it should be assigned to, and which tag it should receive. If the project has custom fields, select which ones should be asked in the form; for example, a 'Page type' dropdown becomes a select box in the form.

  3. Click Create form. The form link appears in the list 1; copy it using Copy link and share it via email, on your website, or in a message.

demo screen (with demo data)
  1. 1Form link and incoming request count

Filling out the form

  1. The person opening the link sees the form name, description, and fields 1. Subject, full name, and email are mandatory; description and custom fields are optional.

  2. A thank-you message appears after clicking Submit. A new request can also be submitted from the same page.

demo screen (with demo data)
  1. 1No login required
Result The request opens as a card in your selected list. The assigned person receives an 'assignment' notification, and project managers receive a 'New request received' notification. Automation rules set to 'When card is added' also run for this card; the number of requests collected in the form's list and when the last one arrived are visible.
Tip To temporarily pause a form, click Close; the link shows 'Form not found'. Clicking Open again makes the same link work. If the link was shared where you didn't want it, click Regenerate link to permanently disable the old link.
Note The form is open to everyone: anyone with the link can submit. To prevent spam, submissions from the same IP address within a short period are blocked, and robot verification may be requested. Files cannot be sent via the form; no automatic email is sent to the requester—you respond manually. Forms for archived projects are disabled.

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