Forms are available for all Premium, Business and Enterprise customers. Certain features within forms, such as branching, header customization, multiple forms per project, and confirmation message customization are only available to Business and Enterprise users.
Forms standardize the way work gets kicked off for your team, gather the necessary information you need, and ensure that no work falls through the cracks. You can use forms with internal and external teams, to collect and consolidate information, minimize any friction, back and forth, or misunderstanding for your team.
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How to create a form
Forms are part of Asana projects. When someone fills out your form, the form submission will show up as a new task in the project the form lives in.
To create a form:
- Access a project and navigate to the Customize tab
- Click Add form
From here, you will be able to create, edit and share forms. Your form will take on the same name as the project it is connected to, but you can change the name of your form and add a description to give directions or information to form submitters.
Forms also come with two default questions, name and email, to ensure you get the contact information of the people who are requesting work from your team. You can choose to delete these questions when creating your form.
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Deleting the email question means that submitters won’t receive the email confirmation associated with their submission.
From the create form window, you can:
- Add a name
- Add an email address
- Create another question
Adding headings to your forms
Add headings to your forms to organize your questions into sections.
To add a heading:
- Click the Form content tab
- Scroll down to the Content section and click Heading
- Drag and drop your heading to where you want it to place it
You can also hover over your form and click + Add a heading.
You’ll be able to see how the headings look in the preview.
Forms widget on the Home page
You can now access forms directly from the Home page with the Forms widget.
- The widget displays your recent forms and favorited forms, and you can create a new form directly from the widget via the + Add new button.
- Add widgets to your Home page by clicking the Customize button in the top-right corner.
Add form submitter as collaborator
Keep a form submitter in the loop by automatically adding them as a collaborator on the task created by their form submission.
Toggle the setting on or off in the form settings menu.
Forms branching
Forms branching is a Business feature.
Forms branching enables you to create follow-up questions associated with particular responses to drop-down or multi-select questions.
First, when creating your form, choose either a drop-down or multi-select question from your questions list. Note that in selecting either, you must specifically include your own questions.
You can have up to five levels of branches within branches.
Customize a form
Once a form has been created, you can add additional questions to your form via the right sidebar.
Form settings
From the form settings tab, you can:
- Choose a question response to use as the task title
- Designate a default assignee for each form submission
- Toggle on and off the option to copy all answers to the task description
- Add a custom confirmation message
- Include a button so that submitters can easily complete another submission
The ability to add a default assignee and a custom confirmation message is a Business feature.
Custom field mapping
With custom field mapping, you can connect the answers to your form's questions directly to custom fields in the project.
You can also create a new custom field from the Connected to window.
Date field mapping
For date questions, you can choose to have the form question responses connect to the following date types:
- Single day
- Date range
Single day
When Single day is selected, the date input field will be Due date.
Date range
When Date range is selected, there will be a Start date and End date input field.
Required fields
Click Required to make the date a required field in your form.
Header customization
Header customization is a Business feature.
To add a cover image, click on the Add cover image icon at the top of your form.
The image dimensions for the Header are 800 x 120 pixels.
Custom branding on forms
Enterprise users that have uploaded a logo to Asana via their Admin Console will have the option to display this logo on their forms.
To add custom branding to your form, please first upload your company logo. You can do this through the Settings tab of your Admin Console.
Once the logo has been uploaded, navigate to your form and click on the form name / form description. From here, click Show your organization's logo on this form.
Add attachments to a form
You can also add attachments to your form, so form submitters can attach creative briefs, images, documents, PDFs and more. Any attachment added to a form will be attached to the task which is created in your project when the form is submitted.
To add an attachment, click on the Attachment icon under your questions list.
Once you've added your question, you can:
- Change or edit the question name and add a question description
- Allow multiple attachments to be added
- Toggle on or off the Required field
Preview a form
As you build your form, you can preview it at any time to see how it will appear to form submitters.
From the form view in a project:
- Click View form
Share a form
Forms are private to your organization by default. This can be modified in the form settings.
Control who can access the form by choosing one of three options; Anyone can access, Organization only, or Deactivated.
Once your form is ready to share, you can click the Copy link button and the link will be copied to your clipboard. You can share the link with your teammates in Asana, as well as anyone who doesn’t have an Asana account, and they’ll be able to fill out the form.
Once the form is filled out, the form submitter will see a confirmation message letting them know that their submission has been received, and their submission will come in as a new task in your project.
A confirmation email with a record of the form submission is also sent after the form is submitted.
The form must include an email question and the submitter must complete the email question for the submission to be sent.
If the submitter is part of your Asana space, you can add them as a collaborator on the task. If they are not part of your Asana space, and you’d like them to follow along, you can send them an invite to join your space.
You can then add collaborators, prioritize work, change task details, and move work forward to ensure that the task gets completed.
Embedding forms on internal or external websites
Forms can now be embedded anywhere. This will allow you to connect submissions directly to your workflow, reducing work about work.
To embed a form, click on Share Form.
Click on Copy code to copy the embed code snippet and paste it into the website where you would like to share the form.
Embedding on a public website
When embedding a form on a public website, make sure form permissions are set to Anyone can access.
To learn more about form permissions head to our Forms access permissions article.
Disabling the form embedding feature
Enterprise super admins may disable the form embedding feature for their domain from the admin console Security tab.
To disable the form embedding feature:
- Head to your admin console and click on the Security tab
- Click on Forms access permissions
From here, you can enable or disable the Allow members to embed forms option.
Forms as a template
Asana-created project templates include forms.
How to create a form template:
- From Choose a project template click on Creative Requests
- Click on the Use template button when you navigate to form template
From project templates you will be redirected to a Creative Requests form which will capture all your team's creative requests and organize it for you.
When you select Use Template, you can then rename the template and get started with your new project in form template.
Multiple forms per project
Multiple forms per project is a Business feature
With every project having a different purpose and functionality, it’s so important to consolidate different types of input and information so that projects are used effectively. It is now possible to create multiple forms per project to support different types of work requests within any given project. Having the option to create multiple forms can greatly assist users and teams to gather and incorporate different types of critical information in the same place. This can help to streamline workflows and minimize the ‘work-about-work’ that can often add to the workload of the user.
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Duplicating a form
Duplicating forms can help you save time when iterating your intake process.
To duplicate a form, click on the three dot icon in the upper right corner and select Duplicate form.
From here, you can change the form's name and click on Duplicate form.
Once you’re in the duplicate form, you can click on Change to activate the form link. From your form settings, you can select who can access the form.
From the Customize menu, you can view all of your forms.
You can have a maximum of 5 forms in a project.
When duplicating a project, you also have the option to duplicate your form. Just select the Form check box when duplicating the desired project.
Forms automatically duplicate via Asana-created templates, custom templates, and the API.
Duplicating a question in a form
To duplicate a question, click on the + icon. You can then edit the duplicate question and its branches.
Reporting abuse in a form
To report abuse in a form, click on Report abuse. Asana's security team will be notified to review and act on the incident in question.
