Use Asana Forms to collect a usable brief, then give somebody responsibility for reviewing it. A form submission creates a task in its project, but receiving a request is not the same as accepting its deadline or deciding who will deliver it. Design that handover before sharing the link.
This guide assumes your team already uses Asana. Our Asana versus monday.com comparison covers the earlier platform decision.
Table of Contents
Check which form features your plan includes
Asana’s Forms documentation places forms on Starter and higher current tiers. Branching, multiple forms per project, a default assignee within form settings and custom confirmation messages require Advanced or above. The limit is 20 forms per project where multiple forms are supported.
Separate the essential requirement from a convenient setting. A small team can review and assign requests manually. Paying for a default assignee makes sense only if the wider package justifies its cost. Confirm the subscription covering the project before building a process around a trial-only feature.
Define the intake decision first
Illustrative example: a training business receives requests to update course materials. Its operations coordinator needs enough information to decide whether each request is clear, urgent and ready for a writer. The form should support that decision, rather than ask the requester to design the whole production schedule.
| Question | Why ask? | Reviewer’s check |
|---|---|---|
| Which course and document? | Identify the affected material. | Can the writer locate the correct version? |
| What needs changing, and why? | Explain the desired outcome. | Is the request specific enough to evaluate? |
| Which session needs the change? | Understand the timing pressure. | Is the requested date achievable? |
| Who can approve the change? | Find the decision-maker. | Has that person agreed to review it? |
Keep requester urgency separate from the team’s agreed priority. “Needed tomorrow” supplies context; it should not silently commit the writer to tomorrow. Explain when the coordinator will acknowledge requests, and provide a separate agreed route for something that genuinely cannot wait.
Create a small form in the receiving project
Open the project, then Customize → Add → Forms. Add the questions and publish the form when ready. Asana’s creation guide covers question setup and previewing. Give the form a name that describes the request, such as “Course material change”.
In form settings, select the destination section and the field used for task titles. An attachment question can collect supporting files into the created task. The Forms reference also warns that a routing rule can override section mapping; deleting the mapped section sends later submissions to the project’s first section.
Use a clearly named review section, such as “New requests”. Ask a colleague unfamiliar with the form to complete a sample brief. If they need a spoken explanation for every question, improve the wording before adding more controls.
Map answers to fields deliberately
Use Connect to field on a question to link its answer to a project custom field. Asana’s field-mapping instructions distinguish a single-day date mapped to a due date from a date range with start and end dates.
For the training example, a standard request-type field could separate corrections from new content. Keep narrative explanations in the brief. A short option list helps the coordinator group work; a paragraph crammed into an option label does not.
Do not map a requester’s preferred deadline to the working due date without deciding what that date means. If your team first needs to assess capacity, preserve the requested timing as context and set the agreed delivery date during review. Check the resulting task, not merely whether the form accepted an answer.
Assign the review before automating delivery
Make the coordinator responsible for checking the intake queue even when final delivery belongs to someone else. Decide who covers absences and how to identify a request awaiting clarification. Otherwise, a collection of neatly structured tasks can still sit untouched.
For automated assignment, Asana rules combine a trigger with an action and are available on current paid tiers, including Starter. The custom rule builder is separate from the Advanced form-default-assignee setting. A project supports up to 50 rules; a custom rule supports up to 20 triggers and 20 actions.
Start with one narrowly defined routing decision and inspect its result. Record the rule’s owner and the intended destination. Avoid several overlapping rules that send the same request to different people. Asana reports misconfigured rules to their owners when they first fail; review the rule status when changing fields or sections.
Check who can submit and how you will reply
Under form access permissions, a public link permits submissions without authentication; organisation-only access requires authentication. Domain-level restrictions can limit the available choice. Test using the kind of account your intended requester actually has.
For a public-facing form, Asana’s sharing guidance says the confirmation email requires an email question completed by the submitter. That receipt confirms submission, not that your team has approved the work.
For internal request tracking, email communication with submitters requires organisation-only access and the appropriate send/receive reply settings. Submitters need the organisation’s email domain or guest access. A normal internal task comment is different from a response explicitly sent to the submitter. Do not promise this internal workflow to every anonymous website visitor.
Run acceptance checks before sharing widely
- Submit a normal request. Inspect its title, section, answers and supporting file.
- Inspect responsibility. Confirm the reviewer, then rehearse handing accepted work to a writer.
- Try an awkward deadline. Check that a requested date is not mistaken for an agreed commitment.
- Test intended access. Use a colleague or external test account as appropriate and inspect the confirmation and reply route.
- Leave something unclear. Confirm who asks for clarification and where the outstanding question is recorded.
These are suggested checks, not reported test results. After several real requests, remove questions nobody uses and clarify answers that repeatedly need explanation. Keep one owner responsible for the form and its routing. For work that starts on a timetable instead of arriving as a request, our Asana recurring-tasks guide explains the different setup.
Sources reviewed 24 September 2026 against official Asana documentation. The training-business example and acceptance checks are illustrative recommendations.
