Form Submission to Task Triage Workflow

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1

Hey Team,

Thank you for all the helpful responses so far. I’m working through a somewhat complex workflow and would appreciate any thoughts or recommendations.

Goal

We’re looking to implement a triage process for incoming form submissions. Rather than having every form submission immediately enter our production workflow, we’d like requests to first go through a review stage where a manager can either:

  • Accept the request

  • Reject the request

One additional consideration is that form submitters may or may not have an Asana account, since not all departments within our organization use Asana. Because of that, we’d need some way to notify the requester by email whether their request was accepted or rejected.

The Challenge

I know how to build the triage workflow itself. The part I’m struggling with is what happens after a request is approved.

Ideally, we’d like to use two separate forms:

  1. Initial Intake Form – A shorter form that captures only the information needed for triage and approval.

  2. Detailed Request Form – A more comprehensive form that is only completed after the request has been approved and captures all the information needed for execution.

What I’m trying to determine is whether there’s a way to connect these two forms so they effectively represent a single request. From the stakeholder’s perspective, they would complete two forms at different stages of the process. Internally, however, we’d want both submissions tied back to the same task or workflow.

Alternative Approach

I realize this may be pushing beyond what Asana forms were designed to do. If that’s the case, our fallback option would be to create a single form that balances both needs:

  • Detailed enough to support execution if approved

  • Simple enough that users aren’t burdened with providing excessive information for requests that may ultimately be rejected

Has anyone implemented something similar, or found an effective way to handle a staged intake process like this? I’d love to hear how others have approached it.

Thanks in advance!

2

Hi @Justin_Jenkins .

For your specific case, I believe it is more advantageous to use shared resources; the first step would involve your native Asana form, as this creates a task for tracking purposes. Once a certain stage is reached, it would be better to use Zapier—or another automation workflow—to notify the requester and provide an additional form. In this scenario, you would use a form tool integrated with Zapier that feeds the form data back into the original task.

An even better option might be to build something using “vibe coding,” which could achieve the same goal with fewer steps. Of course, I don’t know the exact details of your workflow, but this could be a great alternative.

3

Thanks, brother. I agree that something like this seems to be the best option. It does not seem like I can natively do this with Asana forms, but I’m going to have to go outside of Asana and use a third-party form that can ingest an Asana task GID, and once I have that Asana task GID in the other form, I can code something and inject the information back into the task over the Asana API using that task GID.

4

I have done something similar where we’ve had the initial intake form and then when it converts to a main project, a form sits within a section of the main project to enable you to complete a second form. In our use case, the initial form is a product brief, and the second form is a quality testing request based on this product, which then multihomes in the main project for visibility, and in a specific quality testing project also for execution.

I find there is a limitation to make the form inside the project ‘organisation only’ as when a form is captured in a project template, there is a limitation to selecting the correct form settings so it diverts to ‘all can submit’.

So in your case, I see a potential option if the execution after the detailed request form is a ‘project’

Intake form > task in intake project > Approval > convert task to project using template (with new form inside) > execution happens in a main end-to-end project

Happy to elaborate if this is something that could help?