Function to Submit Forms For Another Person In Our Organization

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1

We’ve set up an internal helpdesk for our organization using an Asana form. Here is the situation:

  1. People do not always use the Asana form to submit issues.
  2. People do not always have an Asana account to communicate.
  3. We want to be able to send and receive emails to/from this person in our organization without them having an Asana account.
  4. We tried to submit the form on their behalf, but we are stopped by the verification process.

We want to be able to submit forms on other peoples’ behalf in our organization so that we can send/receive emails through Asana, and so that their requests can be set up properly with the form as proper tickets.

Is there currently a way to do this?

I would think that, while I am logged into my Asana account on the web browser AND I am a member of the project containing the form, THEN I should be able to insert anyone’s email in our organization to create proper tickets for them and use the email communication in Asana.

Thanks.

2

Hi @ThomasM , you can set your form access settings to Organization only. Then below, enable all or at least one of the 3 blue switches, to send and receive emails.

That way, anyone within your org can use the form to submit, even if they do NOT have an Asana account. It will take them through a quick log in process the first time but will not take up a seat, so you will not be billed for them.

That should solve your root problem without needing to submit on behalf of others.

3

Hi Richard. Thanks for your response.

Currently, it is set up that way. The issue is when people contact us using other methods besides the forms. We still want to be able to create this ticket and have their emails enrolled for the responses, not always push them back to use the form. It would make sense that we should be able to create our own tickets, per se, on behalf of others.

Thanks.

4

Bo @ThomasM , unfortunately this is not possible if you want to use the reply with email functionality.

The only way is to change the form access settings by disabling all of the three switches, or set it to Anyone can access, depending on your use case. That will release the email field, making it editable so you can enter someone else’s email.

They will receive the receipt but not any further communication via email.

I would strongly advocate to gently force everyone to use the form by not accepting any other methods - that will be better for everyone involved. However, I have worked with many customers where unfortunately this cannot be easily done - I fully appreciate that.

5

Thanks, Richard. This is why I’ve put it up for vote. If they want this to be a properly functioning helpdesk tool, it’s required.

Personally, I’d prefer that they just fully integrate email connectivity in any Asana and allow us to input email addresses on any task’s comment to send out emails.

Regards.

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