It all started with a Form. A form that was made “organization only” with the “send and receive email replies” checked ON.
We are an internal marketing team for a manufacturing company. The folks on the manufacturing end do NOT need a full seat in Asana. BUT, they DO need to be able to request marketing materials from our team that IS in Asana, and have the ability to communicate and provide feedback on the collateral that our team is creating for them during the process.
I thought that if someone outside of marketing (but still in our manufacturing company) filled out the intake form, they would be able to send and receive email responses, and that these email responses would show in the comments…all without them needing a seat in Asana.
I was wrong. And I am sad.
Since their email address is from our manufacturing company’s domain (same as our marketing team), the system automatically sends the form submitter an invite once they submit the form.
If I remove them from the Admin Console list of members, it disables the ability to send/receive emails to/from them on the task created from their form submission.
I can’t grant them Guest access either, since they are in our email domain.
After a couple of months of having my Asana ticket escalated, there is no current solution to this.
I wanted to share our situation here in the forum, in hopes that we are not alone in this need!
That documentation is exactly what I am seeking, however, when we tested it out, the form submitter was added to our admin console.
Per one of the agents that assisted me, once someone submits the form, they are prompted to create an account. And, since they are part of our email domain, I believe it automatically gives them a seat (though this tester did show as “unclaimed license”):
It’s been a while since I tested this but as I recall yes, the form submitter WILL be added to your Admin console. But as you noted, they will show as “Unclaimed license” and they will NOT be taking up a seat nor will they be an actual Asana user. IMO this behavior is confusing and a bit unfortunate but that’s what we’ve got.
If you check, I think you’ll find that they aren’t actually prompted to create an account but rather they have to authenticate their email address, but it feels a lot like they are going through the account creation process.
The “share the form with anyone” advice was a wrong response as request tracking is not available with that setting.
The “remove them from the admin console” was also not good advice, as you discovered.
I’m not sure why it claimed an account on your second test; without seeing that whole process it’s hard to know what happened.
I’d try it again, knowing that it will result in an “unclaimed license” in the admin console and that’s expected behavior.
