Single-Use Forms

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1

In the course of creating forms for ongoing workflows, I’ve run into situations where a form is spread around or bookmarked and used irresponsibly, adding tasks into our workflow without any previous context or discussion.

While it’s easy to catch these requests on the backend as part of the triaging process, I do think it would be a nifty feature to have a privacy setting on Asana forms to generate a random password-embedded URL or other gated entry, so that a form could be issued as a “single-use” form. That way, the user would always have to request the form first and soft-pitch their task request before officially entering it into our workflow.

Here are some examples of potentially useful contexts:

  • A video editing team with constricted bandwidth, in which a video producer wants to curate requests and not provide a general access form for anyone to request edits/captures/animations ad hoc.
  • An HR department that wants to keep a form for sensitive requests, but does not want the form to be bookmarked and used irresponsibly to file without prior disclosure or conversation.
  • An IT team that wants to keep a specific form for onsite, 1:1 consultation or service hours, but does not want the form to be used for general IT ticketing.
2

While I understand the need, I do believe it is very specific and very niche. Having a form tied to a private project, and run some kind of AI or coded filter would do the trick in most cases, wouldn’t it?

3

Two issues here:

  1. This assumes Asana AI features, which are not available to some users at this time based on user-side restrictions on AI. As for a coded filter, not exactly sure what the idea is there.
  2. If Asana AI is available, this still doesn’t solve the issue of folks entering tasks into a workflow, and even with improvements to AI I would be hesitant to empower a flow to audit a task and then delete/remove it if it’s not legitimate. For one thing, for sensitive information, you’d be feeding it directly to the model. Plus, if the AI Agent makes a mistake, the user would have to potentially re-enter a lot of information.

This is more about authorizing use of a form, rather than have the default be to have a permanent way to add tasks to workflow without any gating on entry.