Flowsana's Forms Support provides a
number of enhancements to your use of Asana's
forms.
How to get started with Forms
Support:
- If you haven’t done so already, create a Flowsana account here.
- After you’ve created an account and received an email that your account is set up, go to My Workflows on the Flowsana website. Click Create a new Flowsana workflow. Select the Forms Support option. From the dropdown list, select the project for which you want to add Forms Support. Fill out the displayed fields as appropriate; see below for further information on these fields and how to use them. When done filling out the fields, click Put Selected Project Under Flowsana Workflow Control.IMPORTANT: Completing the fields for Forms Support will likely involve your selecting the appropriate form fields (i.e. questions) from dropdown lists. Because Asana forms are not available in its programming interface, Flowsana has to look at an existing task in the project to determine what these fields/questions of the form are, so it uses the first (top) task in the project to read the form's fields. Before creating a Forms Support workflow, please insure that the first (top) task in the project is a current form submission which has the correct fields that match your project form.
- Wait a few minutes until you get an
email that the project has been fully
prepared
by Flowsana. That’s it! Your forms
support will now be in effect.
How to set up and use the Forms
Support fields:
When
you choose Forms Support,
you're presented with the
following
fields:
Here's what
these fields mean and how to
use them.
Start Date
You can choose to have a start
date be set on the task which is
created from the form
submission. You have two
options: you can have the start
date be set based on the date the
form is submitted, or from a date
the user enters on the form. In
addition, you can specify a number
of days offset from this date,
either forward or backward from
the date.
To set a start date based on the
form's submission date, leave the Form Field column blank. To set a
start date based on a date the
user enters into a field on the
form, in the Form Field column select that
field name
from the Form Field dropdown
list.
Regardless of whether you select
a form field in the Form Field column or you leave that column
blank to use the form's submission
date. you can enter a number in
the Value column. This number will
represent a number of days offset
from the operative date. This
number can be a positive number,
indicating a number of days after the
operative date;
or it can be a negative number,
indicating a number of days before the
operative
date.
Note that the start date will
never be set such that it falls on
a weekend (Saturday or
Sunday).
Here are some examples:
This will set the
task's start date to 2 days
following the form's
submission date.
This will set the task's start
date to 7 days prior to the date
the user enters into the "Date
Needed" field on the
form.
Due Date
Setting a due date works
identically to setting a start
date, as described
above.
Assignee
You can choose to have the
task which is created from the
form submission be assigned to
a user. You have two options:
you can select a specific user
and always have the task
assigned to that user, or you
can have the assignee be set
from a field on the
form.
To always set the assignee to
a specific user, leave the Form Field column
blank
and select a user from the
dropdown list in the Value column. To set
the assignee based on a form
field, select the desired
field in the Form Field column, and leave the Value column blank. If you set
the assignee from a form
field, that field must contain
either a user's name or a
user's email address. Note
also that the form field can
be either a text field or a
dropdown list.
Add form submitter as a
Collaborator
Check this box if you want
Flowsana to add the submitter
of the form as a Collaborator
on the task that's created
from the form submission. Important: If you
select this option, you must set the Submitter
Email Form Field entry to point to the
field containing the email
address of the form submitter.
This is the only way that
Flowsana can know who
submitted the form, so that it
can attempt to match that
email address up with one of
your Asana users. (If it
doesn't find any user with the
email address of the form
submitter, it can't add anyone
as a Collaborator.)
Send email confirmation to
form submitter
Check this box if you want an
email confirmation to be sent
to the form submitter. If you
check the box, the three
fields below it are
enabled.
Submitter Email Form
Field
This field identifies the
form field which contains the
submitter's email address.
This is the field whose value
will be used as the recipient
of the email. Normally this
will be the "Email address"
field which is built into
every Asana form. However, it
does not have to be - it can
be any form field you choose
from the dropdown list.
Optional Email Message
Subject
If you'd like to specify a
subject to be used for the
confirmation message, enter it
here. If you leave this field
blank, the email's subject will be Confirmation of your form
submission. Note that you can use
Flowsana's variable
substitution
capability in this
field as well;
see Variable Substitution in Flowsana for
details.
Optional Email Message
Text
The body of the email will
always contain a list of
the fields and values that
were submitted, so
that the submitter has a
record of what they submitted.
In addition, if you enter some
text here, it will be included
at the top of the email
message body, above the
submission information. If you
leave this field blank, the
text Thank you for
your form
submission. will
appear at the top of the email
body above the submission
information. You can use
simple HTML tags in this
message text field, such as for bold or for
italics. Note that you can
also use
Flowsana's variable
substitution
capability in this
field; see Variable Substitution in Flowsana for
details.
Here's an example: say you
enter
The resulting email which the
submitter receives might look
something like this (depending
of course on the form fields
contained on the form):
