Stop chasing requests in chat. Use department-specific Asana Forms that map to custom fields, auto-route to the right owner, create approvals, and set SLAs—so you get traceability, faster cycle times, and clean dashboards. Grab the field packs and routing rules below.

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• Download – Forms Field Pack (Excel, 6 sheets): ISSI_Forms_Field_Pack.xlsx
• Download – Routing Rules (JSON examples): ISSI_Forms_Routing_Rules.json

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Why forms beat chat & email for intake

• Traceability: every request becomes a task with an owner, due date, and history.
• SLAs you can enforce: due dates and escalations derive from Priority/SLA fields.
• Reporting: your dashboards fill automatically because form fields map to custom fields.
• Less thrash: standardized fields reduce “missing info” ping-pong.

Build once → standardize everywhere: one Intake project per department, with a single form (or a small set) that maps to your taxonomy and routes requests automatically.

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Common building blocks (use in every form)

• Required fields: Department, Request Type, Priority, Due-by, Approver, Data Sensitivity, Attachments
• Map to custom fields: Status, Priority, SLA (days), Risk, Department
• Routing basics: rules assign tasks based on Request Type (or System/Location)
• Approvals: for gated steps (Legal, Finance, CAB)
• SLAs: set due dates from SLA (days) or Priority; escalate P1/P2 when overdue

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Pro tip: keep field names identical across departments (e.g., “Priority”, “Due-by”) so dashboards roll up cleanly.

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Example configs by department (copy blocks)

Below are field sets (what to include in the form) and rule ideas. The Excel Forms Field Pack contains these as editable tables you can import/map quickly.

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A) IT Service / Change

Typical fields: Request Type (Incident/Access/Change), System, Environment (Prod/UAT/Dev), Impact, Urgency, Priority, Due-by, Approver (CAB), Data Sensitivity, Attachments.

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Routing & approvals (examples):

{
  "name": "Route by System",
  "trigger": "on_form_submit",
  "if": [{"field":"System","op":"is","value":"Email"}],
  "then": [{"action":"assign","to":"IT - Messaging Queue"}]
}

{
  "name": "CAB Approval for Change",
  "trigger": "on_form_submit",
  "if": [{"field":"Request Type","op":"is","value":"Change"}],
  "then": [
    {"action":"create_approval","approver_field":"Approver (CAB)"},
    {"action":"set_due","days_from_now": 2}
  ]
}

{
  "name":"Priority Escalation",
  "trigger":"on_overdue",
  "if":[{"field":"Priority","op":"in","value":["P1","P2"]}],
  "then":[{"action":"comment","text":"@IT Lead auto-escalation"},{"action":"set_due","days_from_now":1}]
}

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B) HR Hiring / Requisition

Fields: Role, Headcount, Department, Location, Contract Type, Start Date, Budget Code (conditional), Hiring Manager, Approver(s) (HRBP/Finance), Priority, Due-by.

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Routing & validations:

{
  "name":"Route by Department",
  "trigger":"on_form_submit",
  "if":[{"field":"Department","op":"is_not_empty"}],
  "then":[{"action":"assign","to":"HRBP for {{Department}}"}]
}

{
  "name":"Budget Check",
  "trigger":"on_form_submit",
  "if":[{"field":"Budget Code","op":"is_empty"}],
  "then":[
    {"action":"add_tag","value":"Budget Missing"},
    {"action":"comment","text":"Please add Budget Code"}
  ]
}

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C) Finance Purchase / Payment

Fields: Request Type (PO/Reimbursement/Vendor Payment), Vendor, Amount, Currency, Cost Center, Needed By, Approver, Attachments.

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Threshold approval:

{
  "name":"High Amount Approval",
  "trigger":"on_form_submit",
  "if":[{"field":"Amount","op":">=","value":50000}],
  "then":[
    {"action":"create_approval","approver":"Finance Lead"},
    {"action":"set_priority","value":"P1"}
  ]
}

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D) Sales Deal Support / Review

Fields: Account, Stage, Deal Size, Request Type (Proposal/Legal Review/Pricing Exception), Due-by, Approver (Legal/RevOps/Finance).

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Routing:

{
  "name":"Legal Routing",
  "trigger":"on_form_submit",
  "if":[{"field":"Request Type","op":"is","value":"Legal Review"}],
  "then":[
    {"action":"assign","to":"Legal Queue"},
    {"action":"create_approval","approver":"Legal"}
  ]
}

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E) Marketing Creative / Campaign

Fields: Campaign, Asset Type, Channel, Audience, CTA, Copy Needed?, Localization?, Due-by, Priority.

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Auto-checklist for video:

{
  "name":"Video Checklist",
  "trigger":"on_form_submit",
  "if":[{"field":"Asset Type","op":"is","value":"Video"}],
  "then":[{"action":"create_subtasks","items":["Script","Storyboard","Shoot","Edit","Review","Publish"]}]
}

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F) Facilities / Office Maintenance

Fields: Location, Area, Issue Type, Severity, Photos, Access Window, Approver, Due-by.

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High-severity SLA:

{
  "name":"High Severity SLA",
  "trigger":"on_form_submit",
  "if":[{"field":"Severity","op":"is","value":"High"}],
  "then":[
    {"action":"assign","to":"Facilities Lead"},
    {"action":"set_due","days_from_now":1}
  ]
}

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Approvals & SLAs that stick

● Use Approvals for gated steps (e.g., Legal review, CAB).

● Due-date math: Either use a numeric SLA (days) field (due = Today + SLA) or map Priority to standard offsets (P1=+1, P2=+3…).

● Escalations: Overdue + Priority in {P1,P2} → comment @Team Lead and compress due date to +1 day.

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Reporting & dashboards

Add these widgets to each department’s dashboard:

● On-time completion (last 30 days)

● Requests by status and by assignee

● Overdue P1/P2

● Top blockers (count of tasks moved to Blocked)

● Optional Workload for capacity planning

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Run a weekly Ops Pulse (15 minutes): Scan the dashboard, decide three actions, log decisions in a task with @mentions.

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Download & next steps

●    Forms Field Pack (Excel): ISSI_Forms_Field_Pack.xlsx

●    Routing Rules (JSON): ISSI_Forms_Routing_Rules.json

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Need help? Request Intake Form Setup and we’ll wire forms, rules, and dashboards in one working session.