Forms and intake
Ask for what the work needs. Get a brief you can act on.
Publish a form that asks the right questions, and give every submission a clear next step.
Ask the next question only when it matters.
A landing page needs a destination and a conversion goal. A revision needs the existing asset and what should change. Conditional fields show each follow-up only to the requester who needs it.
Pick a request type and watch the form change.
The submission
Every request lands whole.
Answers, files and the submitter stay together with the form. A Form Submitted automation turns the request into owned work.
The submitter, recorded
Name and email arrive with every submission.
Every answer in one place
Including the questions a condition revealed.
Files attached
Briefs and assets arrive with the request, within the limits you set.
brand-guidelines.pdf
clinic-photos.zip
Automation
Review landing page requestKept with its form
Each submission stays with the form that collected it.
Follow-up you configure
A Form Submitted automation can create the review task.
CRM stays deliberate
Add the company yourself once the request qualifies.
The simplest field that captures it.
Pick the field that makes answers consistent. A dropdown helps only when its choices mean something to the person routing the work.
ClassicEvery question on one page.
StepsOne section at a time, with a progress bar.
- Text
Short and long answers
Text and longer text for the outcome, the audience and the change requested.
- Contact
Email and phone
Reach the requester without a second message asking how.
- Choices
Select, multiple selection, checkbox, radio
Only when the choices mean something to the team that routes the work.
- Values
Number, date, URL, rating
Budgets, requested dates and links in a consistent format.
- File
Uploads with limits
Collect the brief, the asset or the photos, with constraints you set.
- Layout
Headings, paragraphs, hidden fields
Explain the form, and carry configured context the requester never sees.
Clear about what a form does on its own.
What forms do
- Take submissions from anyone with the published link. No workspace seat needed.
- Show follow-up questions with conditional logic.
- Collect files within the limits you set.
- Keep every submission with the form that collected it.
What they do not do
- Create tasks or CRM records by themselves. A Form Submitted automation creates the task.
- Turn a requested date into a promise. Your team checks scope and capacity first.
- Hold passwords or credentials. Use a credential-sharing service for those.
Decide who reviews new submissions before you publish the link. Set up the follow-up automation ↗
The details.
Everything above, in depth. Open what you need.
Start with the receiving team's decision
A useful intake form begins with what the receiving person must decide. For a creative request, that might be the audience, output format, deadline, source material, and person responsible for approval. For a new-business inquiry, the questions may instead establish service fit and the shape of the engagement. Avoid combining every possible request into one long form with no clear owner.
Flowboard supports a range of field types, including text, longer text, email, phone, number, URL, select, multiple selection, checkbox, radio, date, file, and rating fields. Headings and paragraph content help explain the form. Hidden fields can carry configured context. Choose the simplest field that captures the information consistently; a dropdown is useful only when the available choices are meaningful.
Reveal detail when it becomes relevant
Conditional fields can make a form more focused by showing questions that depend on earlier answers. A request for a new landing page may need a destination URL and conversion goal, while a small design revision needs the existing asset and an explanation of the change. Use conditions to remove irrelevant work for the requester, not to hide information the team actually requires.
Forms can use a classic layout or a step-based presentation, and file fields support gathering relevant material. Every submission is stored with its form. To turn a submission into follow-up work, build a Form Submitted automation, for example one that creates a task for the person who reviews intake. A form does not create tasks or CRM records on its own, so decide who reviews new submissions before you publish it.
An illustrative creative-request intake
Imagine an agency receiving five types of design request: social graphic, presentation, landing page, email asset, and revision. The form first asks for the request type, business purpose, desired date, and approving contact. A revision reveals a link to the existing asset and a description of the requested change. A landing page reveals questions about audience, destination, and conversion action.
After submission, review whether the brief is complete and the requested date fits capacity. A configured task gives the team a place to follow up. The account owner can then confirm the scope, estimate, and delivery date with the client.
| Question | Why it exists | Who uses it |
|---|---|---|
| What outcome is needed? | Clarifies the purpose | Account owner |
| Which deliverable is requested? | Routes the work | Producer |
| When is it needed? | Starts a capacity discussion | Project owner |
| Who approves it? | Avoids ambiguous acceptance | Delivery team |
Publish a form with a working response process
A form is ready when the request can be submitted, understood, and acted on. Test both the visible questions and the less visible settings before using it with clients.
Write the minimum complete brief
List the information required to route or estimate the request. Remove fields that are merely interesting or already known elsewhere.
Build and test the branches
Configure field types, required values, conditions, and upload constraints. Submit realistic examples through each important route.
Choose the follow-up behavior
Build a Form Submitted automation for the follow-up you need, such as a task for the reviewer. Assign a person to check incoming submissions.
Review the first submissions
Look for repeated missing context or confusing answers. Improve the questions rather than asking every requester to recover the same missing information by email.
Turn a request into a clear commitment
Let clients know that their request has arrived and when to expect a response. Then check scope and capacity before confirming the delivery date. For extra work, agree any change to the fee or retainer before the team begins.
Use file fields for supporting briefs and assets. Keep passwords and credentials in a secure credential-sharing service, and collect only the information needed to handle the request.
Move an accepted request into delivery
Use a project task with an owner, context, and a reviewed date.
Explore this workflow ↗Configure a repeatable follow-up
Connect supported events to explicit automation actions and inspect the run.
Explore this workflow ↗Questions
Before you publish the link.
Can someone submit a published form without joining the workspace?
Published forms have a public submission experience. Test the actual published link before sharing it and confirm that the questions, uploads, and confirmation behave as intended. The submitter does not need internal team membership simply to provide the requested information.
Can the form ask different questions for different requests?
Conditional fields support showing relevant follow-up questions based on earlier values. Keep the branching understandable and test representative answers. A shorter-looking form is not necessarily better if it hides a question required to scope the work.
Can submissions trigger work in Flowboard?
Yes, through automations. A Form Submitted automation can start follow-up work such as creating a task or notifying a teammate. Forms do not add contacts to the CRM on their own, so create CRM records deliberately once a request qualifies. Assign an owner to incoming requests so the client gets a clear response about scope and timing.
Can we collect files with a brief?
File fields support relevant uploads and configurable constraints. Tell the requester what type of file is useful and test the limits before sharing the form. For highly sensitive material or credentials, use a process specifically designed for that information.
How should we handle an unrealistic requested date?
Treat the date as an input to review, not an automatic promise. Compare the request with the agreed scope and planned capacity, then confirm an achievable commitment. Your first reply can explain that the agency will review timing before accepting the work.