Automated sharing via request form

Hi,

after search it seems to me the following product feedback has not been posted yet.

Current situation

Currently, we start projects with a request form, that creates a project from different blueprints.

To share the project we then use an external API script. Via the Wrike API, it shares each of our projects with the project team and adds an access role for each user. We don't use the manual sharing feature in Wrike to avoid manual effort.

New feature in request forms

We think the actions done by our API script, could be replaced by a new feature in request forms:

There could be a sharing action that can be activated for certain answers. It would allow to say that the created project should be share with certain users and specific access roles.

Any comments on that much appreciated, thanks.

Best regards

Simon

Find more posts tagged with

Gathering votes

Status: Gathering votes

Comments

Florian Kislich

Hi Simon,

interesting topic!

We achive the same goal by adding the new items to different folders.

Instead of choosing a default folder for one request form, we define a folder depending on certain answers. These folders can be shared with different user groups. Additionally every user can choose to follow a certain folder and will then be added automatically as follower to every new created item in this folder. This way is quite flexible, as the users or user groups are not defined in the request form itself, you only have to define specific folders for each category.

Hope this helps!

Florian

Pietro Poli

Hi @Simon Bieling,
we move on Wrike Integrate to do more complex actions.
I know is not to much economic but by my side I can have full control of automations and avoid the help of our developers (that are too much full of task every day 😅)

Simon Bieling

Hi @Florian Kislich,

thanks for your comment and your ideas!

That's indeed a clever solution which will be certainly interesting for other use cases we have.

The problem with our projects is that they we can't relate them directly to specific teams / user groups. In each project we have different people working together. Also, the number of projects is fairly high which brings as to the limitation of Wrike for user groups.

Therefore, the addition to the request form would be perfect.

Best,
Simon

Simon Bieling

Hi @Pietro Poli,

thanks for your commment!

In fact, we haven't been using Wrike Integrate to date. I will have a closer look how it may help us!
We are lucky, our own IT team does a great job and implements things quite fast.

Best,

Simon

Rohan V

Hi @Simon Bieling 👋 thanks for taking the time to post your suggestion, and thank you to @Florian Kislich, @Pietro Poli for stepping in and helping as always!

This post has now been forwarded to the relevant team to look into. If there are any new updates in the coming months, I’ll make sure to post them here 👍

Andrew Packer

I am also interested in a sharing feature from a request form. We use the request form to initiate internal IT tickets or maintenance requests, and we want to give the requestor visibility to the request without giving them access to an entire folder or space

Charlotte Wicht

Hello, I'm also interesting to it. We need to have restriction for our tickets, define by the requester. Adding this to the request form will save manual work, error and maintenance. We will try also with Wrike API. (I was thinking to build folder but it's created too much folders and the objective is to keep it simple for our user). I upvote

Pietro Poli

Hi @Andrew Packer , @Charlotte Wicht ,if task is created by form by an internal user it gets automatically visibility, because task is shared with the author.

If it were an external user, there would be some more integration/automation to do.
We usually do it this way:
1- We create a specific form for the customer where they can open their reports
2- The customer has access to Wrike as a "Collaborator"
3- The customer only has visibility of a specific Wrike folder where the tickets are created + possibly a dashboard

Another alternative is to have only 1 form for all customers and as the tickets are generated, create a custom view for each user and share the link, but it is cumbersome.
With Wrike I have not found other alternatives, which would instead be very useful for those who manage Tickets with customers, so we are evaluating the integration with HubSpot and the Service Customer Portal that could give us visibility of the tickets opened by the customer in HubSpot and their management in Wrike.

I hope this helps

Charlotte Wicht

@Operations Manager Thanks for your message. This is an option. But our main issue is that the request as to be followed by a group of stakeholder. So ideally the requester as to inform who as the right to follow this request that are part of a bigger project.
For now it's or we are able to have define group of stakeholder or use the group we have by department and we can then create folder with selective sharing and automation. But The group are not always the same.

Thanks

Pietro Poli

Hi @Charlotte Wicht in that case, you'll need to create complex automations using an external tool such as Wrike Integrate, Make, or Zapier.

Within the form, you should add a multiple-select question that allows the request's author to choose the names of individuals or groups they want to share with.

Once the form is completed and the task is created, you can trigger an automation to iterate through each selected name and share the task via the API.