Need Ability to map requestor name to custom field for External Request form

I’ve created an external request form and would like to pull the requestor name into a custom field for reporting. It is currently being populated to the description box of the task. The requestor name is a default field when you hit next to submit the form so I don’t want to impact the customer experience by adding a field for it in the form.

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Status: Launched

Comments

Stephanie Westbrook

Hi Robyn, welcome to the forums 👋. I was going to suggest adding another question, but I understand not wanting to do. Thanks for posting here and we'll try and point others this way if they're looking for similar functionality.

Lasse ETG

Hi.

Just to add to Robyn's request; it would also be very useful having the ability to map the requester's email address (another default field) to a custom field.

In our case, it's a much needed feature because we would want to use the 'email' value in integrations, for instance mapping a newly created Wrike task to the relevant customer in a CRM system.

Hope you'll take a look at this feature!

Holly Benjamin

I'm on board for this one.

We exclusively use the external forms for people to submit requests to our team, and when needing to send their files back we do so in a batch/group email using other data in custom fields.

Not being able to export the requesters names along with our other custom fields is the only thing stopping our completed work updates from being a 30 second job, to a 15-20 minute job going through each task to find the requesters names.

I also don't want to add a separate question for the requester to fill in their name to map to a custom field as it just makes for a bad end user experience when submitting a request.

George Fiveash

Hi all,

Love the idea and as I'm trying to replace our current system with Wrike anything that is seen as a step back, sadly, gives me a little bit of resistance from managers and really all stakeholders.

So I would love to see the requester name in a custom field too as well as the email address as per Lasse ETG's request. As when using the external access feature users are expected to provide an email address.

Colby Garrett

Throwing my hat into the ring on this one. I'd love to be able to map the Name and Email fields to custom fields. I initially went down the road of creating additional fields, but then realized that we'd be unable to have the automated 'Request Received' emails fire off without the default Name and Email setting.

Without being able to map this to a custom field, It would be nice to have an option turn off the generation of 'Please Leave your Contact Info' header within the ticket text itself (Would be a great option for other headers as well) as it takes up a bit of unnecessary room:

Additionally, it would be great to be able options on where in the request form the 'Please Leave Your Contact Info' page that the 'Name and Email' option generates appears. Currently it adds it onto the end of any given form, but most users are used to filling out those bits of vital information at the beginning.

Kate Shaw

Absolutely agree. We too use request forms for clients external to our team and wrike user group. One doesn't want to add a requester question in because it just dupes the info. Really would like to map this to a requester details custom field. And then I want to report on requests, with the report to include the contact details of the requester.

Meredith Selden

Yes please! 🙋 I was surprised the original request is from 2017 and hasn't been implemented yet - much needed!

Elizaveta Bogdanova

Thank you for supporting here too @Meredith Selden! I'm checking with the team to see if there's an update - I'll let you know if there is 👍

Katie Wilborn

Adding my support here too, would love if contact name and email from request forms could map to fields. We want to run a report for projects that meet certain criteria and have the results include columns displaying contact's name and email so we can create a mailing list from it. I haven't been able to figure out a way to do this short of us manually copying and pasting them into custom fields for each request, or asking form users to input the data twice, neither of which is ideal.

Elizaveta Bogdanova

Thank you for supporting here @Katie Wilborn!

I don't have an update currently, but I'm passing it on to our Product team Please make sure to upvote the original post above if you haven't yet - the number of votes helps the team understand how popular the suggestion is 👍

Sara Wahlund

Is this still not updated yet? I've used other platforms where this is a standard for reporting. You can hide or show this information as well, which is beneficial depending on who you are presenting the information to. Would love to see this implemented soon, as this seems like a pretty standard request.

Elizaveta Bogdanova

Welcome to the Community @Sara Wahlund 🙂 Love the emoji in your name!

It's not currently possible to map short answers or paragraphs to custom fields. It would help if we got more votes for the original post here as those votes help the Product team understand how sought-after a suggestion is.

Catherine Sneed

Also shocked this is not possible! I really want to add this feature to help make it easier to scan a list of tickets. We want to use the natice name and emial so we can use the email external person functionality. Going to leave my vote now. Thank you!

Meredith Selden

It is possible with Wrike Integrate. Ping me for the recipe, since I can't figure out how to post it in the Community Recipe Library. Maybe with the upcoming functionality with Request Forms, to map answers to more than one location, it will be possible without having to create an integration recipe?

Sbx Integração

Hi guys,

I am waiting too for this new feature.

Juan Muttoni

Hi @Sbx Integração, thank you for chiming in. As @Meredith Selden correctly points out, it is possible to map answers to multiple parts of the task/project. In this case, you would only need to select the information to be mapped to the description and to the relevant custom field:

@Robyn Giang could you please confirm if this option is what you were looking for? 🙂

Catherine Sneed

Hi @[Deleted User] with this fix, you still have to ask for the name twice. Once on the field you are showing here and then again on the last page where it says to leave your contact information. Ideally we would only ask for the name one time. And we want to keep the contact info turned on so that we can use the email from wrike feature.

Hope that helps!

Elizaveta Bogdanova

Thank you for clarifying and sharing your feedback @Catherine Sneed, we'll pass it on to the responsible team 🙌

Sbx Integração

Hi @[Deleted User] and @Elizaveta Bogdanova
The point is exactly what @Catherine Sneed had appointed.
Secondly, I would use this feature to think about some automation either in wrike or workato to notify the author when the request become closed.

Thank you.

Elizaveta Bogdanova

Thanks for getting back to us @Sbx Integração, I'll share your feedback with the team responsible for request forms 👍

Jason DAquin

@Elizaveta Bogdanova The task created from a Request Form allows you to email the Requester. When Wrike does that, it populates the Name and Email of the requester in the To section so that you can email them via comment.

Is there any way to access that Name/Email data from Wrike Integrate/Workato? Right now we're pulling it from the Description, but that is always tricky. Wrike seems to have access to it to enable the Email Requester feature, so I'm hoping perhaps we can access it somehow as well.

Elizaveta Bogdanova

Hey @Jason DAquin, I've asked our Support team experts to look into your question, they will reach out to you 👍

Jennifer Wood

Are there any updates to this functionality? The contact information for an external form is completely inaccessible to do anything productive with once you receive a request.

Juan Muttoni

Hi @Jennifer Wood, thank you for sharing your feedback with us. At the moment, we don't have updates about this suggestion, however, I've passed your comment on to our Product Team and we will keep you informed if there are any improvements.

If there's anything else we can help you with, please let us know.

Jennifer Dudley

I have also been asking for this functionality. I can't use the name or email from the service request in table view, reports or export. We have to manually copy the name and email into custom fields. This seems odd. It is very time consuming. Thank you.

Elizaveta Bogdanova

Hi @Jennifer Dudley, have you tried mapping info from requests to several instances like Juan suggested in this comment?

Jason DAquin

@Elizaveta Bogdanova did you ever hear back about my question on 2/15/24? Mapping data via regular questions gets us data, but disables the email from comment feature that external requester fields allow. If we can't get the external requester data directly, perhaps there is a plan to map to it in the future from a regular question?

Juan Muttoni

Hi @Jason DAquin, I can see that you've been discussing your case with Support Team. If you need further assistance, please don't hesitate to reply in the same thread with your question, as our experts are better equipped to provide you with a more accurate answer 👍

Jennifer Dudley

@Elizaveta Bogdanova I know that functionality is available, but I don't want to have to ask the users for their name and email twice. If I turn off the "Require respondent's name and email," then I can't use the email back functionality. This is not a solution.

Jason DAquin

I still don't understand how Wrike can store the user's name and email address for the Email Requester functionality but not just let us access that same data. I presume the data has to be there and associated to the Task/Project if this functionality works so reliably, so why can't we just make that an accessible field for our accounts?