Design Request Form

Collect and manage design project specs through an embedded form, then route requests into your workflow with automated notifications.

Problem It Solves

Design teams often receive requests via scattered channels—email, chat, or verbal asks—resulting in incomplete briefs, missing details, and inefficient hand-offs. Without a clear intake process, designers spend time chasing information rather than creating assets. By embedding a structured request form that writes directly to a Table and triggers automated alerts, every design request is captured consistently and routed to the right stakeholders without manual follow-up.

Process Overview

  1. Stakeholders open the “Design Request” form (embedded on your intranet or shared link) and enter fields such as Requester Name, Project Name, Asset Type, Specifications, Deadline, and Attachments.

  2. Upon submission, Zapier writes the details into a “Design Requests” Table with a unique Request ID and timestamp.

  3. Zapier automatically sends a notification (email or Slack) to the design lead with a summary and a link to the Table entry.

  4. Designers review the Table, update the request status (New, In Review, In Progress, Completed), and add notes or comments.

  5. When status changes occur, Zapier posts follow-up notifications to keep requesters and relevant team members informed of progress.

Key Features & Capabilities

  • Structured Request Fields
    Capture essential details (Requester, Project, Asset Type, Dimensions/Format, Brand Guidelines, Deadline, and Attachments) to ensure briefs are complete.

  • Centralized Table Logging
    Every submission writes to a “Design Requests” Table—creating a single source of truth for all incoming needs.

  • Automated Notifications
    New requests trigger immediate email or Slack alerts to the design team, so no request goes unnoticed.

  • Status Tracking & Collaboration
    Use a “Status” column (New, In Review, In Progress, Completed) and a “Designer Notes” field for updates; changes automatically notify stakeholders.

  • Attachment Support
    Allow requesters to upload mockups or reference files directly to the Table entry, giving designers all the necessary context.

  • Priority & Filtering
    Include a Priority dropdown (Low, Medium, High) and filter requests in the Table by deadline or asset type to streamline task sequencing.

Typical Use Cases

  • Marketing Collateral Development
    The marketing team submits requests for brochures, social media graphics, or email templates. Each brief logs in the Table, triggers a Slack alert to the design channel, and designers can immediately begin work with full specifications.

  • Product UI/UX Updates
    Product managers request UI changes or new feature screens. The form captures wireframe details and deadlines, and Zapier generates a task in Trello or Asana with the mapped fields, ensuring designers understand priorities.

  • Brand Asset Requests
    Sales or events teams request custom banners, presentations, or logos. Each request gets documented, designers receive notifications, and progress is tracked until final assets are delivered.

Prerequisites & Client Responsibilities

  • Form & Table Schema Confirmation
    Approve the “Design Requests” Table schema with columns: Request ID (auto-generated), Requester Name, Project Name, Asset Type, Specifications, Deadline, Attachment (optional), Priority, Status, Designer Notes, and Timestamp.

  • Notification Channel Details
    Provide the Slack channel name or email address for design lead notifications so Zapier can send alerts.

  • Attachment Storage
    Confirm that file uploads (mockups, reference files) will be stored in the Table’s built-in file storage.

  • Status & Workflow Rules
    Define status values and any SLA reminders (for example, “High-priority requests must be acknowledged within 2 hours”) so Zapier can automate follow-ups.

  • Design Team Roles
    Identify which designers or design managers should receive notifications and who needs “Viewer” vs “Editor” access in the Table.

  • Task Management Integration (Optional)
    If you want requests to generate tasks in Trello, Asana, or Monday.com, provide API credentials and specify the target board, project, or list.

Pricing

  • One-Time Setup: $310
    (Build and embed the branded “Design Request” form, configure the “Design Requests” Table, and set up and test notification Zaps.)

  • Monthly Support: $70/month
    (Maintain form and Table integrations, adjust workflows or notification rules as needed, and troubleshoot any issues.)