Work Order Form

Capture work orders via a no-code form, automatically create or update tasks in Trello, Asana, or Monday.com, and notify your team.

Problem It Solves

Organizations often manage work orders through email or spreadsheets, resulting in lost requests, manual data entry, and missed deadlines. Without a centralized intake, tasks can slip through the cracks, and teams scramble to prioritize. By embedding a simple form that feeds directly into your task management platform and sends instant alerts, every work order is logged consistently, visible to the right people, and acted on promptly.

Process Overview

  1. Embed a branded “Work Order” form (built in Interfaces) on your site or intranet to collect fields like Requester Name, Department, Task Details, Priority, and Due Date.

  2. When a new work order is submitted, Zapier writes the details into a “Work Orders” Table.

  3. Zapier auto-creates or updates a corresponding task in your chosen board (Trello card, Asana task, or Monday.com item) with mapped fields and any attachments.

  4. The assigned team or channel receives a Slack or email notification with the work order summary and a direct link to the task.

  5. As the task’s status changes (e.g., “To Do” → “In Progress” → “Done”), Zapier updates the Table and can post follow-up notifications to keep stakeholders informed.

Key Features & Capabilities

  • No-Code Branded Form
    Design and embed a “Work Order” form with drag-and-drop fields (Requester, Department, Task Details, Priority, Due Date, Attachment) so every submission is uniform.

  • Centralized Table Logging
    All submissions are written to a “Work Orders” Table—creating a single source of truth for incoming requests.

  • Automated Task Creation & Updates
    New work orders automatically generate Trello cards, Asana tasks, or Monday.com items with mapped fields; updates to existing requests sync back to the table.

  • Real-Time Notifications
    Instant Slack or email alerts notify the assigned team or channel of each new work order, reducing response time.

  • Status Sync & Follow-Up
    Task status changes in Trello/Asana/Monday.com (e.g., when marked “Completed”) update the Table; Zapier can send follow-up confirmations to requesters.

  • Attachment Support
    Include file uploads on the form; attachments transfer automatically to the corresponding task in your project board.

Typical Use Cases

  • Facilities Management
    Staff submit maintenance requests (e.g., “Fix air conditioning on floor 3”). The form logs the request, creates a Trello card in the “Facilities” board, and alerts the maintenance crew via Slack, ensuring rapid response.

  • Marketing Department
    Team members request design assets or campaign support through the form. Asana tasks are created with all details, assigned to designers, and due dates sync to calendars, streamlining creative workflows.

  • IT Support
    Employees report hardware or software issues via the form. Monday.com items appear in the IT board, prioritized by severity, and the service desk gets notified instantly to begin troubleshooting.

Prerequisites & Client Responsibilities

  • Form & Table Schema Approval
    Confirm the “Work Orders” Table schema with fields: Requester Name, Department, Task Details, Priority, Due Date, Attachment (optional), Status, Assigned Team, and Timestamp.

  • Task Board Setup
    Provide access to your Trello board, Asana workspace, or Monday.com account, and specify which project/list/board should receive new tasks.

  • Notification Channel Details
    Share the Slack channel name or email address for real-time alerts so Zapier can notify the correct audience.

  • Field Mapping & Defaults
    Approve how form fields map to task fields (e.g., “Priority” → card label, “Due Date” → task due date) and set any default assignees or labels.

  • SLA & Status Workflow
    Define any follow-up rules (for example, “High-priority tasks must be acknowledged within 2 hours”) so Zapier can trigger reminders or escalations.

  • Team Permissions
    Identify who will monitor incoming work orders and who can update statuses in the Table and task board.

Pricing

  • One-Time Setup: $350
    (Build and embed the branded “Work Order” form, configure the “Work Orders” Table, set up task creation and sync in Trello/Asana/Monday.com, and test notifications.)

  • Monthly Support: $75/month
    (Maintain integrations, adjust field mappings or alert settings, and troubleshoot any issues.)