Work Request Form

Standardize any internal or external work request—form submissions populate a Table and trigger approval or assignment workflows.

Problem It Solves

Organizations often handle work requests through ad-hoc emails, chats, or paper forms, leading to incomplete information, inconsistent prioritization, and missed tasks. Without a unified process, requests can slip through the cracks, and key stakeholders aren’t notified promptly. By embedding a structured intake form that feeds directly into a centralized Table and automates approval or assignment notifications, every request is captured uniformly and routed to the right team without manual intervention.

Process Overview

  1. Stakeholders access the “Work Request” form (embedded on an intranet, customer portal, or shared link) and fill out fields such as Requester Name, Department, Request Type, Description of Work, Priority, and Due Date.

  2. Upon submission, Zapier writes the request into a “Work Requests” Table with a unique Request ID and initial status of “Pending.”

  3. Zapier triggers an approval workflow—sending an email or Slack notification to the designated approver with a summary and link to the Table entry.

  4. Approver reviews the request in the Table, updates its status to “Approved” or “Rejected,” and adds any comments or conditions.

  5. If approved, Zapier automatically assigns the work by creating or updating a task in Trello/Asana/Monday.com and notifies the assigned team or individual. If rejected, Zapier notifies the requester with feedback.

  6. As the task progresses (In Progress → Completed), status updates in the Table trigger notifications to keep stakeholders informed and maintain an audit trail.

Key Features & Capabilities

  • Customizable Request Fields
    Configure fields such as Requester Name, Department, Request Type, Description, Priority, and Due Date to ensure each submission includes all necessary details.

  • Centralized Table Storage
    All form submissions write to a “Work Requests” Table, providing a single source of truth for monitoring pending, approved, and completed requests.

  • Automated Approval Notifications
    Zapier sends real-time email or Slack alerts to the approver(s) when a new request arrives, enabling quick decision-making.

  • Status Tracking & Comments
    Use a “Status” column (Pending, Approved, Rejected, In Progress, Completed) and a “Comments” field for approvers and assignees to document decisions and progress.

  • Task Management Integration
    Upon approval, Zapier creates or updates tasks in Trello, Asana, or Monday.com with mapped fields and notifies the assigned team member or channel.

  • Requester Notifications
    If a request is approved or rejected, Zapier sends an automated notification to the requester with the outcome and any relevant notes.

  • Automated Reminders & Escalations
    If a pending request is not reviewed within a defined SLA (e.g., 48 hours), Zapier sends reminder alerts to the approver to prevent bottlenecks.

Typical Use Cases

  • Facilities Maintenance
    Department heads submit maintenance requests (e.g., “Fix HVAC unit in Building A”). The form logs the request, sends an approval notification to the facilities manager, and upon approval, creates a Trello card for the maintenance crew with due dates and priority.

  • IT Service Desk
    Employees request software installations or hardware repairs via the form. The IT manager receives an approval notification, and once approved, Zapier generates an Asana task assigned to the appropriate IT technician, with SLA reminders if not addressed promptly.

  • Marketing Asset Production
    Stakeholders request new marketing collateral (e.g., “Design brochure for Q3 campaign”). The marketing lead reviews and approves, then Zapier creates a Monday.com item for the design team with specifications and deadlines.

Prerequisites & Client Responsibilities

  • Form & Table Schema Approval
    Confirm the “Work Requests” Table schema with columns: Request ID (auto-generated), Requester Name, Department, Request Type, Description, Priority, Due Date, Status, Approver Comments, Assigned To, and Timestamp.

  • Approval Workflow Rules
    Define approver roles and any conditional approval logic (e.g., “Requests over $5,000 require manager and finance approval”) and provide approver email addresses or Slack channels.

  • Task Board Integration
    Provide API credentials and specify which board/project/list in Trello, Asana, or Monday.com should receive tasks when requests are approved.

  • Notification Settings
    Share the email addresses or Slack channel names for both approver notifications and requester updates to ensure timely communication.

  • SLA & Reminder Criteria
    Determine how long a request can remain “Pending” before Zapier sends automated reminders to approvers (for example, 48 hours).

  • Team Permissions
    Identify who needs “Viewer” access (to monitor incoming and approved requests) versus “Editor” access (to update statuses, add comments, or modify workflows) within the Table and related Zaps.

Pricing

  • One-Time Setup: $350
    (Build and embed the branded “Work Request” form, configure the “Work Requests” Table, set up and test approval and assignment Zaps, and integrate with task management tools.)

  • Monthly Support: $80/month
    (Maintain form and Table integrations, adjust workflows or notification rules as needed, and troubleshoot any issues.)