Create public intake forms

Intake forms collect requests from people who do not have an Onplana account: project requests, bug reports, IT tickets, feature ideas. Each public form lives at a shareable URL, and submissions can automatically become tasks in a project you choose.

Build the form

1. Open Intake Forms in the sidebar and create a new form. You can start from a template (Project Request, Feature Request, Bug Report, IT Support) or from scratch.

2. Set the Name and optionally a Slug. The slug becomes the public URL (/forms/your-slug); it is lowercase letters, numbers, and hyphens, auto-generated from the name if you leave it blank.

3. Pick a Target Project if submissions should create tasks there. Leave it empty to just collect responses.

4. Add your fields. Twelve field types are available: Text, Long text, Email, Phone, Number, Currency, Date, Dropdown, Multi-select, Checkbox, URL, and Rating. Mark the ones submitters must fill as required.

5. Tick Public form (shareable link) and save. Use the copy action on the form’s row to grab the public URL.

Note

Slugs are unique across all of Onplana, not just your organization. If the one you want is taken you will see an inline error; pick a variant like acme-project-request.

Password protection

Set an Access Password (at least 8 characters) on the form to gate it. Visitors then see a password prompt before any fields are revealed, and the password is checked again when they submit. The password is stored hashed and is never shown back, so keep your own record of it; you can replace or remove it any time by editing the form.

What a submission creates

Every submission is stored on the form’s Submissions view with all answers. If the form has a target project, a task is also created there: the title comes from a field named title, name, or subject (falling back to “Intake submission”), and every answer is written into the task description as a labeled list.

A submission also fires the Intake form submitted workflow trigger, so you can route it further with a workflow, for example tagging the task or requesting an approval.

Who gets notified

Each form has its own recipient list, configured when you create or edit it:

• Notify me on each submission (on by default) notifies the form’s creator.
• Notify users adds specific members.
• Notify teams notifies everyone on the selected teams. Team membership is resolved when the submission arrives, so people who join a team later are included automatically.

Convert a submission

On Enterprise plans with governance enabled, the Submissions view offers Convert to Proposal on each submission, which turns the request into a governance proposal. See Turn intake submissions into proposals.

FAQs

Can submitters attach files? No. Intake forms collect field answers only. Ask for a link with a URL field if the requester needs to share a document.

How do I take a form offline without losing its submissions? Edit the form and untick the public toggle. The URL stops serving the form, and your submissions stay in the Submissions view.

Is the form protected against abuse? Yes. Public submission and password attempts are rate limited per form and visitor, and required-field validation runs on the server, not just in the browser.