Filestage’s intake forms allow you to standardize how work requests are submitted to your team. By creating a custom form, you ensure that every request includes the essential details, files, and deadlines you need to get started right away.
Managing requests via email or chat often leads to missing information and endless follow-up questions. Intake forms centralize this process, acting as a gateway for new work and ensuring your team has everything they need from the moment a project is requested.
Intake forms help you:
Eliminate brief gaps: Require specific fields so users can’t submit a request without the mandatory project details.
Centralize file uploads: Gather all reference materials and assets in one place automatically.
Reduce manual data entry: Submitted information is automatically organized, saving your team time.
Standardize your workflow: Ensure every requester follows the same process, regardless of their department or location.
Step-by-step: Creating and sharing an intake form
1. Open your Project and click on the Intake form tab located in the top navigation bar. 2. Click on Create intake form to open the form builder. 3. Enter a Form title and a Description to provide instructions for your stakeholders. 4. Use the Add field button to include questions like Project Name, Due Date, or specific Briefing details. 5. To ensure you receive critical information, toggle the Required switch on specific fields. 6. Click Publish in the top right corner to make the form active. 7. Click Copy link to share the form URL with your stakeholders. |
Once a form is published, any submission will appear in your Intake area. This allows you to vet requests before they clutter your active workspace.
View Submissions: See a list of all pending requests, including the sender's details and attached files.
Convert to Project: With one click, turn a submission into a live project. All form data and files will be automatically transferred.
Decline Requests: If a request is incomplete or outside of scope, you can manage it directly within the intake dashboard.
To get the most accurate information, you can choose from various field types:
Short text: Perfect for project titles or names.
Long text: Ideal for detailed project descriptions and objectives.
Date picker: Ensure your team knows exactly when the final approval is needed.
File upload: Allow stakeholders to attach briefs, images, or raw video files.
Filestage automatically manages file versions submitted through your intake forms.To keep your projects organized and prevent duplicate entries, Filestage automatically detects when a submitted file is a new version of an existing one. This helps maintain a clean review history and ensures everything stays consolidated in one place.
When the “Add files to project for review” setting is enabled on your form, Filestage compares the names of incoming files with those already in your project. If a match is found, the new file will be added as a new version instead of creating a separate file.
To ensure files are recognized as new versions, the following conditions must be met:
Exact name match:
The filename must be identical to an existing file in the project.
Version modifiers:
Filestage recognizes versioning patterns such as _vX (e.g., Campaign_Video_v2.mp4).
Avoid spaces in versioning:
Naming formats like " v2" (with a space) or other custom conventions may not be recognized and could result in a new file instead of a version.
What's next? Once you've accepted a request, see how to organize your projects in folders to keep your workspace tidy!
Let us know if you have any questions by reaching out to us on chat or emailing us at support@filestage.io. We're always happy to help!
