Centralize requests to prioritize, resource, and kick off the right work

Asana’s work intake workflow template gives teams a simple way to intake, review, and route incoming work without sorting submissions by hand. Every request enters the same workflow, so teams can see what needs attention, who owns each step, and how work is progressing. With built-in automation and AI support, you spend less time gathering information and more time completing the work that matters.

• Collect all incoming work into a single, consistent intake workflow.

  The template captures key details via a built-in form and assigns each request an ID, allowing teams to easily track work items. Teams can initiate email follow-ups and leave team-only comments to collaborate before starting the work.

• Review and qualify requests quickly with AI.

  AI names new submissions, prompts requestors for missing information, and drafts replies to reduce back-and-forth early in the intake process.

• Organize requests using custom status steps.

  The intake template sorts work requests into custom status types to see what’s new, in progress, blocked, or complete.

• Apply due dates automatically.

  Rules set deadlines based on the type of request, which helps teams plan work without manual scheduling.

• Review and report performance from a single dashboard.

  Dashboards show request volume, processing speed, and delays at different stages. The intake template provides teams with real-time metrics, insights, charts, and graphs to improve workflows and avoid delays.

When to use a work intake workflow template

Work intake templates are most useful when your team needs a reliable way to handle incoming work from multiple sources. They offer a single location for requestors to specify their needs, include key details, and track progress without extra check-ins. A workflow template helps reviewers get the information they need to decide what to do next and move work forward with fewer delays.

Use Asana’s work intake form templates when your team wants to:

• Organize incoming requests as they arrive throughout the day.

• Replace siloed emails, chats, or spreadsheets with a single intake flow.

• Plan workloads by assigning and scheduling requests in one system.

• Support recurring service needs such as facility repairs, IT help, or onboarding tasks.

• Give requestors visibility into the status of their submissions.

A work request workflow template works well for any team that manages recurring requests and needs a reliable intake process to keep everyone on the same page.

How to use a work intake template

Asana’s work intake workflow template gives your team a single place to collect, review, and manage incoming work orders. You move through each step of the workflow in a consistent order, so you always know how new requests progress.

Collect work requests with a form

You capture new submissions through the built-in form and create a standardized entry for every request. You can customize the work order request form to include a description of the work, contact information, or any other details your team needs. The template assigns each item its own ID, and your team adds email follow-ups or team-only comments when collaboration is required. If a facility manager submits an HVAC repair request, the form records all the necessary information at the start.

Review work requests with AI

AI assigns a name to each incoming request, prompts requestors for missing details, and drafts responses to minimize initial back-and-forth. If a requestor omits location details, AI asks a follow-up question before continuing.

Organize work requests by status

Teams use status fields to place each item in the correct stage, such as New request, Needs information, Evaluation, Approved, Declined, or Implemented. If a cross-functional onboarding request sits in “Needs information,” the status tells reviewers exactly what to do next.

Automatically set due dates for requests

Rules assign deadlines based on request type, so teams don’t have to schedule work manually. Automation keeps work on schedule when volume increases. If your team always resolves basic service requests within four days, the rule applies the due date immediately.

Track progress with dashboards

Dashboards display request volume, movement speed, and workflow bottlenecks. These charts help teams recognize patterns and modify their work request process when needed. If a monthly spike in maintenance requests occurs, the dashboard highlights it and guides resource planning.

Asana’s intake template functions like a team member who organizes each submission, prompts next steps, and guides items through review and execution. AI helps with intake tasks, rules keep work flowing, and dashboards report on progress at every stage.

Transform how you manage work requests with Asana AI. Review requests with AI.

Let AI handle the busywork so your team can focus on decisions, not data entry. As work requests come in, AI helps you organize, define, and complete the intake process, without altering your workflow.

• AI auto-names each request. AI reads each submission and gives it a detailed title, so your intake board never fills up with “Quick question” or “Need help” again.

• AI follows up for missing information. When key details such as scope, timing, or owner are missing, AI asks the requester for more information. You get complete requests on the first review, with fewer back-and-forth messages.

• AI drafts responses. AI suggests reply text based on AI suggests reply text based on request details and status, whether you’re approving, declining, or requesting changes. Your team can review, personalize, and send it with just a few clicks.