How to enable the Public sharing for request intake form in Workfront | Community
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Naveen_KumarPr1
Level 2
October 28, 2025
Solved

How to enable the Public sharing for request intake form in Workfront

  • October 28, 2025
  • 2 replies
  • 562 views

I have created a request intake form in Workfront and I need to enable the public sharing for the form for the users who doesn't have access to workfront.

Please help !

Best answer by Madalyn_Destafney

Hi Madalyn,

 

Thank you for patiently explaining the required steps. I’ve successfully created the form in Workfront Planning and enabled public sharing. However, I’m trying to understand how to connect the submitted requests to an existing project that I’ve already set up in Workfront.

The goal is as follows:

  • External (third-party) users will submit requests via the public sharing link.

  • These requests should automatically route to the Requests section of my project.

  • From there, we’ll convert the issues into tasks or projects as needed.

  • Finally, the external users should receive automated notifications from Workfront about any status changes related to the items they submitted.

Could you please guide me on how to connect the dots to complete configuring this workflow?


Best regards,


Hi Naveen, what you're after isn't something Workfront natively provides. You cannot turn Planning records into issues/tasks and you cannot send WF notifications to people that don't have a WF account. Is there a world in which these external users you're referring to can just have a Light/Reviewer access level in your instance?
You are able to connect records to other WF objects (projects, programs, portfolios) just not tasks/issues. It's a common use case for orgs to use Planning records for high level initiatives/projects/campaigns and then connect them to WF projects for the execution. You can also connect more than 1 project to a single record. You can do this for your existing projects simply by adding a connection field in your record type (click to add a new column/field in your record type > select Connection > Select Project under Workfront). to be able to associate projects to records. When you have that column you can start adding your existing WF project names to any record(s).

From there, you could also set up an automation within Planning for anytime you want to convert a record into a project almost automatically. More on that here and more on connections/creating objects here. I suggest you look up more Planning documentation to see if you want to move forward.

2 replies

AshpektSolutions
AshpektSolutions
Level 2
October 29, 2025

@naveen_kumarpr1 
I believe there is no direct way to make a request form public.

Alternate way is to develop custom web form and connect WF through API for the same. So, users can submit requests without having access on WorkFront.

    N
    Naveen_KumarPr1Author
    Level 2
    October 29, 2025

    Can you please guide me to complete this? this is so urgent for our project 

    Thanks,

     

      Madalyn_Destafney
      Community Advisor
      Madalyn_DestafneyCommunity Advisor
      Community Advisor
      October 29, 2025

      Do you have Workfront Planning? You could consider creating a publicly-shared request form there, this article goes into how to do that and towards the bottom it shows how to enable the public sharing link. 

      If this helped you, please mark correct to help others : )
        N
        Naveen_KumarPr1Author
        Level 2
        October 29, 2025

        I appreciate your response & I have tried doing this, but was not able to exactly find "more" in my UI. is there any video that i can see for reference?
        also fyi, I already have a project which is request queue enabled and created a custom form for request intake. I'm trying to connect them in to my workspace in planning, which I couldn't. Please help to sort this out.

         



        Thanks,

         

        Madalyn_Destafney
        Community Advisor
        Madalyn_DestafneyCommunity Advisor
        Community Advisor
        October 29, 2025

        A Workfront Workflow issue custom form for a request queue is entirely different than a request form built in Workfront Planning. You cannot pull your request form for your workflow queue into Planning, it's something that's created directly in Planning and can then be shared out via public link. Once you have a record type created in your workspace, click into the record type. Click the 3 dots next to the record type name and you will see options to Edit, Manage Automations (or Create Automations if you have none yet) and Create request form (or Manage request form if you already have one). The article goes into detail on how to set up a form in Planning and share it.

         

        Your screenshot looks like you just have a record called intake. You would instead configure the record type to have a request form on it, and the submissions received from it become records. 

        If this helped you, please mark correct to help others : )
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