Building client work request forms in SmartSuite

Executive overview

Collecting client requests via email or scattered tools creates disorganised, hard-to-track work. SmartSuite forms solve this by capturing structured input directly into your project database.

Each form submission creates a record in the linked app, so all requests land in one view. Branding, field labels, help text, and post-submission behaviour are all configurable without code.

The core insight: a single shared form link replaces email, Typeform, and Google Forms — and routes every request into the same organised view.

Setting up and branding the form

• Create a form view inside any SmartSuite app via the + menu → Form
• Use folders to group multiple forms and reduce clutter
• Replace the SmartSuite logo with your own brand logo via drag-and-drop upload
• Set a client-facing form title separately from the internal form name — they serve different audiences
• Use the description field to explain the form's value to the client, not just what it is

Configuring fields and labels

• Drag existing app fields onto the form to include them as questions
• Rename every field label as a plain-language question — never leave the raw field name visible
• Add help text below each field to clarify expected input
• Mark fields as required where submission without them would be incomplete
• For priority/urgency fields, define each option in the help text to establish a shared language between client and team

Submit button and post-submission settings

• Rename the submit button to match brand voice — avoid the default "Submit"
• After submission, choose between a display message (simple confirmation) or a redirect URL to a custom page
• A redirect URL can host a video, project timeline, or lead time info — useful for setting client expectations

Sharing and testing the form

• Click "Share form" to generate a public link — send via Slack, email, or any channel
• Test the form using "Preview in new tab" before sending to clients
• Verify submitted records appear correctly in the linked app view

Internal and advanced use cases

• For internal use, add a linked record field so team members select from a client dropdown rather than typing a name — reduces typos
• Only use client dropdowns if client confidentiality is not a concern; otherwise use a plain text field
• Internal forms can request more detail: add a signature field to track who submitted, or a file attachment field for deliverables and examples shared by the client