Overview
Every new project request that comes in via email means: read the email, create the item in Monday, assign it, reply to confirm receipt. Multiply that by 5-10 requests per week and you've lost an hour. Monday.com's intake forms and built-in automations handle this entire sequence automatically — the moment a form is submitted.
Before you start
- Monday.com account (Basic plan or higher)
- Defined project request categories and team assignments
- Team members with Monday.com accounts
Step-by-step guide (5 steps)
Build your intake form in Monday
In your Monday board, click 'Add' > 'Form.' Design the intake form with fields: project name, client name, type of request, priority, deadline, description, and budget. Publish the form to get a shareable URL you can send to clients or embed on your website.
Set up auto-assignment rules
In Monday's Automations center, create a rule: 'When a new item is created via form' → 'Assign to [person] based on [column value].' For example: if 'Type of Request' = Design, assign to your designer. If = Development, assign to your developer. This routes requests automatically.
Configure the submission confirmation
Add a second automation: 'When item is created via form' → 'Send email to [Email column].' Write a confirmation email: 'We received your request for [Item Name]. Your assigned team member will be in touch within 24 hours.' This eliminates the need for a manual confirmation reply.
Create a notification to the assigned team member
Add a third automation: 'When item is assigned to someone' → 'Notify that person.' The assignee gets an immediate notification with the request details and can action it without anyone forwarding an email.
Add a 'Request received date' column with an automatic timestamp so you can measure response time across all requests.
Set up a triage view for the team lead
Create a 'New Requests' view filtered by status = New. The team lead reviews this view each morning, confirms assignments, and moves items to 'In Progress' — creating a lightweight daily triage ritual that keeps the queue moving.
What you'll get
Zero manual handling for standard project requests
Clients get immediate confirmation — no wondering if it was received
Team members get instant notifications of new assignments
Complete intake history in one searchable board
Common mistakes to avoid
Building a form with too many fields (clients abandon long forms — keep it under 8 fields)
Not setting up assignment rules (items pile up unassigned)
Forgetting to notify the submitter — they'll email again asking if you got it
Frequently asked questions
Do I need coding experience to set up this Monday.com automation?
No coding is required. This guide walks you through everything using Monday.com's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.