How to create a brand asset request form for marketing teams

Centralize your brand asset requests in one place

In this guide, you’ll build a Brand Asset Request Form that lets internal teams or partners request logos, templates, product images, or design files easily.
You’ll use logic to categorize requests, automate notifications, and manage fulfillment through dashboards, ensuring marketing assets stay consistent and organized.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Create your brand asset request form

From your workspace, click + New → Form, or choose a Resource management dashboard template from the gallery.
You can also use Magic Create — try this prompt:

“Brand asset request form with requester info, asset type, and automatic notifications for marketing teams.”

Add core fields:

• Requester name and email (prefilled if possible)
  
  
• Department or team
  
  
• Purpose of request (Campaign, Presentation, Sales collateral, Partner use, etc.)
  
  
• Asset type (Logo, Template, Product photo, Video, Brand guide, etc.)
  
  
• Asset size or format (PNG, PSD, MP4, etc.)
  
  
• Deadline or delivery date
  
  
• Additional details or references (Long text field)
  
  
• Upload reference or mockup file (optional)
  
  

💡 Tip: Keep the form short and use dropdowns to standardize asset categories for easier filtering later.

📘 Learn more: How to create a form

Step 2: Apply logic for different asset types

Make your form dynamic by showing specific fields depending on what asset type the requester selects.

Examples:

• If @asset_type = “Logo” → show “Color variation (Full color / White / Black).”
  
  
• If @asset_type = “Template” → show “Document type (Slide deck / Poster / Social post).”
  
  
• If @asset_type = “Video” → show “Duration” and “Aspect ratio.”
  
  

💡 Conditional logic keeps your form clean and ensures the design team gets all necessary specs upfront.

📘 Learn more: How to use show hide logic in classic forms

Step 3: Automate notifications to the marketing team

Under Settings → Notifications, set up Conditional Email Notifications that send each request to the right subteam automatically.

Examples:

• If @asset_type = “Video” → send to video.team@company.com
  
  
• If @asset_type = “Template” → send to design@company.com
  
  
• If @department = “Sales” → CC marketing.manager@company.com
  
  

You can also include a summary in the message:

Subject: New asset request from @name

Asset type: @asset_type
Deadline: @deadline
Purpose: @purpose

📘 Learn more: How to send and receive conditional email notifications

Step 4: Confirm submissions automatically

Create a custom email template to confirm the requester’s submission.

Example:

Subject: Your brand asset request has been received

Hi @name,
Thanks for submitting your brand asset request for @asset_type.
Our team will review it and deliver your files by @deadline (if applicable).

— The Marketing Team

📘 Learn more: How to create and send custom email templates

Step 5: Create an internal review and delivery form

Build a second form titled Asset delivery form for your design or brand team to log updates and mark requests as fulfilled.
Use Lookup fields to pull in data from the request form, such as:

• Requester name
  
  
• Asset type
  
  
• Deadline
  
  
• Purpose
  
  

Add internal-only fields for:

• Assigned designer or marketer
  
  
• Status (In progress / Completed / Needs more info)
  
  
• Delivered file link or upload
  
  
• Notes for requester
  
  

📘 Learn more: How to lookup the submitted data of another form

Step 6: Connect the two forms

Link your Brand asset request form and Asset delivery form through Automatic data transfer so every new request creates a corresponding record in the delivery workflow.

📘 Learn more: How to connect forms with automatic data transfer

Step 7: Automate delivery notifications

Use On update logic in the delivery form to notify the requester when their files are ready.

Examples:

• If @status = “Completed” → send “Your requested assets are ready” email.
  
  
• If @status = “Needs more info” → send “We need clarification” email with notes.
  
  

📘 Learn more: What is on update logic and how it works

Step 8: Organize and visualize requests in a dashboard

Open Results → Dashboard to manage your asset pipeline visually.
Add:

• Table view: All requests with requester, asset type, and deadline
  
  
• Kanban board: Grouped by status (Pending / In progress / Completed)
  
  
• Bar chart: Requests by department or asset type
  
  
• Pie chart: Requests completed vs pending
  
  

💡 Use filters to create sub-dashboards for design, video, or brand teams.

📘 Learn more: How to create a Kanban board
📘 Learn more: How to showcase charts based on form responses

Step 9: Build a marketing asset portal

Turn your workflow into a Marketing Asset Portal App for collaboration between departments.
Add pages for:

• Submit asset request — main form
  
  
• My requests — filtered table for each user
  
  
• Asset dashboard — internal view for the marketing team
  
  
• Upload center — page for finalized brand files or templates
  
  

Enable Login/Sign-up to ensure employees only see their own requests, and assign roles such as Requester, Designer, or Admin.

📘 Learn more: How to create and assign user roles in your portal
📘 Learn more: How to let users view and edit their own data in your portal

Step 10: Generate PDF summaries for tracking

Use PDF templates to create internal summaries or reports for recurring requests.
Include key fields like:

• Requester name
  
  
• Department
  
  
• Asset type and purpose
  
  
• Delivery date and status
  
  

Attach the summary to internal approval emails or store it for future reference.

📘 Learn more: How to create PDF templates to turn responses into documents

Pro tips

• Enable autosave: Let users pause while preparing large or detailed requests.
  📘 Learn more: How to auto save incomplete responses and let users resume later
  
  
• Integrate Slack or Google Drive: Send notifications to team channels or upload assets directly to your shared drive.
  📘 Learn more: How to add integrations on Formaloo
  
  
• Add AI Smart Content: Generate summary notes for each request automatically (e.g., “Design a 1080x1080 post for LinkedIn by Tuesday”).
  📘 Learn more: Create dynamic ending pages with AI Smart Content
  
  

Example scenario

The Sales team requests updated brochure designs using the form.
Logic sends the request to the Design Team.
Once the designer uploads the new file in the delivery form, Formaloo sends a “Your assets are ready” email with the download link.
The dashboard updates automatically, showing the request as Completed and contributing to monthly workload reports.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I restrict who can request brand assets?
Yes, share the form internally via login-only access or specific workspace groups.

2. Can I store final brand files in Formaloo?
Absolutely, upload files directly or embed a Google Drive / Notion link inside your portal.

3. Can I track who requested what over time?
Yes, use filters and charts in your dashboard to view requests by requester, department, or asset type.

Your brand asset request workflow is ready

You’ve built a simple yet powerful system to manage creative asset requests, assign tasks automatically, and maintain brand consistency.
Next, expand it into a Marketing Operations Portal with campaign trackers, approval flows, and content calendars.

📘 Learn more: How to customize your portal with your brand identity

Last updated November 2025

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