How to create a change request form for product teams

Keep your product updates organized and review-ready

In this guide, you’ll build a change request form that collects structured feedback from your team or stakeholders, routes it for review, and tracks approval status. Perfect for product managers, engineers, and designers who need a clear, traceable workflow for managing product changes.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your change request form

Start from your workspace and click + New → Form. You can start from scratch or select the Product Feedback template from the Template gallery.

Or use Magic Create, describe your goal:

“A product change request form where team members can propose feature updates, bug fixes, or UI improvements for review and approval.”

Why this matters: it centralizes requests so every change is tracked with accountability and context.
📘 Learn more: How to create any form using Magic Create in Formaloo

Step 2 — Add requester and change details

Capture who’s submitting the request and what it’s about:

• Requester name and role
  
  
• Email address
  
  
• Team / department
  
  
• Change title
  
  
• Category (Feature, Bug fix, Design, Process, Other)
  
  
• Description of change (long text)
  
  
• Why this change is needed
  
  
• Priority level (Low / Medium / High / Critical)
  
  

💡 Tip: Add placeholder text to guide clear and actionable submissions.
📘 Learn more: Form editor and field types

Step 3 — Add supporting files and references

Let users attach materials that provide context:

• Screenshots or mockups
  
  
• Link to ticket, document, or prototype
  
  
• Estimated impact or resources needed
  📘 Learn more: How to customize the content field
  
  

Step 4 — Add review and approval fields

Include fields that only product leads or reviewers can edit:

• Assigned reviewer / PM
  
  
• Approval status (Pending / Approved / Rejected / Needs clarification)
  
  
• Reviewer comments
  
  
• Target release version or sprint
  
  
• Estimated completion date
  
  

💡 Tip: Mark these as “internal fields” visible only to reviewers or team leads.
📘 Learn more: How to edit forms and form responses

Step 5 — Add conditional logic for routing

In Settings → Advanced logic, create workflows based on type or priority:

• If Category = Feature → Notify Product Lead.
  
  
• If Category = Bug fix → Assign to Engineering.
  
  
• If Priority = Critical → Notify both PM and Tech Lead immediately.
  📘 Learn more: How to add advanced logic to your form
  
  

Step 6 — Automate notifications

Go to Settings → Advanced logic or Notify tab to set up custom emails:

• To requester: confirmation email with tracking ID (e.g., CR-@response_id).
  
  
• To reviewer: new request assigned for review.
  
  
• To requester: approval or feedback update once reviewed.
  
  

Use variables like @change_title, @approval_status, and @assigned_reviewer to personalize messages.
📘 Learn more: How to create and send custom email templates

Step 7 — Enable on-update logic for progress tracking

Use on-update logic so the workflow reacts automatically when reviewers make updates:

• When Status = Approved → Notify engineering to schedule in next sprint.
  
  
• When Status = Rejected → Send note to requester with reason.
  
  
• When Target release added → Notify QA for testing prep.
  📘 Learn more: What is on-update logic and how it works
  
  

Step 8 — Build your change management dashboard

In Results → Responses, create a live dashboard of all change requests:

• Table view: list all submissions with filters for status or sprint.
  
  
• Kanban view: group by Status (Pending, In review, Approved, Released).
  
  
• Charts: track request volume by type, source, or team.
  📘 Learn more: How to create a Kanban board
  
  

Step 9 — Link your form to related databases

Use linked rows to connect your Change Request Form with:

• Product Roadmap (for approved changes)
  
  
• Bug Tracker Form (for technical issues)
  
  
• Release Tracker (to sync upcoming sprints)
  
  

💡 This creates a complete workflow from idea submission to implementation.
📘 Learn more: What are linked rows and how to use them

Step 10 — Create a product team portal

From your workspace, build a Change Management Portal.

Add pages such as:

• Submit a new request
  
  
• All requests by status (for managers)
  
  
• Approved & in-progress changes
  
  
• Release dashboard (linked to roadmap)
  
  

Set access permissions so:

• Team members can submit and track their own requests.
  
  
• Product leads can approve and manage all change records.
  📘 Learn more: How to create a portal and manage users’ access
  
  

Step 11 — Generate change summary PDFs automatically

Create custom PDF templates to document approved changes, including:

• Requester and reviewer details
  
  
• Change description
  
  
• Approval comments
  
  
• Assigned sprint or release date
  Attach PDFs to confirmation emails for record-keeping.
  📘 Learn more: How to generate custom PDFs using templates
  
  

Step 12 — Use AI to analyze change trends

Enable AI Analyze to find insights across your product team’s submissions:

• “Most requested feature categories.”
  
  
• “Departments with most change requests.”
  
  
• “Average approval time per reviewer.”
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Add Memory Forms to prefill team info for logged-in users.
  
  
• Use conditional redirection to guide requesters to FAQs or templates after submission.
  
  
• Connect with Slack or email integrations for instant team alerts.
  📘 Learn more: How to add integrations on Formaloo
  
  

Example scenario

A product designer requests a UI change to improve navigation. The form routes it to the product lead, who reviews and approves it. The system automatically notifies engineering, links the change to the next sprint in the Product Roadmap, and emails the requester once released. AI Analyze later highlights that 40% of recent requests were UI-related.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can multiple reviewers collaborate on a request?
Yes, enable shared access through your portal.

2. Can I prioritize urgent changes automatically?
Absolutely, set conditional logic to tag or route high-priority items to senior leads.

3. Can I sync this with my roadmap or project tracker?
Yes, use linked rows or integrations to connect with your roadmap database.

Your change management workflow is live — simplify reviews and stay aligned

You’ve built a complete product change request system that collects, routes, and tracks updates seamlessly. Keep refining it with logic, linked forms, and AI to make every product change smoother and faster.
📘 Learn more: How to personalize ending pages and email notifications with AI

Last updated October 2025

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