How to build a content request workflow for design teams

Streamline how content flows to your design team

In fast-moving teams, design requests pile up across Slack messages, emails, and spreadsheets. This workflow replaces all of that with a unified intake form, automated routing, and a real-time dashboard your designers can work from.

This guide helps you build a complete content production pipeline, from request submission to approval, inside one Formaloo app.
📘 Learn more: Create your first form, app, or portal in a flash

Why this helps

• Centralizes all design requests with required details and briefs.
• Ensures no request is missed, thanks to On Submit automation for notifications.
• Designers always see what’s assigned, what’s pending, and what’s ready for review.
• Requesters can track progress through status fields and filtered views.
• Proven structure used by agencies and internal creative teams for consistent delivery.
  📘 Learn more: Build personalized and time-saving flows with logic and automation

Step 1 – Create your content request form

You can start from scratch or use a template from our Template Gallery (e.g., SEO content request form).
Or use Magic Create, prompt example:
“Design request form with requester details, content type, brand assets, due date, and priority.”

Add fields such as:

• requester name
• email
• team/department
• content type (social post, landing page, banner, video, illustration, etc.)
• project description / creative brief (long text)
• required assets or attachments
• brand guidelines link (content field or URL field)
• ideal due date
• priority (Low / Normal / High)
• status (New / In review / In progress / Completed)

💡 Tip: Use multi-step pages if your brief includes a large creative description, easier for requesters to complete.
📘 Learn more: Form editor and field types

Step 2 – Add logic to route requests to the right designer

Use On Submit logic to automate assignments and notifications.

Common rules:

• If Content type = Social Post → assign to Social Designer
• If Priority = High → send Slack alert to the design lead
• If Due date is within 48 hours → send internal email for urgent processing
  📘 Learn more: What is “On Submit” logic and how it works

Step 3 – Build your design team dashboard

Create an app with custom views so designers can see tasks by stage.

Recommended pages:

• All requests → master table of submissions
• New requests → filter where status = New
• In progress → filter where status = In progress
• Completed → archive of finished work
• Urgent requests → filter where priority = High

Add:

• tables to sort/filter
• kanban boards grouped by status
• charts showing request volume by content type or date
  📘 Learn more: How to showcase charts based on form responses

Step 4 – Enable designers to update request status

Let your design team update each request directly in the same app.

Steps:

1. Open your app → enable Edit mode
2. Add the request form to a page in embed style
3. Add a table view of all submissions

💡 Tip: For cleaner collaboration, move this workflow to a portal and assign roles so only designers can edit requests.
📘 Learn more: How to create a portal and manage users' access

Step 5 – Add notifications for each stage

Set email or Slack notifications when:

• a new request is assigned
• a designer changes the status
• a request is marked completed

This keeps requesters and designers aligned without manual updates.

📘 Learn more: How to send and receive email notifications

Step 6 – Add brand guidelines or templates inside your workflow app

Design teams often work with brand kits, templates, and file libraries. Add these as:

• Live embed pages for Figma or Miro boards
• Content pages with downloadable brand assets
• Embed pages linking to shared Drive folders

📘 Learn more: How to add a live embed page to your project

Step 7 – Optional: Allow requesters to check status through a portal

Turn your app into a portal so internal teams can:

• log in
• see only their own submitted requests
• check progress in real time

Perfect for high-volume marketing or product teams.

📘 Learn more: How to create a portal and manage users' access

Pro Tips

💡 Pro Tip 1: Create a “template library” page with pre-approved brand samples (e.g., banner sizes, typography rules, logo versions).
📘 Learn more: Customize your form/app layout and design

💡 Pro Tip 2: Add an AI Smart Content block to summarize briefs for designers, especially for long creative descriptions.
📘 Learn more: Build personalized and time-saving flows with logic and automation

💡 Pro Tip 3: Connect Calendly so requesters can book review sessions directly from the success page.
📘 Learn more: Calendly integration in Formaloo

Real-world example (case study)

A SaaS company’s design team uses this workflow to manage 200+ monthly content requests from marketing, sales, and product. By adding assignment automation and a dashboard grouped by status, their turnaround time dropped from an average of 7 days to 2.5 days, while keeping every requester updated without manual follow-ups.
📈 See more examples: Formaloo use cases

FAQ

1. Can I automatically notify the requester when their design is ready?

Yes, use On Update logic to send an email when the status field becomes “Completed.”
❓ Learn more: What is On Update logic and how it works

2. Can designers upload final files back into the system?

Yes, add a file upload field that only appears for designers inside the dashboard or portal.
🔒 Learn more: How to create or edit an app

3. Can I restrict access so only designers can see all requests?

Absolutely, enable portal mode and set role-based access rules.
🛠️ Learn more: How to add user roles on your portal

4. Can I let requesters edit or update their submission later?

Yes, portals allow users to view and update their own records.
❓ Learn more: How to add and edit fields in the user base form of your portal

5. Can I embed brand guidelines or creative templates inside the app?

Yes, use a live embed or embed page for Figma, Notion, Drive, or Miro.
🔧 Learn more: How to create an embedded page in my app

Bring your content workflow to life

You now have a complete, scalable content request workflow, from structured intake to designer dashboards and requester visibility. Next, enhance it with collaborative review pages, advanced logic, or a branded portal experience.
🎉 Learn more: Expand your workflow in Formaloo

Last updated November 2025