How to create a press or media inquiry form with routing rules

Build a media inquiry form that routes every request to the right PR contact

Press and media teams often receive requests ranging from interview opportunities to event invitations, partnership questions, and product coverage. A single central form makes intake easy, but routing rules make it powerful.

In this guide, you’ll create a Press & Media Inquiry Form that automatically assigns submissions to the right PR/communications contact based on inquiry type, urgency, region, or publication. You’ll use conditional fields, “On Submit” logic, and automated notifications.

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

Why this helps

• Ensures every request (press, interview, partnership, media coverage) instantly reaches the correct team member.
• Reduces response delays with automated routing and email notifications.
• Keeps your PR inbox organized with filtered dashboards and status tracking.
• Helps PR teams prioritize time-sensitive requests.
• Works even if you don't have a portal — everything runs directly from a single form.

📘 Learn more: Build personalized and time-saving flows with logic and automation

Step 1 – Create your media inquiry form

You can start from scratch or use a template from our Template Gallery (e.g., search for “Contact form” or “Request form”), or use Magic Create.

Try this Magic Create prompt:
“Press & media inquiry form with reporter details, publication, inquiry type, deadline, and project description.”

Add fields such as:

• Full name
• Work email
• Publication / organization
• Country or region
• Inquiry type (Interview / Press coverage / Partnership / Event request / Other)
• Deadline or urgency
• File upload (press kit, brief, or invitation)
• Description of request

💡 Tip: Use a dropdown for “Inquiry type” so your routing logic is easier to automate.
📘 Learn more: Form editor and field types

Step 2 – Add conditional logic to show relevant fields

Make your form clean and tailored by showing follow-up questions only when needed. Examples:

• If Inquiry type = “Interview request” → Show fields for: interview topic, requested spokesperson, preferred date.
• If Inquiry type = “Event invitation” → Show event date and location fields.
• If Inquiry type = “Press coverage” → Show coverage theme and expected publication date.

Implement this using Field logic → Show/Hide.

💡 Tip: Keep press requests brief and frictionless — only show the fields relevant to the selected inquiry.
📘 Learn more: Show or hide questions based on previous answers

Step 3 – Create routing rules using “On Submit” logic

This is where your PR inbox becomes automated.

Go to Settings → Advanced logic → On Submit and create routing rules based on inquiry type, region, or urgency.

Examples:

• If Inquiry type = “Interview request” → Assign to PR Manager
• If Region = “EMEA” → Send email to EMEA Communications Lead
• If Urgency = “Within 24 hours” → Send Slack message to #pr-alerts
• If Publication = “Top-tier media” → Send email to Head of Communications

You can also route to different ending pages, such as:

• A thank-you page with turnaround expectations
• A special message for event invitations
• A link to your press kit or newsroom

📘 Learn more: What is “On Submit” logic and how it works

Step 4 – Add internal reviewer fields (admin-only)

Keep everything in one form, no second form needed. Add hidden fields for internal review:

• Internal status (New / Reviewed / In progress / Closed)
• Assigned PR owner
• Priority
• Notes
• Response sent? (Yes/No)

Mark these fields as admin-only and use On Submit + On Update logic so your PR team can update each submission without exposing internal data to the requester.

💡 Tip: Use a dropdown for “Internal status” so you can filter and build dashboards later.
📘 Learn more: How to customize your app layout and design

Step 5 – Build your PR media dashboard

Turn your form into a tracking hub that your PR team can use daily.

Inside your app, add:

• Tables filtered by Inquiry type
• Kanban boards grouped by internal status
• Charts showing request volume by month, type, or region
• Press request gallery if you want a card-based view

Examples:

• Kanban: New → Assigned → Responded → Closed
• Chart: Requests by publication category
• Table: All interview requests sorted by urgency

📘 Learn more: How to showcase charts based on form responses

Step 6 – Customize the branding of your media request form

Add your logo, brand colors, press kit links, and a polished intro.

Include helpful elements like:

• A short message about response times
• A link to your press kit or brand guidelines
• A section listing spokesperson availability (optional)

📘 Learn more: Customize your form/app layout and design

Pro Tips

💡 Pro Tip 1: Add a “Press Kit Download” button on your success page to reduce repetitive requests.
📘 Learn more: How to set up multiple ending pages with redirect logic

💡 Pro Tip 2: Create tags using dropdown fields (Region, Media category, Publication size) to build better dashboards.
📘 Learn more: How to create or edit an app

💡 Pro Tip 3: Add a Slack notification only for urgent requests so your team responds instantly.
📘 Learn more: How to send and receive email notifications

Real-world example

A global SaaS company built a Media Inquiry Form in Formaloo to manage interview requests across five regions. Using routing logic, interview requests automatically assigned to regional PR leads, and urgent requests triggered Slack alerts. Their team reduced manual triage time by 80% and ensured faster, consistent responses.

📈 See more examples: Formaloo use cases

FAQ

1. Can I route different media requests to different PR managers?

Yes, use On Submit → Assign to to automatically send each type of inquiry to the correct owner.
❓ Learn more: What is “On Submit” logic and how it works

2. Can my PR team update the status of each request internally?

Absolutely, add admin-only fields like Status or Priority and let your team update submissions in the dashboard.
🔒 Learn more: Customize your form/app layout and design

3. Can I trigger Slack notifications only for urgent press requests?

Yes, set a condition such as “If urgency = High → Send Slack message.”
🛠️ Learn more: Build personalized and time-saving flows with logic

Bring your media workflow together

You now have a fully automated Press & Media Inquiry Form that not only collects detailed requests but instantly routes them to the right PR or communications lead. With conditional logic, admin-only review fields, and dashboards, your team can prioritize faster, stay organized, and respond consistently, all from a single form.

Your next step? Expand this into a full PR hub by adding a newsroom page, press kit, or embedded brand assets.

🎉 Learn more: Expand your workflow in Formaloo

Last updated November 2025

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