When a new support ticket, service request, or order comes in, the last thing you want is to manually figure out who handles it.
With Formaloo, you can set up rules so that each submission goes straight to the right person or team based on any specific submission details.
From there, each assignee sees their tasks on their Activity page, and you can control exactly which submissions each person or team can view in your internal app.
This guide covers the full setup, from creating Teams and adding the right fields, to automating assignments and locking down submissions visibility.
ℹ️ The features covered in this guide — the Assignee, Status, Due date fields, and Activity page — are available as a part of our Enterprise plan, or as a paid add-on.
If this is something you'd like to explore for your team, book a demo with us and we'll help you figure out the best setup for your use case!
Step 1 (optional): Set up the Teams in your workspace
If you plan to assign submissions to groups rather than individuals, start by creating your Teams.
Teams are groups of workspace members — for example, a Support team, a Billing team, and Engineering team — that you can assign submissions to collectively.
When a submission is assigned to a team, every member of that team sees it on their Activity page.
➔ To create a team:
Click your profile icon in the top right corner,
Go to Workspace members,
Click Manage teams in the top right corner,
Click Create a new team, give it a name, and save.
To add members to a team, find each person in the Workspace members list, click the team icon next to their name, and select the relevant team. One person can belong to multiple teams.
💡 Want a full walkthrough of teams, including how to edit or delete them? Check out what is a team in Formaloo and how to manage it.
Step 2: Add the task-management fields to your form
Open your form in the editor and add the following fields from the +Add field menu. All three are admin-only by default — respondents won't see them.
➔ Assignee field
Click Add field and search for Assignee. This field is what links each submission to a person or team. When you add it, choose what it can be assigned to:
Team members — assign to individual workspace members,
Team — assign to a team (all team members see the submission),
Both — flexible, assign to either.
You can add more than one assignee field if a submission might need to go to multiple different people or teams simultaneously — for example, one field for a primary handler and another for a reviewer.
➔ Status field
Click Add field and search for Status. This is a workspace-level field that lets you track where each submission is in your workflow.
By default it includes: To do, In progress, On hold, In review, Done — but you can rename, add, or remove options to match your process.
You can also set a default status so every new submission starts in the right stage automatically (for example, To do).
➔ Due date field
Click Add field and search for Due date. This assigns a deadline to each submission.
You can set a dynamic default value so each new submission automatically gets a due date relative to when it was submitted — for example, 7 days ahead, 2 weeks ahead, or 1 month ahead.
This saves you from manually setting a date on every incoming record.
Step 3: Set up automatic assignment rules
Instead of manually assigning every submission, you can set up logic rules that do it for you based on what the respondent selected.
Go to Advanced logic on your form. You can add assignment rules in the Fields logic, On submit, or On update sections — whichever fits your flow best.
The action you're looking for is Assign (meaning, set the value of the field to smth). A rule looks like this:
If [field] is [value]
(or is equal to, or is answered, etc.)
→ then Assign [Assignee field]
to [person or team]
For example:
If Request type is Technical issue → assign Assignee to Engineering team
If Request type is Billing question → assign Assignee to Billing manager
If Priority is Critical → assign Assignee to CTO
You can combine conditions, use almost any field on the form as the trigger, and set as many rules as you need.
Once a submission comes in and matches a condition, the Assignee field is populated automatically, and the record appears on the relevant team's or member's Activity page right away.
➔ Notifying assignees by email
Formaloo doesn't currently send automatic notifications when a submission is assigned — it just appears on the assignee's Activity page. If you'd like the assignee to also receive an email, you can set that up in the same On submit section using a Send email rule.
Step 1:
Create a custom email template with a notification message — for example, a brief note that a new submission has come in; optionally, along with a summary of the submission.
ℹ️ Check out these guides for detailed walkthroughs:
Step 2:
Then add an On Submit logic rule:
If [same condition that is used to assign the submission to a specific person/team]
→ then Send email
using [your custom template]
to [email address of the assigned person or team lead]
This way, assignees get an email the moment a submission lands on their plate, without having to check the Activity page.
You can make the email as brief or as detailed as you like — a one-liner heads-up or a full summary of the submission.
How assignees see their tasks: the Activity page
Activity page acts as a personal view of all submissions assigned to a person or their team. It shows the tasks, due dates, statuses, which form each task came from, and when it was created.
➔ From the Activity page, assignees can:
See everything assigned to them across all forms in the workspace,
Update the status as they work through it.
Filter and sort by due date, status, and more,
Open any record to view or edit the full submission.
How to control what each team sees in an internal app
The Activity page shows each person their assigned work across the whole workspace. But if you've built an internal app with a dashboard, you can also control exactly which pages and data each is visible to each person / team.
➔ Control page visibility by team
In your app's edit mode, click the three-dot menu next to any page and go to Access. From there, you can set the page to be visible to:
All app team members,
Specific teams only — check or uncheck the teams you've created in your workspace settings.
ℹ️ Page visibility can only be restricted by team, not by individual person. If you need a page visible to only one person, you can create a single-person team for them.
➔ Control what data each person sees within a page (in tables or kanban boards)
Within a Table or a Kanban board on a page, go to Options → Manage access. From there, select which Assignee field to use as the access filter, then toggle:
Allow team members to view assigned entries:
Each person sees only the submissions assigned to them through the selected assignee field,
Allow team members to edit assigned entries:
Each person can also edit those submissions.
With this set up, a team member visiting the page won't see any submissions assigned to other people or teams — only their own.
Bottom line
The full auto-assignment flow could look like this:
Create your teams,
Add an Assignee field (plus Status and Due date if useful),
Set up logic rules to assign submissions automatically,
And fine-tune your app pages' / data blocks' access so each person only sees what's theirs.
Once it's in place, every new submission routes itself, lands with the right person, and stays out of everyone else's view.