Database request forms

Brinda Goswami · October 2015

Hi there,

I'm looking for some samples of database related request forms. I'm sharing ours - what we have so far. But I would like to build on them for other requests. Do you have yours to share please?

Thanks,

Brinda

Stephanie Ulmer · October 2015

Wow, you have a lot of different forms. How big is your shop?

See attached for our form. We have 18 staff members total within our Foundation. This includes back office and front line fundraisers. We only use the form for list requests. The creation of appeals, events, etc. are done as we talk through our project/team meetings. Import of information is only done by the data team and it just parents and graduates, twice a year.

The goal is to keep our form simple so that it is clear to those filling it out that aren't data heads like us.

April Snow · October 2015

I have a report request form and a prospect research request form.

Joshua Bekerman bCLO, bCRE · October 2015

Sample database request form on my resources page:

http://bekerman.com/blog/resources

Brian Davies · October 2015

We are a small shop, 2 development services staff and 6 development officers. When I took over in my position a little more than a year ago I ditched the form my predicesor was using. It was overly complicated and no one seemed to fill it out completely or they would fill it out incorectly which would require a followup call. The IT department hooked me up with a free ticket system, http://www.spiceworks.com. Now requests are emailed straight to the ticket system and I add it to my workflow from there. All I ask in the email is what they need (in their own words) and when it is needed by. If they don't put in a due date then I default to two weeks out. If they put ASAP I followup to find out when it is really needed. If I have questions I followup with the info I need to understand the task. I would say over 90% of my requests are mailing lists, email lists or record updates which don't require much in additional information. Development staff like this system because it is as easy as sending an email. I like it because I am getting requests in a more timely manner and I able to prioritize and reassign tasks to team members as needed.

Another bonus, I can track how much time I spend on each task and pull dozens of reports showing who asks for what, who asks with last minute requests, I can easily breakdown how I spend my time, etc. It is a great reporting tool which puts data to back up antidotal responces to, "how many requests do you get?" I have worked with multiple ticket systems and find them all to work about the same. I only use Spiceworks because it is free.

Brinda Goswami · October 2015

Great! Good to see others share their work. Thank you.

I need to log into my account more often. I just started using this community page from past few months.

We also have staff of around 10 only. But it helps to keep requests organized and track them.

I'll definitely look into the option of Spiceworks. Thanks. However, I have to check with our IT deparment if they let me install this service.

Great suggestions. Keep them coming.

Brinda

Tevis O'Mahony · November 2015

Here is my DIS request form:

I also keep a folder of the request forms, and I send back an updated form to the requestor if during the process we make changes to the request (often happens with those who are not data-heads).

Christine Adams · November 2015

We use Team Support (www.teamsupport.com) help desk software - it is very easy to use for both administrators and customers and very cost efficient. It keeps an email chain that all who are subscribed to the tickets (requests) can see. The forms are customizable - we have requests (reports only), event requests (for setting up the event registration and the invitation), solicitations, funds, designs only, etc.

We used to use the forms that folks would email as well as an access database.

Charleigh Parker · December 2015

We do a lot of direct mail, in-house appeals, renewals, etc., and two databases, so we have tons of codes; this might be overkill for smaller orgs but it's helpful for us - especially going from one-line emailed requests that specified nothing!

Rachel Slager · December 2015

I've attached a draft of what I'm working on. I had to paste into Word, but this is a responsive form created in Google Forms. Users only need a link to the form, not a gmail account, in order to submit it. I also then linked it to a spreadsheet in Google.

The form is responsive, different answers will cause different pages of questions to appear.

Once the form is submitted, it automatically updates a spreadsheet, each answer auto pulls into its own column, and 4 users are notified. Those 4 users are then notified by email about a new request; they can add their name at the end of the row in the spreadsheet to assign themselves the project, and then fill in the Status (assigned, in progress, completed) and a completion date. That spreadsheet will be used to track projects through the year, ensure projects are completed in a timely matter, and to schedule a work calendar for the year to come based on annual requests.

Steph Williams · March 2016

Rachel Slager:

I've attached a draft of what I'm working on. I had to paste into Word, but this is a responsive form created in Google Forms. Users only need a link to the form, not a gmail account, in order to submit it. I also then linked it to a spreadsheet in Google.

The form is responsive, different answers will cause different pages of questions to appear.

Once the form is submitted, it automatically updates a spreadsheet, each answer auto pulls into its own column, and 4 users are notified. Those 4 users are then notified by email about a new request; they can add their name at the end of the row in the spreadsheet to assign themselves the project, and then fill in the Status (assigned, in progress, completed) and a completion date. That spreadsheet will be used to track projects through the year, ensure projects are completed in a timely matter, and to schedule a work calendar for the year to come based on annual requests.

Hi Rachel. Are you willing to share the link to your request? (you can email to me if you don't want to make it public, but are willing to share - williams.stephanie (at) marshfieldclinic (dot) org

I'm trying to redo our whole process here, because our group is growing quickly and I had something more like this in mind.

thanks!

Jenny Marquardt · May 2017

Steph Williams:

Rachel Slager:

I've attached a draft of what I'm working on. I had to paste into Word, but this is a responsive form created in Google Forms. Users only need a link to the form, not a gmail account, in order to submit it. I also then linked it to a spreadsheet in Google.

The form is responsive, different answers will cause different pages of questions to appear.

Once the form is submitted, it automatically updates a spreadsheet, each answer auto pulls into its own column, and 4 users are notified. Those 4 users are then notified by email about a new request; they can add their name at the end of the row in the spreadsheet to assign themselves the project, and then fill in the Status (assigned, in progress, completed) and a completion date. That spreadsheet will be used to track projects through the year, ensure projects are completed in a timely matter, and to schedule a work calendar for the year to come based on annual requests.

Hi Rachel. Are you willing to share the link to your request? (you can email to me if you don't want to make it public, but are willing to share - williams.stephanie (at) marshfieldclinic (dot) org

I'm trying to redo our whole process here, because our group is growing quickly and I had something more like this in mind.

thanks!

Kimberley Reibel · May 2017

This is what I have come up with for our team. It works nicely. Feel free to use and share.

Kimberly Pierce · May 2017

Brinda Goswami:

Hi there,

I'm looking for some samples of database related request forms. I'm sharing ours - what we have so far. But I would like to build on them for other requests. Do you have yours to share please?

Thanks,

Brinda

Feel free to use and share.

Michelle Hansen · May 2018

Does anyone have a Security Setting request form?

Cathleen Mai · May 2018

I have our DB request form attached. The 2 weeks notice on the top are wishful thinking ;-).

Did you know that you can drag and drop a link to your files/ forms to the Home page in RE ? Makes them easy to find.

Austen Brown · December 2018

I built a condition form to handle all RE requests. However, my team does not regularly use it and often I end up filling out for them.

https://www.cognitoforms.com/VictoryJunction1/RaisersEdgeRequestForm

Database request forms

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