How to Triage Incoming Marketing Requests with CoSchedule

Triage incoming marketing requests with CoSchedule Marketing managers are flooded with requests for assets. Your inbox is overflowing, there’s no good way to manage the process, and there is a constant fear that things are getting missed. The good news is, there are actually a few super slick processes for this in your CoSchedule Marketing Calendar. Imagine never having to worry about missing requests that are stuck in your inbox! Simply follow the step-by-step process in this blog post OR download the free worksheet below. You’ll find:
  • A Google Form template for other departments to use when requesting an asset from your team.
  • An example email explaining the change in process.
  • A printable PDF worksheet with all the steps to set up this feature.
Download your free triage worksheet and templates Marketing teams are often viewed as internal agencies. Your team is responsible for creating all your company’s creative materials – from sales presentations and tear sheets to ad graphics, conference booth designs, and everything in between. There are three ways to intake requests within your Coschedule calendar product.
  • The first way is tailored to marketing teams who have Request Forms within CoSchedule Marketing Suite.
  • The second way is for marketing teams with an idea board in their calendar product.
  • And lastly, if you don't have an idea board, you can use Zapier to process requests.

Use Request Forms in Marketing Suite to Organize Incoming Marketing Requests

Follow these three simple steps to start using CoSchedule Request Forms.

Step 1: Create a Request Form

The first step in creating a Request Forms is locating the Request Form tab under the settings tab. Once you have found the Request Forms tab you can customize all aspects of your Request Form. If you need additional customization, you can accomplish that using the Custom Fields tool above Request Forms.

Step 2: Set up a New Requests Idea Board

New Requests automatically populate on your Idea Board under the pre-selected status for the Request Form. Keep organized by creating a filtered Idea Board view that only shows the incoming requests you need to see.

Step 3: Share Link to Start Receiving Requests

Share the link with any individuals or teams that will potentially be requesting marketing projects and watch the requests come in. The requests that come in will be added as a new project under the "New Request Status"

Step 4: Begin Prioritizing and Organizing Requests

Once you receive requests, you will get notifications through your email as well as your CoSchedule App. After you intake the request you will be able to prioritize and organize them directly through the Idea Board. If you want additional information on CoSchedule's request forms, please visit this support doc for more information.

Use The Idea Board to Prioritize and Organize Incoming Marketing Requests

Follow this process if you have the Idea Board in CoSchedule.

Step 1: Create a Marketing Request Form

The first thing you need to do is create a Google Form with all the details you need from the project requester. This is what people in other departments will use to request projects from your team moving forward. Here’s a Google Form template we’ve created for you. To use it, simply create a copy and save it to your Google Drive. Next, you’ll turn this form into a Google Sheet by clicking the responses tab and saving it as a new spreadsheet in your Google Drive.

Step 2: Create a Custom Status on Your Idea Board

Head over to your CoSchedule calendar and open up your calendar settings by toggling down your name in the top left-hand corner. Then choose "statuses" on the left-hand menu. Create three custom statuses under the ideas section.
  • Requested
  • Backlog
  • Up Next

Step 3: Connect Zapier

When your Google Form is created and you’ve added custom statuses, connect CoSchedule to the Google Form using Zapier. Head over to the integrations area of CoSchedule and make sure you’ve added Zapier as an integration. Don’t have a Zapier account? Click here to create a free Zapier account. Once you’ve got the Zapier integration added to your CoSchedule calendar, you’ll need to create a Zap in Zapier. In Zapier, choose to connect Google Forms with CoSchedule. Then choose: When this happens… New Response in Spreadsheet Then do this! Create New Project Once you’ve clicked “Use Zap”, Zapier will walk you through the process of setting it up. We’ll go through it below to help. Sign in to your Google account using the blue button. Using the dropdown menu called “Spreadsheet” find the sheet that you created in step one. It will be called [CoSchedule] Marketing Form Question Template… unless you changed the name. Then, choose Sheet1 in the drop-down menu under “Worksheet”. Next, you’ll continue on to the CoSchedule part of the Zap set up. You might need to copy and paste the API key from your CoSchedule calendar. You’ll find it in the integrations area on your CoSchedule calendar. Make sure the app and event are listed as Coschedule and Create Project. Then click continue. Choose your CoSchedule account and calendar from the drop-down list. Under the title field, find the option that says projectname. In the description field, choose the option that says “description” from the drop-down menu. Next, add yourself as the owner for all requests. This will give you a notification in your CoSchedule dashboard any time a new request is created. Find your name using the drop-down menu to add yourself as the owner. Finally, change the status to Idea, and say “Yes” to send the request to your Idea Board. When finished, you'll click “Continue” and finalize your Zap. A test will be sent to your calendar to make sure everything is connected correctly.

Step 4: Send the Google Form to Your Organization

Now that you’ve successfully set up your Zap. You’ll need to tell everyone at your organization that they need to use the Google Form to request marketing collateral from now on. Here’s an example email you can steal to save time.
Hi everyone, It’s getting increasingly difficult to track incoming requests for marketing materials. In the interest of saving time and to avoid things getting lost in the shuffle, we will be implementing a new request form. Please fill this out whenever you require something from the marketing team. I recommend bookmarking the link for quick and easy access. Once you submit a request using the form, I will send you a confirmation and expected timeline for delivery. {INSERT THE LINK TO YOUR GOOGLE FORM} Thanks for your cooperation. {YOUR NAME}
We also recommend bookmarking the link yourself for quick access when people inevitably forget to use it. You can simply respond by sending them the link again until they get the hang of the new process.

Step 5: Monitor Incoming Requests

As you start receiving incoming requests, monitor your Idea Board. After you've seen the incoming request, move the project into the backlog column. This serves as a visual reminder that you know the request has been submitted and you've seen it in CoSchedule. When projects increase in prioritization, move them to the up next column. When you're ready to schedule the project and have your team start working on it, click the three dots in the corner of the project and select "Move to Calendar". When scheduling the project, choose the date you want your team to start working on it.

Step 6: Share Project Progress With The Requester

In step 2, you created a saved view on your calendar. This creates a calendar view that visualizes all the marketing requests that your team is (or will be) working on. To create a read-only view, click share calendar and select your marketing request view. This creates a read-only version of your calendar so coworkers without CoSchedule accounts can stay updated. You can also choose to download the saved view as a PDF, rather than using a read-only link.

Prioritizing and Organizing Incoming Marketing Requests Without The Idea Board

Follow this process if you do not have the Idea Board in your CoSchedule content calendar.

Step 1: Create a Marketing Request Form

The first thing you need to do is create a Google Form with all the details you need from the project requester. This is what people in other departments will use to request projects from your team moving forward. Here’s a Google Form template we’ve created for you. To use it, simply create a copy and save it to your Google Drive. Next, you’ll turn this form into a Google Sheet by clicking the responses tab and saving it as a new spreadsheet in your Google Drive.

Step 2: Create a New Marketing Requests Color Label

Head over to your CoSchedule account and navigate to calendar settings. Create a new color label called “Marketing Requests”. This allows you to quickly see when new requests arrive in your Idea Bin. Keep in mind, the Idea Bin is different than the Idea Board. Every CoSchedule account has the Idea Bin. You can also filter your Idea Bin by color label to easily see new incoming requests that need to be assigned and scheduled. Using your marketing requests color label, create a saved view to help filter all of your marketing requests on your calendar and Idea bin.

Step 3: Connect Zapier

When your Google Form is created and you’ve added a new color label, connect CoSchedule to the Google Form using Zapier. Click here to visit the integration area of your CoSchedule account to make sure you’ve added Zapier as an integration. Don’t have a Zapier account? Click here to create a free Zapier account. Once you’ve got the Zapier integration added to your CoSchedule calendar, you’ll need to create a Zap in Zapier. In Zapier, choose to connect Google Forms with CoSchedule. Then choose: When this happens…  New Response in Spreadsheet Then do this! Create New Project Once you’ve clicked “Use Zap”, Zapier will walk you through the process of setting it up. We’ll go through it below to help. Sign in to your Google account using the blue button. Using the dropdown menu called “Spreadsheet” find the sheet that you created in step one. It will be called [CoSchedule] Marketing Form Question Template… unless you changed the name.  Then choose Sheet1 in the drop-down menu called “Worksheet”. Next, you’ll continue on to the CoSchedule part of the Zap set up. You might need to copy and paste the API key from your CoSchedule calendar. You’ll find it in the integrations area on your CoSchedule calendar Under the title field, find the option that says projectname.    In the description field, choose the option that says “description” from the drop down menu.  Under the field called Label, choose the “Marketing Requests” color label you just created.  Next, add yourself as the owner for all requests. This will give you a notification in your CoSchedule dashboard any time a new request is created. Find your name using the drop-down menu to add yourself as the owner.  Finally, change the status to Idea, and say “Yes” to send the request to your Idea Bin. When finished, you'll click “Continue” and finalize your Zap. A test will be sent to your calendar to make sure everything is connected correctly.

Step 4: Send the Google Form to Your Organization

Now that you’ve successfully set up your Zap. You’ll need to tell everyone at your organization that they need to use the Google Form to request marketing collateral from now on. Here’s an example email you can steal to save time.
Hi everyone, It’s getting increasingly difficult to track incoming requests for marketing materials. In the interest of saving time and to avoid things getting lost in the shuffle, we will be implementing a new request form. Please fill this out whenever you require something from the marketing team. I recommend bookmarking the link for quick and easy access. Once you submit a request using the form, I will send you a confirmation and expected timeline for delivery. {INSERT THE LINK TO YOUR GOOGLE FORM} Thanks for your cooperation. {YOUR NAME}
We also recommend bookmarking the link yourself for quick access when people inevitably forget to use it. You can simply respond by sending them the link again until they get the hang of the new process.

Step 5: Monitor Incoming Requests

As you start receiving incoming requests, monitor your Idea Bin. To quickly see incoming requests, filter your Idea Bin based on the color label you created earlier. As your team has spare capacity, drag and drop the request to the calendar to schedule it.

Step 6: Share Project Progress With The Requester

In step 2, you created a saved view on your calendar. This creates a calendar view that visualizes all the marketing requests that your team is (or will be) working on. This means you can create a read-only view to share progress with the individuals who have requested projects. To create a read-only view, click share calendar and select your marketing request view. This creates a read-only version of your calendar so coworkers without CoSchedule accounts can stay updated. You can also choose to download the saved view as a PDF, rather than using a read-only link.   This blog post was originally published on October 11, 2019. It was updated and republished on January 17, 2020.
About the Author

Leah is the Customer Marketing Lead at CoSchedule. Outside of work, she loves hunting for cool stuff at thrift stores. If not for marketing, Leah would be a psychiatrist, given her fascination with Dateline NBC, true-crime podcasts, and Netflix documentaries about cults.