Project Intake Form Template

Intake project requests with scope, goals, budget context, priority, stakeholders, owner review, and follow-up status.

Built for project, operations, delivery, and client-facing teams that need cleaner request intake before work is approved.

Preview the live workflow, then customize forms, views, roles, and automations for your team. Preview the project intake form, then customize scope fields, priority rules, reviewer steps, and follow-up views.

Interactive workflowPrimary preview

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Overview

What this template helps you manage

Project and delivery teams use this template to collect new project requests, clarify scope and goals, capture budget or timeline context, assign reviewers, and keep follow-up visible before work begins.

Who It's For

Teams that benefit most from this template

Collect new project requests from one project intake form.

Standardize the details submitted before a project starts.

Create a repeatable project intake process for incoming work.

What's Included

Workflows and components included in this template

Main workflows

Project Intake workflow intake.

Capture the key fields, context, owners, and supporting details needed for each project intake.

Submission intake and review readiness.

Collect the details reviewers need, flag missing information early, and move complete submissions into the next step.

Status updates and collaboration.

Track progress, approvals, comments, reminders, and handoffs in one shared workflow.

Project Intake Form visibility.

Give teams searchable records, owner history, and status visibility for reporting and repeat work.

Included components

Forms

Project Intake Form
Submission Follow Up Notes

Views

Project Intake Form List
New Submission Queue
Submission Review Queue

Automations

Owner Notification
Incomplete Submission Reminder
Status Reminder

Roles

Frontline User
Manager
Operations Team

Why Teams Use It

Why this workflow works

Helps teams collect project requests consistently.
Reduces the need to build the intake form step by step.
Keeps the project intake process and form together.

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Template Preview

See how the template looks across key views

Project Intake Form list preview. — Project Intake Form List.
Review incoming project intake submissions, missing information, and latest updates from one queue.

Project Intake Form preview. — Project Intake Form.
Collect project intake details, supporting files, and review notes in one intake form.

New Submission Queue preview. — New Submission Queue.
Review incoming project intake submissions, missing information, and latest updates from one queue.

How It Works

From setup to rollout

A submitter completes the project intake form with the key details, files, and supporting context.

Reviewers check completeness, flag missing information, and request updates when needed.

Once the submission is ready, the record moves into the downstream review, approval, or fulfillment flow.

Teams keep the submitted record available for follow-up, reporting, and future reference.

FAQs

Common questions about this template

Can this be used to collect project requests?

Yes. The template is designed around a project intake form for collecting incoming project requests.

Is this similar to creating a project intake form in Smartsheet?

It covers the same core need: a structured project intake process and form, without requiring you to build it manually step by step.

Can the project intake form be customized?

Yes. You can adapt the form fields and intake steps to match the information your team needs before work begins.

What is included in this Project Intake Form template?

It includes intake capture, review views, and reminders so teams can collect and review project intake submissions without missing key details.

Can the fields and workflow be customized?

Yes. You can change form fields, validation logic, review statuses, views, and automations to match your process.

Can teams use it on mobile?

Yes. Teams can submit, review, and update records from desktop or mobile devices.

Use Cases

See related use cases for this template

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