Workflow Template
Project Intake Workflow
Captures new project requests (problem/opportunity, benefits, scope, sponsor, cost/resource estimate), routes them through AI-assisted prioritisation and PMO review, and lets the PMO approve for initiation, defer, or decline — notifying the sponsor or requester accordingly and handing approved projects to setup.
Every new project idea starts the same way — someone fires off an email or a chat message hoping it lands on the right desk, and half the time it gets buried or forgotten. This workflow gives every request a proper front door: it captures the problem, benefits, scope, sponsor and cost estimate, runs an AI-assisted priority check, then routes it to the PMO for a strategic fit review. Once a decision is made, sponsors and requesters are notified automatically, and approved projects flow straight into setup — so nothing sits in limbo and the PMO always knows what's in the pipeline.
Business Outcomes
- Cuts project request turnaround time from weeks to days
- Eliminates lost or duplicate requests sitting in inboxes
- Gives PMO a consistent, auditable decision trail for every request
- Speeds up handoff from approval to project setup
- Improves sponsor and requester communication with automatic status updates
Workflow Steps
Steps
- 1Create Project Request Recordcreate record
Registers the submitted project request as a record for PMO triage.
- 2Set Status: Submittedupdate record
Marks the request as submitted and awaiting PMO review.
- 3AI Priority Assessmentai prioritisation
AI assesses strategic fit and urgency to assist PMO prioritisation.
- 4Route on AI Priority Confidence
Sends low-confidence AI assessments to PMO for manual review before triage.
_ai_priority_ai_prioritise_request_needs_human_review: "true"→Set Status: Under ReviewDefault→Set Status: Under Review - 5Set Status: Under Reviewupdate record
Marks the request as under PMO review.
- 6PMO Strategic Fit & Prioritisation Reviewrequest approvalrequires approval
PMO reviews strategic fit, priority, cost and resources, and decides to approve, defer, or decline.
- 7Route on PMO Approval Outcome
Routes to project setup on approval, or to the deferred/declined handling on rejection.
approval_status: "approved"→Set Status: Approvedapproval_status: "rejected"→Record Defer/Decline ReasonDefault→End - 8Set Status: Approvedupdate record
Marks the request as approved for initiation.
- 9Hand Off to Project Setupcreate task
Creates a task for the project setup team to formally initiate the project.
- 10Notify Sponsor of Approvalsend email
Emails the sponsor to confirm the project has been approved and handed to project setup.
- 11Record Defer/Decline Reasoncreate task
Creates a task for the PMO to log whether the request was deferred or declined and why.
- 12Persist Decision & Reasonupdate record
Writes the PMO's defer/decline decision and reason to the record.
- 13Route on Defer vs Decline
Sets the correct final status depending on whether the request was deferred or declined.
pmo_decision: "Defer"→Set Status: Deferredpmo_decision: "Decline"→Set Status: DeclinedDefault→Set Status: Declined - 14Set Status: Deferredupdate record
Marks the request as deferred.
- 15Set Status: Declinedupdate record
Marks the request as declined.
- 16Notify Requester of Decisionsend email
Emails the requester with the PMO's decision (deferred or declined) and the reason.
Fields
- Requester Name*
- Requester Email*
- Sponsor Name*
- Sponsor Email*
- Problem or Opportunity*
- Expected Benefits*
- +6 more fields
Forms
New Project Request
9 fields
Data Views
All Project Requests
problem_or_opportunity, requester_name, sponsor_name, estimated_cost +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
Do I need to build this from scratch or is it ready to use?
The template is ready to use as-is. You publish it in assess.one and it's live within minutes — there's no lengthy setup project or IT involvement required to get your PMO intake process running.
Can my team customise the approval steps and priority logic?
Yes, every step including the AI priority assessment thresholds, PMO review criteria, and approval routing logic can be edited directly inside assess.one. You can add extra approval stages, change who reviews at each point, or adjust notification triggers without any coding.
Is this suitable for a small PMO with just one or two reviewers?
Absolutely — the workflow scales to whoever is doing the reviewing, whether that's a single PMO lead or a full committee. You simply assign the PMO Strategic Fit & Prioritisation Review step to the right person or people, and the routing logic works the same either way.
Who needs access to this workflow?
Requesters and sponsors need access to submit and track requests, while PMO reviewers need access to the triage and approval steps. Access and permissions are managed inside assess.one, so you control exactly who sees what at each stage.
What happens at the AI Priority Confidence routing step?
The AI assessment scores each request, and if confidence is high, it moves straight to PMO review with a suggested priority. If confidence is low, it still routes to PMO review but flags the case for closer manual scrutiny, so nothing gets auto-decided without human oversight.
How does the workflow handle a deferred vs declined request?
When the PMO records a defer or decline decision along with a reason, the workflow routes based on that choice — setting status to Deferred or Declined accordingly. The reason is persisted against the record and the requester is automatically notified with the outcome.
Does approving a project actually kick off delivery work?
Once the PMO approves for initiation, the workflow sets status to Approved, notifies the sponsor, and hands the record off to your project setup process. This creates a clean, traceable link between intake and delivery without manual re-entry of project details.
How long does implementation take?
Publishing the template takes minutes, not weeks. Your team can start submitting and triaging real project requests immediately after publishing, and you can refine the workflow's steps and rules as you go.
Is there an audit trail for compliance or governance reviews?
Yes, every status change, decision, and reason is recorded within assess.one as the request moves through the workflow. This gives you a full history of who requested what, how it was prioritised, and why it was approved, deferred, or declined.
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