Project Management
Project management workflow templates for governing projects from intake to closure, covering project intake and approval, stage-gate reviews, resource requests, change requests and change orders, issue management and closure. Requests for information and submittal reviews for construction projects are included too, with approvals and decisions kept on each record.
Benefits
- Approve projects and stage gates with a clear decision record
- Control scope with change requests and change orders
- Track issues and RFIs to a recorded answer
Common Use Cases
Project Management Templates(10)
Project Intake Workflow
Captures new project requests, sends the requester an acknowledgement, routes the request to the PMO for review of strategic fit, priority and decision, then notifies the sponsor and requester of the outcome (Approved, Deferred or Declined) and kicks off project setup when approved.
Project Approval Workflow
End-to-end project proposal intake, PMO business case review with revision loop, cost-based executive/portfolio approval, and project initiation tracking through to kick-off.
Project Change Request Workflow
Manages project scope change requests from submission through impact assessment, approval routing (steering committee for high-impact changes, project sponsor for others), baseline update, and implementation, with status tracking and requester notifications throughout.
Project Issue Management Workflow
Manages a project issue from intake through resolution: captures the issue, has the project manager assign an owner and priority, escalates high-priority issues to the sponsor, has the issue owner resolve or escalate, routes escalated issues to a steering committee, verifies resolution with the project manager (looping back to the owner if not resolved, up to 3 times), and closes out with a resolution email to the reporter.
Project Stage Gate Review Workflow
Captures a project manager's stage-gate submission, routes it to the project board for a Go/Hold/Rework/Stop decision, and manages the resulting rework, hold, or closure paths until the project is approved to proceed or stopped.
Project Closure Workflow
Captures project closure details from the project manager, obtains sponsor acceptance of completion criteria (looping until accepted), then coordinates finance, procurement, and project manager close-out tasks before marking the project closed and notifying stakeholders.
Change Order Approval Workflow
Manages project change orders from submission through technical review, cost-based approval routing (project manager or commercial manager), optional client approval, baseline update, and implementation tracking.
Project Resource Request Workflow
Captures project resource requests from project managers, routes them to the resource owner for a capacity decision (allocate internally, hire externally, or decline), and manages the follow-up allocation confirmation or recruitment task through to a final status, notifying the project manager at each key stage.
Request for Information Workflow
Manages the full lifecycle of a Request for Information (RFI) on a project — from submission and acknowledgement, through coordinator triage, responder assignment, and review, to distribution/closure, including a change-order trigger when the response impacts scope, cost or schedule.
Submittal Review and Approval Workflow
Manages the intake, completeness check, technical review, and distribution of contractor submittals across projects — from initial submission through coordinator triage, consultant/engineer decision, and final distribution or revise-and-resubmit routing.
Frequently Asked Questions
What Project Management workflow templates are included?
Project Management includes templates for project intake, project approval, stage-gate reviews, resource requests, project change requests, change orders, issue management, requests for information, submittal reviews and project closure.
Who are the Project Management templates for?
They're designed for project managers, PMOs, sponsors and project boards. Requests come in through forms, and reviewers and boards record their decisions on tasks and approvals.
Can I change a project management template to suit my organisation?
Yes. Publish the template and it runs straight away, with no installation. Describe the change in plain English — for example, change the gate criteria or add a sponsor approval — or edit the steps in the workflow editor. Earlier versions are kept.