Workflow Template
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.
A project manager needs an extra pair of hands and fires off an email, then chases for days to find out if anyone's available. This workflow replaces that back-and-forth with a simple request form that captures the role, timing and priority, routes it to the resource owner for a capacity decision, and then manages the follow-up — whether that's confirming an internal allocation, raising a recruitment task, or recording a decline. The project manager gets an update at each key stage, and the record's status and timeline show exactly where each request stands without anyone needing to ask.
Business Outcomes
- Fewer status-check emails to project managers thanks to automatic updates at each stage
- Clearer visibility into capacity decisions with reasons and assigned people captured on the record
- Faster handoff from decision to action, whether that's allocation, hiring, or decline
- A consistent, trackable process for every resource request instead of ad hoc emails
- Easier reporting on request status across allocated, recruiting, and declined outcomes
Workflow Steps
Steps
- 1Create resource request recordcreate record
Registers the submitted resource request as a record.
- 2Set status to Submittedupdate record
Marks the request status as Submitted on the record.
- 3Send acknowledgement emailsend email
Emails the project manager an acknowledgement with the request reference number.
- 4Resource owner: check capacitycreate task
Creates a task for the resource owner to check capacity and decide how to fulfil the request.
- 5Save capacity decisionupdate record
Persists the resource owner's decision, person assigned and notes to the record.
- 6Route on capacity decision
Routes the request based on the resource owner's capacity decision.
capacity_decision: "Allocate internal person"→Resource owner: confirm allocationcapacity_decision: "Hire externally"→Set status to Recruitmentcapacity_decision: "Decline"→Set status to DeclinedDefault→End - 7Resource owner: confirm allocationcreate task
Creates a task for the resource owner to confirm the allocation with the assigned person and record the confirmed start date.
- 8Save confirmed start date and set status to Allocatedupdate record
Persists the confirmed start date and updates the request status to Allocated.
- 9Email project manager: allocation confirmedsend email
Emails the project manager the person assigned and the confirmed start date.
- 10Set status to Recruitmentupdate record
Updates the request status to Recruitment.
- 11Recruitment: raise job requisitioncreate task
Creates a fire-and-forget task for recruitment to raise a job requisition for the role.
- 12Email project manager: recruiting externallysend email
Emails the project manager to let them know the role will be recruited externally.
- 13Set status to Declinedupdate record
Updates the request status to Declined.
- 14Email project manager: request declinedsend email
Emails the project manager the resource owner's notes explaining the decline.
Fields
Show all 14 fieldsShow fewer fields
FormProject Resource Request
- Project Manager Name*· Text
- Project Manager Email*· Email
- Project*· Text
- Role or Skill Needed*· Text
- Effort (hours per week)*· Number
- Start Date*· Date
- End Date*· Date
- Business Priority*· Choice
- Justification*· Long text
TaskResource owner: check capacity
- Capacity Decision*· Choice
- Person Assigned· Text
- Notes· Long text
TaskResource owner: confirm allocation
- Confirmed Start Date*· Date
Other fields
- Request Status· Choice
- Project Manager Name*
- Project Manager Email*
- Project*
- Role or Skill Needed*
- Effort (hours per week)*
- Start Date*
Forms
Project Resource Request
9 fields
Data Views
Resource Requests
project, role_or_skill, start_date, business_priority +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 set up separate systems for internal allocation and external hiring?
No, both paths run inside the same workflow. Once the resource owner makes a capacity decision, the workflow automatically routes to a confirm-allocation task, a recruitment task, or a decline email, depending on what was chosen.
Can my team customise the request form or the questions asked of project managers?
Yes, you can describe the change you want in plain English or edit the form fields directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed over time.
Who is actually involved in handling a resource request?
The project manager submits the request through a form, and the resource owner is assigned the capacity check and allocation confirmation tasks. If the decision is to hire externally, a recruitment team member gets a task to raise a job requisition.
What happens at the capacity decision step?
The resource owner is given a task to check capacity and choose one of three options: allocate an internal person, hire externally, or decline the request. Their decision, the person assigned, and any notes are saved to the record, and the workflow routes automatically based on that choice.
Is this suitable for teams that don't want project managers logging into another system?
Yes, project managers only need the public request form to submit a request and their email to receive updates. They're notified when the request is acknowledged, when a resource is allocated, when recruitment starts, or if the request is declined, without ever needing an account.
What happens if the resource owner decides to raise a hire instead of allocating someone internally?
The request status is set to Recruitment and a task is created for the recruitment team to raise a job requisition. This task doesn't hold up the workflow, so a requisition reference is recorded on the task itself while the project manager is emailed to let them know the role will be recruited externally.
How does a project manager know when someone has actually been assigned?
Once the resource owner confirms the allocation and records a confirmed start date, the request status changes to Allocated and the project manager is emailed the assigned person's name and start date. That confirmed start date is also saved to the record.
What information is kept if a request is declined?
The status is set to Declined and the resource owner's notes explaining the decision are emailed to the project manager. Those notes, along with the original decision, are also saved on the record so the reasoning is there if anyone needs to check back later.
Can we track how many requests are pending, allocated, or declined at a glance?
Yes, each request is a record with a status and reference number, and table views and dashboards can show records grouped by status. This makes it straightforward to see how many requests are sitting in Submitted, Allocated, Recruitment, or Declined at any time.
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