Problem It Solves

Teams often collect project requests via email, chat, or paper notes, leading to inconsistent information, missed details, and slow approvals. Without a standard process, requests can slip through gaps, and project managers scramble to gather missing data. By embedding a consistent intake form that writes directly to a centralized Table and triggers email alerts, you ensure every request is complete, visible, and actionable from day one.

Process Overview

1. Embed a branded “Project Intake” form on your site or intranet to collect fields such as Requester Name, Department, Project Title, Description, Desired Timeline, and Priority.

2. When a new request is submitted, Zapier writes the details into a “Project Requests” Table, assigning a unique Request ID and timestamp.

3. Zapier immediately sends an email to the project management team with a summary and a direct link to the Table entry.

4. Project managers review the new entry, update its status (New, Under Review, Approved, Rejected), and add notes or attachments.

5. As the status changes, follow-up email notifications go out automatically to keep all stakeholders informed.

Key Features & Capabilities

• Branded, No-Code Form
  Design a “Project Intake” form with drag-and-drop fields—no coding required—so every submission captures exactly the information you need.

• Centralized Table Logging
  All project requests are written to a “Project Requests” Table, creating a single source of truth for incoming work.

• Instant Email Alerts
  Zapier sends real-time email notifications to project owners or managers the moment a new request arrives, ensuring prompt review.

• Status Tracking & Approvals
  Use a “Status” column (New, Under Review, Approved, Rejected) in the Table; status changes trigger automatic updates to requesters.

• Customizable Field Mappings
  Map form inputs (e.g., Department → Column, Desired Timeline → Column) so every Table entry is structured for easy filtering and reporting.

• Attachment Support
  Include file-upload fields so requesters can attach briefs, mockups, or supporting documents directly to the Table entry.

Typical Use Cases

• Marketing Agency
  Account managers submit new campaign requests via the form. Each request logs in the Table and triggers an email to the strategy team, who can then review budgets, timelines, and resources before approving.

• Product Development
  Stakeholders submit feature or enhancement requests. The intake form captures required details, and the product team receives an instant email to triage each request and assign priority for the next sprint.

Prerequisites & Client Responsibilities

• Form & Table Schema Confirmation
  Approve the “Project Requests” Table schema with columns: Request ID (auto-generated), Requester Name, Department, Project Title, Description, Desired Timeline, Priority, Attachment (optional), Status, Assigned Manager, and Timestamp.

• Email Notification Details
  Provide the email addresses or distribution list for the project management team so Zapier can send instant alerts.

• Approval Workflow Rules
  Define any approval steps or status transitions (e.g., “Under Review” → “Approved” triggers a notification to Finance) so Zapier can configure follow-up emails correctly.

• Attachment Storage (Optional)
  If attachments are required, confirm that files will be stored in the Table’s built-in file storage.

• Team Permissions
  Identify who needs “Viewer” access (to monitor incoming requests) vs “Editor” access (to update statuses, add notes, or manage approvals) within the Table and notification workflows.

Pricing

• One-Time Setup: $380
  (Build and embed the branded “Project Intake” form, configure the “Project Requests” Table, set up and test email notification Zaps to your project management team.)

• Monthly Support: $85/month
  (Maintain form and Table integrations, adjust approval workflows or notification settings, and troubleshoot any issues.)