Intake Management
Capture, evaluate, and route new project requests through a structured approval process. Completix handles the full intake lifecycle, from submission to project creation, in a single unified view.
Project intake gives your organisation a formal front door for new work. Anyone with the right permissions can submit a project request. The Intake Manager reviews all submissions from a single kanban-style board, where each card represents a request moving through the pipeline.
The flow is straightforward: a requestor submits a form, the Intake Manager triages it, and the system automatically creates a project upon approval. Requests that need clarification are returned to the submitter with comments, keeping everything visible in one place without email back-and-forth.
Submitting a Request
Click New Project Request at the top of the Intake board to open the request form. The fields you see are defined by the intake template your site administrator has configured, and may include custom fields specific to your organisation.
Fill in the required fields, attach any supporting documents, and add a description. You can save the draft and return to it later. When the request is complete, click Submit for Approval to send it to the Intake Manager's queue.
| Category | Description | Cost Type | Amount |
|---|---|---|---|
| + Add row | |||
Submit this request for approval when you're ready to proceed.
Intake Form Templates
The fields that appear on the request form are driven by the intake template configured by your site administrator. Templates define which fields are visible, which are required, and which custom fields are included for your organisation's specific needs.
Custom fields can capture information such as business unit, regulatory classification, strategic alignment score, budget breakdown tables, or any other attribute relevant to your intake process. Once the template is configured, all requestors see the same consistent form.
| Field Type | Example Use | Configurable by Admin |
|---|---|---|
| Text | Customer name, project code | Yes |
| Number / Currency | Proposed budget, expected ROI | Yes |
| Date | Planned start, desired deadline | Yes |
| Dropdown | Priority, project type, department | Yes |
| User / Sponsor | Requested by, executive sponsor | Yes |
| Budget Breakdown | Line-item cost categories and amounts | Yes |
| Attachments | Supporting documents, briefs | Standard (always shown) |
Approval Policies
Approval routing is controlled by the Project Intake Approval policy, configured under Site Policies. Policies let you define rules so that the right people review requests automatically based on the request's attributes, without manual assignment.
Each policy has a set of default approvers and can include any number of conditional rules. When a request is submitted, Completix evaluates all active rules in order. If a rule matches, the approval is routed to the members or groups specified for that rule instead of the defaults.
Reviewing and Acting on Requests
The Intake Manager accesses all submitted requests directly from the Intake board. Clicking any card opens the full request detail, where all fields, attachments, comments, and the budget breakdown are visible. The Intake Manager can edit any field before making a decision.
Three actions are available once a request is open:
| Action | What Happens | Status After |
|---|---|---|
| Approve | A new project is created automatically using the details in the request, including the assigned project manager and template. | Completed |
| Need more info | The request is returned to the submitter. Comments added by the reviewer are visible to the requestor, who can update fields and resubmit. | Need more info |
| Reject | The request is closed. A reason can be added in the comments before rejecting. | Completed (Rejected) |
