Build smart forms that collect Project details from Clients or Staff and automatically create fully configured Projects in ProWorkflow — no manual data entry required.
What is a Project Intake Form?
A Project Intake Form is a customisable web form you can share with clients, internal teams, or publicly with whomever you choose. When someone submits it, ProWorkflow automatically creates a Project pre-filled with all the right details — title, due date, team members, priority, files, and more, depending on how you set up the form. For more information on Custom Forms, please see this article.
No login required for submitters: Public forms can be shared via a unique link. Clients don't need a ProWorkflow account.
Key benefits:
Capture all project details, files, and approvals in a single step
Route different request types through different workflows automatically
Pre-populate project fields directly from form answers
Keep every project consistent from day one — no missing information
How It Works — The Big Picture
Every Intake Form follows this journey from build to Project creation:
Stage | Who acts | What happens |
1. Build the form | Admin / Manager | Add pages, steps, and fields in the Form Builder |
2. Publish & share | Admin / Manager | Publish the form, copy the link, and share with the appropriate people |
3. Submitter fills it in | Client / Staff | Works through the form — their answers control which steps appear |
4. Submit | Client / Staff | Clicks Submit; data is saved and sent to ProWorkflow |
5. Project is created | ProWorkflow (automatic) | A Project appears with all mapped fields pre-filled |
6. Review | Admin / Manager | Optionally review the submission and the resulting Project |
How to Create a Project Intake Form
Project Intake Forms can be created by using Custom Forms. For our complete guide to Custom Forms, please see this article.
To create a Project Intake Form, navigate to your Settings, then select Custom Form Builder. Once on the Custom Form Builder page, select the "Project Intake Form" tab:
On this page you are able to edit existing Project Intake Forms by clicking "Edit" against the form, and add new Project Intake Forms by clicking "+ Create Form":
Again, for our complete guide to creating Custom Forms, please see this article.
How to Submit a Project Intake Form
Depending on how you have configured the Project Intake Form, it can be submitted in the app or via an external link.
Submitting a Project Intake Form in the app
To submit a Project Intake Form in the app, a user can click the "+ Add" button in the top left corner of the screen, go to "Project" and then select the desired Intake Form:
Submitting a Project Intake Form externally
If you are wanting an external user without a login to complete this form, simply provide them with the link to the form in question. Note that you will need to ensure that "Access" for the form is set to "External":
You can obtain this link from the Custom Form Builder either on the Custom Request tab by selecting the ellipsis menu against the Form you wish to link to:
Or from the edit screen of the form in question, at the top of the screen:
For either internal or external forms, the user filling out the form needs to fill out their desired (and/or any required) information, and then click "Submit" on the final page of the form:
After Submission
Once a submission is processed:
A new Project is created in ProWorkflow with all mapped fields pre-filled
Any uploaded files are automatically attached to the Project
Assigned team members appear on the Project immediately
The Project appears in your regular ProWorkflow project list, ready for your team