Introducing Project Intake Forms!

We are very excited to introduce our brand-new feature for Nexus: Project Intake Forms!

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. 

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:

Workflow Examples

Example 1: Branching by Project Type

You run a creative agency. Brand Identity, Website, and Video projects each need different information. You want only relevant questions to appear.

1. Add a Radio/Single Choice field on Step 1: “What type of project are you requesting?” Options: Brand Identity, Website, Video.
   
2. Create three additional steps — one per type — and set all three to Hidden by default.
   
3. On each option (Brand Identity, Website, Video), add a Show Step action pointing to its corresponding step.
   
4. On Step 1, add Skip to Step conditional actions — one per option — routing the submitter to their type’s step when they click Next.
   

Result: Each submitter sees only the steps relevant to their project type. The form feels short and focused even though it covers three distinct workflows.

Example 2: Auto-Set Project Priority from Budget

You want high-budget projects created with High priority automatically, without exposing your internal priority system to clients.

1. Add a Number field: “Estimated Budget ($)”.
   
2. Add a ProWorkflow Priority field and set it to Hidden.
   
3. On the Estimated Budget field, add a Conditional Action: IF Budget > 50,000 THEN Set Value on Priority → “High”.
4. Add a second conditional: IF Budget < 10,000 THEN Set Value on Priority → “Low”.
   

Result: Projects over $50k are created as High priority automatically. Your team always sees correctly-prioritised projects without the client needing to decide.

Example 3: Reveal File Upload Only When Artwork Exists

On a Print Production form, you only want a file upload and artwork notes to appear when the submitter says they have existing artwork.

1. Add a Yes/No field: “Do you have existing artwork?”
   
2. Add a File Upload field: “Upload Artwork Files” — set to Hidden by default.
   
3. Add a Long Text field: “Artwork Notes” — set to Hidden by default.
   
4. On the “Yes” option: add Show Field actions for both fields, and a Require Field action for the File Upload.
   

Result: The form adapts in real time. Submitters with artwork see upload options immediately. Those without see a clean, uncluttered form.

Example 4: Auto-Assign Team Members by Service Type

Your agency has dedicated teams for different services. You want the right project manager and team added to each project automatically.

1. Add a Radio/Single Choice field: “Which service are you interested in?” Options: Digital Marketing, Graphic Design, Web Development.
   
2. On “Digital Marketing”: add Set Value on Project Manager → the user you want as the Project Manager. Add Set Value on Staff → the Staff members you want assigned to this Project.
   
3. Repeat for each service option with the corresponding Project Manager and Staff members.

Result: Selecting a service type automatically assigns the right Project Manager and team to the Project. No manual assignment needed after the Project is created.

Example 5: Intake Form with Approval Gate

You want every submission to create a project in a “Pending Approval” stage. A manager reviews it before it moves into your team’s active queue.

1. Build your intake form with all required fields.
2. Add a hidden ProWorkflow Work Stage field. Set its value to your “Pending Approval” stage. 
   
3. On submission, the project is created at the “Pending Approval” stage automatically.
4. In ProWorkflow, your manager reviews the project and manually advances the work stage to “In Progress” once approved.

Result: Every intake request goes through a consistent approval gate. Nothing enters your active queue until a manager has signed off.

Read the Full Guide

For more detailed steps on how to create a form, and the elements available to use in those forms, please see our help article on Project Intake Forms.

Watch the Webinar

We also ran a Webinar introducing Project Intake Forms, which you can view a recording of here on YouTube.

Sign Up To ProWorkflow Nexus Today to Add Project Intake Forms to Your Workflow!

Whether you are an existing Classic customer who is looking to convert to Nexus, or you’re a new prospective client who wants to start a subscription with us, you can start using Nexus today to take advantage of this exciting new feature. Existing clients please reach out to our Support team at [email protected] to get Nexus enabled for your account and start the migration process. New clients please start a trial account or contact our Sales team at [email protected].