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Project intake

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Standardize how new work gets in the door—so requests are complete, triaged quickly, and routed to the right owners. This revamped guide walks through setting up a work-intake project step-by-step, with practical tips.

Create your intake project

Start a new project and choose board view to visualize requests moving through stages. Boards make handoffs obvious and reduce status pings. Create sections such as New, Triage, In review, Accepted, Scheduled, Closed/Declined (rename to match your process). Sections represent workflow stages and can trigger rules when tasks move between them.

Add custom fields your team will use to sort and prioritize—e.g., Request type, Priority, Impact, Effort/Complexity, Requester team. This structured approach makes prioritization easy and ensures that high-impact projects move forward swiftly.

Build an intake form

To collect project requests, use forms which collect information from the requester in a task. The form gathers all the necessary details from the outset, allowing you to prioritize and assign the resulting tasks. 

Connect to fields and configure settings

  • Map answers directly to custom fields so requests arrive pre-tagged (e.g., map “Request type” to your single-select field).
  • Choose which answer populates the task title (for clear, consistent card names).
  • Set the default section (usually New) and, if helpful, a default assignee or collaborators.
  • Allow attachments so requesters can include specs or assets.
  • Use branch logic to show only relevant questions—e.g., show “Target audience” only when Request type = “Campaign.” This shortens the form and improves data quality.

Enhance cross-functional visibility with multi-homing

By multi-homing the task into other relevant projects, visibility is maintained across different phases and across different teams. Multi-homing places the same task into multiple projects simultaneously, meaning changes made to the task from anywhere automatically sync across the other projects it lives in.

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Cross-functional teams can set up their projects and processes in their preferred manner, but can still rely on a single task multi-homed in their respective projects to act as the source of truth.

Automate your workflow with rules and integrations

Use rules to automate your workflow further, automatically assigning tasks for initial review and notifying teams when their project request has been approved—without any manual intervention.

Core routing rules:

  • When Request type = IT access → Move to In review + Assign to IT queue owner.
  • When Priority = Urgent → Set due date to today 
  • When moved to Accepted → Create approval subtask for Manager and post comment with next steps.

Leverage capacity planning for effective workload management

To manage the PMO team’s workload effectively, you can leverage the capacity planning feature. Capacity planning provides a comprehensive view of team bandwidth at the project level, allowing for strategic assignment of projects based on availability and expertise.

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Additional resources

Related articles

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How to create a project intake process | Asana Help Center