Intake Automations and Approval Routing
The six automations that run between form submission and toolkit creation.
Six automations run across the intake process. Notifications go to your email or the Smartsheet notification icon.
Allow up to 5 minutes. Automations fire after a row is submitted or saved, not instantly.
Automation reference
1. New Project: Update Request to Suggested GM if No PL
| Subject | Help us assign a Project Leader — |
| Trigger | When rows are added |
| Condition | Intake Type is New Project and Suggested EM is blank |
| Goes to | Suggested GM |
The GM assigns an EM/Manager and submits the request.
2. New Project: Alert to Suggested PL
| Subject | You've been suggested as Project Leader — |
| Trigger | When rows are added or changed |
| Condition | Intake Type is New Project and Suggested EM is not blank |
| Goes to | Suggested Project Leader |
3. New Project: Approval Request to Sponsoring GM
| Subject | Your approval needed — |
| Trigger | When rows are changed and GM Approval is Submitted |
| Goes to | Sponsoring GM |
Sent once the Project Leader sets a Recommendation and ticks Submit for Approval.
4. Interim email to PL (now with LT)
| Subject | approved, now with the Leadership Team — |
| Trigger | When GM Approval is Approved |
| Condition | Intake Type is New Project and LT Approval is Submitted |
| Goes to | Project Leader |
LT Approval is updated manually — there's no automated LT approval step.
5. Notify PL About Project Declined
| Subject | Project declined — |
| Trigger | When GM Approval or LT Approval is Declined |
| Condition | Intake Type is New Project |
| Goes to | Project Leader |
6. Toolkit Created: Notify PL / Notify Admin
Two variants, same trigger.
| Trigger | When rows are updated, and SCC Created changes to Checked |
| Standard project | All set — → Project Leader |
| Confidential project | Confidential project - please lock down permissions — → Smartsheet Admin |
Confidential projects generate an admin action. See Confidential Projects and Permissions.
After an approval decision
Submit for Approval unticks itself once a decision is made, ready for the next submission. If it's still ticked, the automation hasn't completed.
Control Center provisioning
Once approvals clear, Control Center builds the project toolkit. Three columns to check:
| Column | What it means |
|---|---|
| SCC Approved | Ticks automatically. This is what triggers Control Center to build the toolkit. Allow up to 5 minutes. |
| SCC Created | Ticks once the toolkit exists. Set by Control Center to prevent duplicate toolkit creation — don't tick or untick it manually. |
| Project Link | Should contain a working link to the Project Dashboard. |
Control Center is a separate application from Smartsheet. If SCC Approved is ticked but SCC Created never follows, the failure is in Control Center, not the intake sheet.
Related articles
- The Project Intake Sheet
- Confidential Projects and Permissions
- The Project Intake Form