---
title: The Project Intake Form
description: How the Project Intake Form's conditional logic works, and the four submission types that drive different approval paths.
---

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2. [GRID Admin \<\> Process](https://hubspot.energyconsumersaustralia.com.au/en/knowledgebase/grid-admin-process)
3. [Project Intake & Approval](https://hubspot.energyconsumersaustralia.com.au/en/knowledgebase/grid-admin-process#project-intake-approval)

# The Project Intake Form

## Form structure, conditional logic, and the four submission scenarios used to test it.

The Project Intake Form is the entry point for every new project. What a submitter sees changes as they fill it in — the form's conditional logic reveals fields progressively, and the answers determine which approval path the project takes.

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### Conditional logic

Fields appear based on earlier answers. The chain:

| Trigger | What appears |
| --- | --- |
| Select a **Suggested Project Leader** | The **"I am the Project Leader"** checkbox |
| Tick **"I am the Project Leader"** | Further project fields — Confidential flag, Recommendation, and others |
| Set **Recommendation** to *Proceed* | Risk, Funding Required, ECA Value Proposition, Objective Alignment, Proposed Start/End Date, Project Team, Project Partners, Project Categorisation |
| Set **Funding Required** to *Repurpose* | The **Budget source** field |
| Set **Funding Required** to *New Funding* or *Repurpose* | Prompt for an **indicative amount** |
| Select a **Project Category** | The corresponding **Project Type** field |

**Mandatory fields carry a red asterisk (\*).** The form blocks submission and shows an error if required fields are incomplete or incorrectly filled.

**Helper text** should be present and accurate throughout. Note that all scripting is provided by ECA, not the vendor — so helper text errors are ours to fix.

---

### The four submission scenarios

These four submissions exercise every approval path. Use them when testing changes to the form or the automations behind it.

#### Submission 1 — Project Leader unknown

| Field | Value |
| --- | --- |
| Suggested GM | Your own email |
| Suggested Project Leader | **Leave blank** |

Triggers an update request to the Suggested GM to nominate a Project Leader.

#### Submission 2 — LT Approval project

| Field | Value |
| --- | --- |
| Suggested Project Leader | Your own email |
| I am the Project Leader | Ticked |
| Funding Required | New funding required |

New funding routes the project to Leadership Team approval.

#### Submission 3 — GM Approval project

| Field | Value |
| --- | --- |
| Suggested GM | Your own email |
| Suggested Project Leader | Your own email |
| I am the Project Leader | Ticked |
| Funding Required | Repurpose — enter any budget source |
| Indicative Budget | **Under $100K** |

Repurposed funding under the threshold stops at GM approval.

#### Submission 4 — Fast-track project

| Field | Value |
| --- | --- |
| Suggested Project Leader | Your own email |
| I am the Project Leader | Ticked |
| Confidential | Checked |
| Risk Rating | Low or Medium |
| Funding Required | No impact |
| Proposed Start / End Date | **Within 6 months of each other** |

Low risk, no funding impact, and a short duration together qualify a project for fast-track.

---

### On submission

A success message appears and the form reloads itself.

> **Use your own email throughout testing.** Every scenario above routes approval requests and alerts somewhere. Putting real GMs in test submissions sends them real approval requests.

---

**Related articles**

- The Project Intake Sheet
- Intake Automations and Approval Routing
- Setting Up the Contact and Reporting Line Matrices

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