The Project Intake Sheet
Column types, calculated fields, and how approval routing is determined.
Every form submission creates a new row in the Project Intake Sheet. From there, calculated columns determine what the project is and who has to approve it.
Column colours
Grey — automatically updated via Control Center, formulas, or cell linking. Do not edit manually.
Purple — locked columns for approval.
Blue — populated from the new project intake form. Can be manually updated in the sheet if needed.
White — populated from the annual project intake form. Can be manually updated in the sheet if needed.
Automated columns
These populate themselves. Check them rather than fill them.
Objective related info — pulls through from the Objective Intake Sheet:
- Cluster Name
- Cluster Lead
- Sponsoring General Manager
Proposed Duration — calculated from Proposed Start Date and Proposed End Date.
DMS Folder Type — set by Project Type. The mapping is defined in the BAU Project Matrix.
BAU (Do Not Sync to HubSpot) — ticks automatically when the selected Project Type is classed as BAU. Also defined in the BAU Project Matrix. This checkbox controls whether the project syncs to Hive.
Approval routing rules
The Project Approval Routing column applies these rules:
1. Fast-Track Approval
Applies if Project Category is Grant, or if none of the rules below apply.
2. Leadership Team (LT) Approval
Applies if New Funding Required is selected.
3. General Manager (GM) Approval
Applies if any of the following are met:
- Budget — Funding Required is set to Repurpose, or Budget Source for Repurpose is filled out, or Indicative Project Budget is filled out
- Risk — Risk Rating is set to High
- Timeline — project duration exceeds 6 months
- Recommendation — the Project Leader suggests Not Proceed
What the approval columns show
| Routing | GM Approval column | LT Approval column |
|---|---|---|
| Fast-track | Not Required | Not Required |
| GM Approval | Submitted | Not Required |
| LT Approval | Submitted | Submitted |
Automations
Automations send to your email address or to the notification icon inside Smartsheet.
Allow up to 5 minutes. Automations run after the page is submitted or saved — they aren't instant. If something hasn't arrived, wait before assuming it's broken.
Related articles
- The Project Intake Form
- Intake Automations and Approval Routing
- Creating a New Objective and Objective Dashboard