New project engagements that begin without a structured intake process create ambiguity before work has even started. Objectives are discussed informally and interpreted differently by the delivery team. Timelines are agreed verbally and not documented until a scope document is produced weeks later. Key contact information is scattered across emails. And when a project runs into difficulty, the absence of a documented intake record makes it significantly harder to establish what was originally agreed.
The Project Intake template for SharePoint, built with Infowise Ultimate Forms, gives organizations a structured way to gather the essential information required to scope and initiate a project — from both new and existing clients — with every submission stored as a clear, searchable record in SharePoint from the moment the engagement begins.
How it works
Client and contact details
The form captures the client's organization details and the primary contact person responsible for the project on the client side — name, role, contact information, and any secondary contacts relevant to the engagement. Recording contact details in a structured format at the point of intake ensures that the delivery team has accurate, consistent client information from the outset, without having to piece it together from email signatures or previous correspondence.
Project overview and objectives
A dedicated project overview section captures the project name, a clear description of what the engagement involves, and the overarching objectives the client is seeking to achieve. Documenting objectives in a structured format at intake — rather than in a narrative email or verbal briefing — gives the delivery team a shared reference point for what success looks like, and ensures that scope discussions are anchored to outcomes the client has explicitly stated.
Timeline and key dates
The form captures the anticipated start date and target completion date, giving both the client and the delivery team a documented baseline for the project timeline. Recording these dates as part of the intake record means they are visible and searchable alongside all other project details — providing a reference point for schedule discussions and an audit trail if timelines are subsequently revised.
A centralized project intake register
Every completed intake submission is stored as a structured record in a standard SharePoint list. Project managers and account leads have a single, searchable view of all incoming and active project engagements — filterable by client, project name, start date, or status — giving a clear picture of the project pipeline without relying on email threads or manually maintained trackers.
What you get
- A structured project intake form capturing client details, primary contact, project overview, objectives, and timeline
- Every submission stored as a structured, searchable record in a centralized SharePoint project intake register
- A documented baseline for objectives and timelines agreed at the point of engagement
- Filterable by client, project name, start date, or status for full pipeline visibility
- Configurable columns and sections to match your organization's client engagement and scoping requirements
- Extendable with automated notifications and approval workflows using Ultimate Forms
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Project Intake system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All intake records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
