How to update an Intake sheet using a seperate form.

DPWhitlock

Scenario

There is a project request form that can be submitted and lands on the project intake form. Automation creates a unique request # and sends out a confirmation email to the Business Owner, and a notification email to the Sponsor and PM listed on the request to complete and submit the Business Case for review and approval. the Project phase is set to discovery.

Now I need a way to submit the Business Case form (.docx) as an attachment to a seperate form that will find the original request # on the intake sheet and have automation set the KDP 0 status to Ready for Review, Notify the Business owner with a request for update on the Key Decision Point 0 with the KDP 0 Status cell and the attached document. Business Owner can review document, set decision for KDP 0.

If the Business case is approved (GO or NOGO) then automation will create a project number using a formula, trigger Control Center to create the project folder in the workspace, set the Project Phase to Initiation.

I do not want the Business Owners, Sponsors, or PMs going into the intake sheet to change the status manually.

Any thoughts on how this can be done?

Naeem Ejaz

On your original Project Intake sheet:

1. Add two helper columns:
   • BC Status (via VLOOKUP)
   • BC Attachment (via VLOOKUP)
2. pgsqlCopyEdit=VLOOKUP([Request #]@row, {Business Case Submissions Range}, 2, false) =VLOOKUP([Request #]@row, {Business Case Submissions Range}, 3, false)
   • The first pulls in the KDP 0 Status.
   • The second returns a clickable attachment link.

Because these are formulas, you never need to manually edit the intake sheet—updates happen as soon as the form is submitted.

Naeem Ejaz

=VLOOKUP([Request #]@row, {Business Case Submissions Range}, 2, false)

=VLOOKUP([Request #]@row, {Business Case Submissions Range}, 3, false)

DPWhitlock

@Naeem Ejaz

Thank you for the help, I will let you know how it works once I have updated the intake sheet.