Intake workflows help turn requests, applications, inquiries, onboarding steps, or service requests into structured follow-up. They usually start with a form or document and then route work to the right teammate.

What this guide helps you do

• Capture the right information from customers, leads, or internal teammates.
• Route submissions into tasks, approvals, documents, or customer follow-up.
• Keep intake data connected to Customer 360, forms, and workflow views when appropriate.

Before you start

• Define who submits the intake and who reviews it.
• List required questions, optional questions, attachments, and consent or preference fields.
• Decide what should happen after submission: task, approval, customer record, document, email, or journey.

Do it manually

1. Open Workflows and create a new workflow.
2. Add an intake form or document step as the first step.
3. Configure fields, sections, required answers, file uploads, and default values.
4. Add review steps such as task, approval, document, or conditional routing.
5. Set assignees, permissions, and public access only when the intake should be shared externally.
6. Test with a sample submission and confirm the follow-up appears in the right view or customer record.

Ask Faster AI

• Create an intake workflow plan for new consultation requests. Include required fields, review task, customer follow-up, and approval before sending anything.
• Review this intake form and suggest missing questions for a service business.
• Turn this form submission path into a workflow with one internal review task and one customer follow-up draft.

Review before saving, sending, or publishing

• Check required fields before sharing the intake publicly.
• Confirm sensitive answers are visible only to the right team members.
• Test the submission path, task routing, and customer follow-up before using it with real customers.

Common issues and fixes

• If submissions do not route, check the first step, conditions, assignees, and publish status.
• If customers cannot access the intake, review public access and the published workflow link.
• If reviewers lack context, add summary fields or link the submission to the customer record.

Consultant client machine

For how same-day intake routing keeps high-intent consulting inquiries warm and gives every lead a next action, read the consultant client machine article. The Consultant's Client Machine: From Inquiry to Retainer.

Placeholder media

• Screenshot placeholder: add an annotated screenshot of create an intake workflow with private customer names, emails, amounts, task details, and unpublished content blurred.
• Video placeholder: add a short walkthrough that starts from Workspace, shows the manual path, then shows how to ask Faster AI and review the result before saving, publishing, sending, or applying work.

Related help

• Create a workflow
• Assign work and handoffs
• Create a lead capture form