IT requests move through one governed intake , not scattered email threads
A leading research university expanded a Library-specific project intake into a shared IT governance base spanning Central IT, Security, and Legal. New project requests now enter through structured intake, route to the right reviewer, and carry an approval trail, in the same system that tracks legal holds, application vetting, and server inventory across more than 980 users.
The problem
A project intake workflow that started as a Library-specific tool needed to scale into something Central IT, Security, and departmental teams could all rely on, without every request arriving as an unstructured email or hallway conversation.
As IT governance broadened to include eDiscovery, security vetting, and inventory, project intake needed to sit in the same system as those workflows instead of living apart from the rest of IT's compliance picture.
What they built
IT, Library, and departmental teams share a project intake and approval workflow inside the same base that runs eDiscovery legal hold tracking, application security vetting, and server inventory.
Requests enter through structured intake, route to the right reviewer for approval, and carry the same audit trail as the base's other governance workflows, connected to Splunk, Slack, Shibboleth SSO, and Tableau.
The outcome
Project requests now move through one intake and approval path instead of fragmented spreadsheets and SharePoint lists, with the scope expanding well beyond the original Library use case.
Because intake lives in the same base as legal holds and vetting, IT leaders get one place to see governance status across projects, holds, and inventory instead of separate tools for each.
Inside the solution
IT Project Intake and Approval Workflow
Information Technology
- eDiscovery legal hold tracking
- Application security vetting and approved app registry
- IT project intake and approval
- Server and application inventory tracking
- Fragmented Google and Microsoft environments
- Decentralized governance across departments
- Manual email-to-PDF evidence uploads
- Lack of visibility across 980+ users
- Single source of truth for legal holds
- Risk reduction via centralized vetting
- Technical debt avoidance
- Elimination of duplicative spend
- IT
- Library
- Departmental teams
- Splunk
- Slack
- Shibboleth
- Tableau
IT Project Intake and Approval Workflow
Run IT project intake, approval routing, eDiscovery legal holds, application vetting, and server inventory in one governed base, with every request carrying a status, an assigned reviewer, and an audit trail. Built-in automations alert reviewers to new requests, auto-list approved apps in the registry, and send a weekly digest, while AI fields summarize each request, screen application risk, and draft custodian hold notices.
From scattered requests to one governed intake
Copy the templates
Route to the right reviewer
Connect it to the rest of governance
FAQ
Frequently asked questions
The original workflow tracked project requests for one department. As IT governance broadened, the same intake and approval structure extended to Central IT, Security, and other departmental teams instead of building a separate tool for each.
Keeping all four workflows in one base means IT leaders can see project status alongside legal hold status and vetting decisions instead of checking multiple disconnected systems.
A structured intake form and an approval routing step. Requests carry a status and an assigned reviewer instead of living in inbox threads.
Slack notifications alert reviewers when a new project request needs attention, so approvals do not wait on someone checking a table manually.
Not for the intake and approval steps themselves. The structured request data this workflow produces is the kind of foundation the account is exploring AI summarization for elsewhere in its legal and grants work.