Turn intake submissions into proposals

Intake forms collect requests from people who do not work in Onplana, stakeholders, other departments, even external clients. When a submission turns out to be a real initiative rather than a quick task, you can convert it into a governance proposal in one click and let the pipeline take it from there.

Convert a submission

1. Open Intake Forms in the sidebar and open the form’s submissions from its Submissions count.

2. Expand a submission to read the answers, then select To Proposal on its row.

3. A draft proposal is created immediately, with you as the submitter. Open it from the Governance page to review what carried over.

What carries over

The conversion maps the submission’s answers onto the proposal using the field names your form uses. A title-like field (such as a project title or subject) becomes the proposal title, falling back to the form’s name when there is none. Problem statement, justification, or description text becomes the proposal’s description and business justification, and an estimated budget field carries over as the estimated budget. Everything else stays readable on the original submission, which remains linked.

Tip

Treat the converted proposal as a starting point, not a finished submission. Inbound requesters rarely supply a sponsor, duration, or risk level, so fill those in before you select Submit for Review, the first gate scores executive backing and clarity, and a bare proposal will score poorly. See Submit a proposal for what reviewers expect.

Who can convert

Converting requires intake management rights, Portfolio Manager and above by default, plus the Enterprise governance feature. Intake forms themselves are available from the Pro plan; it is only the conversion to a proposal that needs governance.

Safe to click twice

Conversion is idempotent. If a submission has already been converted, selecting To Proposal again simply returns the existing proposal instead of creating a duplicate, so two managers triaging the same inbox cannot flood the pipeline with copies.

FAQs

The submission should be a project or task, not a proposal. What then? Intake forms can also create tasks or projects directly, depending on how the form is configured. Conversion to a proposal is the right path only when the request needs a governance decision before work starts.

Who is recorded as the proposal’s submitter? You, the person who converted it. The original requester’s details stay on the linked intake submission, including whatever name they entered, which is shown as unverified since public forms cannot prove identity.

What stage does the converted proposal start in? Draft, like any other proposal. Nothing enters review until you submit it, and from there it follows the standard proposal pipeline.