Technical Request Intake Workflow
Streamline internal IT, data, and engineering requests with an intelligent, adaptive intake process. Powered by an Adaptive Question Engine (GPT-4o-mini), Semantic Deduplication (vector embeddings), Fatigue Detection, and Smart Completion—then auto-generates briefs and work items in your PM tools.
Request Initiation
A business stakeholder opens a shareable link or embedded widget to start a new technical request. The request type (e.g., dashboard, automation, integration, access request) is auto-detected from the first prompt, and metadata (department, urgency, due date) is captured via quick chips.
User types: “Need a cross-dept compliance dashboard by end of Q2.” → Platform auto-tags: {type: 'Analytics/Dashboard', urgency: 'High', targetDate: 'Q2'}
AI Intake Survey Begins
The Adaptive Question Engine tailors follow-ups based on prior answers and conversation history. Inline validations (numbers, dates, URLs) ensure clean inputs; attachments (CSV, screenshots) are ingested for context.
AI: “Which processes are most affected?” · “Roughly how many users are impacted weekly?” · “What outcomes or KPIs define success?” (e.g., ‘on-time submissions ↑ to 95%’)
Adaptive Deep Dives
If the request is vague, targeted probes expand scope/context (systems, constraints, data sources). If details are already present (in text or files), Semantic Deduplication (embeddings) suppresses redundant questions. Conditional branches shift to the relevant path (e.g., if integrations are mentioned, branch to auth, API limits, and data refresh cadence).
AI: “What tasks should this automate?” · “Which systems must it connect to (e.g., Workday, SharePoint, Procore, Salesforce)?” · “Data freshness requirements (real-time, hourly, daily)?”
Fatigue Detection & Smart Completion
The platform monitors response length and latency to detect fatigue. When confidence in coverage passes your threshold, it auto-summarizes requirements for confirmation and ends the intake. Users can ‘Add detail’ or ‘Confirm & finish.’
AI summary: “You need a weekly compliance dashboard for ~15 users, pulling from SharePoint + HRIS, success = on-time reports ≥95% and exception rate ≤3%—is this accurate?”
Automated Output
Generates a structured project brief (problem, users, KPIs, scope, non-goals, risks, data sources, dependencies). Then it converts the brief into an Epic with user stories and tasks (with acceptance criteria and effort placeholders) using your template pack. Pushes items via API/webhooks to Jira, Asana, Trello, or ServiceNow and links back to the signed brief.
Output: Epic “Compliance Dashboard v1” → Stories: ‘Define data model,’ ‘Ingest HRIS + SharePoint,’ ‘Build KPI tiles,’ ‘Role-based access,’ each with acceptance criteria. Auto-posted to Jira with labels and components.
Handoff to Technical Teams
Tech teams receive a complete intake package with artifacts: formatted brief, requirements matrix, RACI snapshot, and initial timeline assumptions. Stakeholders get a read-only link to track status in the PM tool. SLA cues and priority tags are applied based on business impact and urgency.
Engineering views Epic + Stories in Jira with linked brief; requester sees status updates (Backlog → In-Refinement → In-Progress) without extra emails.
Key Benefits
Transform your workflow with these powerful advantages
Eliminates vague, incomplete requests
Speeds intake → project plan in minutes
Consistent briefs and work items every time
Less back-and-forth; more time building