In Cognota, all intake requests will be visible in the Requests section of the platform.
In this section, you can view, search, filter, sort, import, and export intake requests received by the business. You can also add a new request by clicking the Create Request button.
By clicking into an individual request, you'll be presented with two tabs:
Request Details — shows all information submitted with the request. If the form was built with multiple pages, each page appears as a labeled tab at the top of the view for easy navigation. Any fields or pages marked as internal are visible to learning team users only. As the Request Owner or Admin, you can approve, waitlist, or decline the request using the status dropdown in the top right.
Linked Projects — shows any projects associated with the request. From this tab you can:
Create Project — available once the request has been Approved. Creates a new project directly from the request.
Link to Existing Project — available once the request has been Approved. Search for and link an existing project to the request. Note that projects can also be linked from the project side, regardless of the request's status.
When a request status is changed to Approved, Waitlisted, or Declined, the requester will be notified automatically.
When updating a status, you can include a comment to provide context to the requester. Comments are visible on the request and can be shown or hidden using the View comments toggle.
💡 Note: If you are reviewing a request submitted via a legacy form, you will instead see four sections within the request: Basic Information, Request Details, Additional Information, and Internal Information.
Request Status and Priority Definitions
These definitions are provided as general guidance to help teams apply consistent structure to intake requests; however, organizations may adapt and use these statuses and priorities in the way that best fits their internal processes.
Request Status
In Review — The request has been submitted and is currently being evaluated by the learning team.
Waitlisted — The request has value but cannot be worked on immediately due to capacity or prioritization.
Approved — The request aligns with priorities and will move forward as a learning initiative or project.
Declined — The request will not proceed, typically due to misalignment with priorities or scope.
Request Priority
Low — Limited urgency or business impact; can be scheduled when capacity allows.
Medium — Important but not urgent; planned through the normal intake and prioritization process.
High — Urgent or high-impact request that requires accelerated review and action.You can also add comments to leave feedback on the request, which will notify the requester.
By clicking the "..." menu on a request, you have the following options:
Delete Request — permanently remove the request
Archive Request — archive the request, removing it from your active requests list
Cancel Request — cancel the request without deleting it
Editing a Request
What you can edit depends on your role and the current status of the request.
Request Owners and Admins can edit all fields when a request is In Review or Waitlisted. When a request is Approved, all fields can be edited except Business Unit.
Requestors can edit all fields when a request is In Review or Waitlisted. Once a request is Approved or Declined, requestors cannot edit any fields.
Request Owners and Requesters can add Reviewers to their requests.
A Reviewer is a learning team or business user invited to review the request.
Reviewers can view, update, comment on, and download the request, but they cannot approve, decline, waitlist, or cancel the request.
Please note that only registered users can be added as Reviewers, and users will be notified via email when they have been invited to join as a Reviewer.
