Finding the Workflow Problem Before Building the Fix
How I consolidated scattered intake forms into one system, and built an AI agent to handle the busywork underneath it
The situation
Requests were coming in through multiple different intake forms, no shared structure, no consistent routing, and no easy way to see what was actually in the queue.
Before building anything, the real problem wasn't a missing tool, it was that nobody had mapped where the actual friction was.
What I did
Mapping the real workflow before touching a solution
I looked at how requests were actually moving, or not moving, through the existing forms and identified where things were getting lost, duplicated, or stuck without a clear owner.
Consolidating into one system with real logic behind it
I brought the scattered intake forms into a single board with conditional routing, so requests landed with the right team automatically instead of relying on someone manually triaging them.
Building the dashboard people actually needed
I built a dedicated intake dashboard with saved filters, so anyone checking status didn't have to dig, the view they needed was already there.
Automating the last piece of busywork
Once the workflow itself was solid, I designed a Rovo agent to automatically summarize form submissions directly into the Jira ticket descriptions, removing a manual step that added no real value, just time.
The result
A single intake system with automatic routing, a dashboard built around how the team actually needed to see the queue, and an AI agent quietly doing the repetitive part so people didn't have to.
Intake workflow, consolidated.