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Problem
Form Chaos and Disjointed Projects
Weev, a company managing intricate EV infrastructure projects, was struggling with disjointed form request workflows and siloed project tracking. Teams faced daily friction navigating dual pipelines (“Managed” and “Fully Funded”) without consistent naming conventions or visibility into shared data. Each project required coordinated input across legal, engineering, and sales—but the tools in place led to redundant entries, inconsistent data capture, and missed communication.
"We’d end up with two opportunities with the same name in different pipelines, and confusion on which project was being worked on,” said Bob Sittlington. Adding to the complexity, manual form handling created delays: “I need those forms working—that’s the biggest blocker for me right now.”
Requests to internal teams like Legal or Engineering lacked traceability, often resulting in missed assignments and ambiguous ownership. Tracking form submissions and linking them back to opportunities or projects required extensive manual effort, leaving key personnel like Bob and Laura Mellor overwhelmed and reliant on workarounds.
Q1
Solution
One Portal, Unified Workflows
Weev implemented a highly customized system that consolidated form management, automated assignment workflows, and created real-time visibility across projects. By introducing a multi-select form request system connected to project records, the team could now initiate, track, and manage form requests all from a central portal.
Key features included:
- A form request portal integrated with both CRM and project management pipelines
- Conditional automations that routed tasks (e.g., Legal Due Diligence) to the correct person or team
- Dynamic email notifications and record-linked views for stakeholders like Rory in Legal
- Automated record creation to avoid duplicate forms and enhance data integrity
Q2
Results
Operational Flow, Without the Friction
The outcome was transformative. Weev's teams now launch project workflows with clarity, assign tasks to appropriate departments automatically, and monitor form request progress in real time.
“We no longer chase people or re-enter data. It just flows,” said Bob. Legal now receives contextual emails with pre-filled data, and team members can hand off or reassign responsibilities seamlessly during absences.
From project creation to completion, SmartSuite has become Weev’s operational backbone—centralizing their work, eliminating manual bottlenecks, and future-proofing their process scalability. As Bob summarized, “If we can automate this much already, there’s no reason we can’t build everything else we need right in SmartSuite.”
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