Manage temporary space closures agentic workflow

  • Release version: Australia
  • Updated March 12, 2026
  • 3 minutes to read
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    Summary of Manage temporary space closures agentic workflow

    The Manage temporary space closures agentic workflow automates the process of handling emergency workplace maintenance by temporarily blocking affected locations and managing impacted reservations. This workflow activates when an emergency maintenance request case is assigned to a user in the Workplace Event Planners assignment group. It ensures that maintenance tasks are executed efficiently while minimizing disruption to workplace reservations.

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    Key Features

    • Automated Location Blocking: AI agents block rooms or locations that require emergency maintenance, preventing new reservations during the closure.
    • Reservation Management: Existing reservations at the blocked locations are identified and moved to alternative available spaces. Multi-building and group reservations are also handled automatically.
    • Interactive Notifications: Workplace Event Planners receive notifications and case summaries through the Now Assist panel, enabling them to review and confirm actions such as blocking locations or moving reservations via conversational interface.
    • Case Updates and Transparency: All actions performed by AI agents are logged in the emergency maintenance case notes, allowing Workplace Event Planners to track the workflow progress and actions taken.
    • Trigger Conditions: The workflow is triggered when an emergency maintenance case is created or updated and assigned to a Workplace Event Planner while the case status is active.
    • AI Agents Involved: Includes specific AI agents such as Case Retriever, Reservation Resolution Processing, and Workplace Case Notes Updater that collectively retrieve case data, manage reservations, and update case documentation.

    Practical Use for ServiceNow Customers

    By implementing this workflow, ServiceNow customers can automate and streamline the response to emergency workplace maintenance events. It reduces manual coordination by automatically managing space closures and reservation adjustments while keeping Workplace Event Planners informed and in control through interactive notifications. This leads to faster resolution of maintenance incidents, better communication, and minimized disruption to workspace users.

    Access and Configuration

    • The workflow can be accessed via All > AI Agent Studio > Overview > Manage Temporary space closures.
    • Enabling the Now Assist panel display allows designated users (with the nowassistpanelrole) to receive and respond to AI agent notifications.
    • Trigger conditions and AI agents involved can be reviewed and customized within the Describe and Connect workflow interface.

    This team of AI agents temporarily block a location when there’s an emergency workplace maintenance case is submitted.

    Manage temporary space closures workflow overview

    AI agent executes maintenance tasks, blocks a room for maintenance, and moves any existing reservation to another location when the emergency workplace maintenance requested is assigned to a user in the Workplace Event Planners assignment group. For more information, see Submit an emergency maintenance request.

    The team of AI agents block a room for emergency maintenance and move any existing reservations from the blocked location to another location. Multi-building and group reservations are also handled by the agents. AI agents send notification to Workplace Event planners using the Now Assist panel. The team of AI agents autonomously perform the following:
    • Retrieves the case details from the emergency maintenance request.

      For more information, see View emergency maintenance case details.

    • Retrieves impacted reservation from a location and blocks a location for maintenance.

      For more information, see Block a workplace location.

    • AI agents notifies workplace event planners with case resolution and summarization using the Now Assist panel conversational interface.

      AI agents take confirmation from Workplace planners before blocking a location or before moving a reservation to another location. Workplace Event planners can respond to AI agents queries using the conversational interface of the Now Assist panel. For more information, see Review notifications in the Now Assist panel.

    • Updates the emergency maintenance request case notes with all the actions taken. Workplace Event planners can review the activity log to know the actions taken by AI agents.

      For more information, see View emergency maintenance case details.

    Manage temporary space closures workflow

    To access the Maintenance Meeting rooms workflow:
    1. Navigate to All > AI Agent Studio > Overview > Manage Temporary space closures. For more information, see AI agents used in the Manage temporary space closures workflow.

      The Manage temporary space closure Describe and Connect workflow opens.

    2. Select Define Trigger to review the trigger factor (Emergency Meeting rooms) for this agentic workflow. For more information, see Triggers for the Manage temporary space closures.
    3. The Select Display option enables the Now Assist panel. For more information, see Select display.

    AI agents used in the Manage temporary space closures workflow

    The Connect AI agents section in the Describe and Connect workflow displays the AI Agents that are working on the Manage temporary space closure workflow.

    The following agents are used to Manage temporary space closures workflow:

    Table 1. Connect AI agents
    AI agent Name Description AI agent tools and resources
    Workplace Case notes Workplace case notes updater Workplace case notes update
    Case Retriever Case Retriever
    • Get meeting room maintenance case details.
    • Get details of change event case details.
    .
    Reservation resolution processing AI agent Reservation resolution processing AI Agent
    • Auto-resolution for all the reservations.
    • Fetch Reservations for a location and time range,Block location

    Triggers for the Manage temporary space closures

    When an emergency maintenance request is assigned to a user in the Workplace Event Planners group, AI agentic workflow Manage temporary space closures is triggered. In the Define trigger workflow, the agentic workflow begins executing when the trigger meets the following conditions:

    Table 2. Existing Triggers
    Field Description
    Name Emergency maintenance case
    Trigger Created or updated

    An emergency maintenance case is submitted and a workplace case is created. When the workplace case is assigned to Workplace Event planners, AI agenticManage temporary space closures workflow is triggered.
    Table Workplace Case [sn_wsd_case_workplace_case]
    Conditions [Assigned to] [is not empty][Workplace service] is [Emergency maintenance]
    Run as assigned_to
    Channel Now Assist panel
    Status Active
    Note:
    When the status is Active, the AI agent is triggered autonomously.

    Select display

    In the Select display workflow, select Display to display the Now Assist panel. Workplace users with the now_assist_panel_role receive notifications for the triggered use case output. When the Now Assist panel option is enabled, the AI agent output or notifications are displayed in the Now Assist panel.

    Note:
    To view the output from a triggered use case, you should have the now_assist_panel_role.

    Select this option to receive and review notifications send by AI agents in the Now Assist panel. AI agents send notifications to Workplace Event planners in the Now Assist panel with the case resolution and summarization notes. It asks for Workplace Event planners confirmation before blocking a location and moving any impacted reservations to another available workspace or before updating an existing reservation's date, time, and duration. For more information, see Review notifications in the Now Assist panel.