---
sourceDocument: Yokohama Employee Service Management
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/employee-service-management

 Release :

    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama Employee Service Management

ft:clusterId :

    - emplsm

bundleId :

    - emplsm

workflow :

    - Employee


---

# Manage temporary space closures agentic workflow

# Manage temporary space closures agentic workflow {#ariaid-title1}

Release version: Yokohama  
Updated September 7, 2025  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read
Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Manage Temporary Space Closures Agentic Workflow

The Manage Temporary Space Closures agentic workflow automates the process of blocking workplace locations during emergency maintenance requests.
When such a request is submitted and assigned to the Workplace Event Planners group, AI agents execute tasks to block the affected room and relocate any existing reservations to alternate locations, ensuring minimal disruption.
This workflow supports multi-building and group reservations and provides notifications and confirmations through the Now Assist panel.
Show full answer Show less  

## Key Features

* **Automated Location Blocking:** AI agents autonomously block rooms for maintenance upon receiving an emergency maintenance case assigned to Workplace Event Planners.
* **Reservation Relocation:** Existing reservations impacted by the closure are automatically moved to other available locations.
* **Multi-Building and Group Support:** The workflow handles complex reservation scenarios including multiple buildings and group bookings.
* **Now Assist Panel Notifications:** AI agents communicate with Workplace Event Planners via the Now Assist panel, sending case summaries, action confirmations, and requesting approvals before proceeding with blocking or moving reservations.
* **Activity Logging:** All actions performed by AI agents are updated in the emergency maintenance case notes, allowing planners to review the activity log for transparency and tracking.
* **Trigger Conditions:** The workflow is triggered when an emergency maintenance case is created or updated and assigned to Workplace Event Planners, with the AI agents operating autonomously when active.
* **Role-Based Access:** Only users with the *nowassistpanelrole* can receive notifications and interact with AI agents through the Now Assist panel.

## How to Access and Use the Workflow

* Navigate to **All \> AI Agent Studio \> Overview \> Manage Temporary Space Closures** to open the workflow interface.
* Review and define triggers based on emergency maintenance case assignments.
* Enable the Now Assist panel display option to receive and respond to AI agent notifications and confirmations.
* Interact with AI agents through the conversational interface for approvals before locations are blocked or reservations moved.
* Monitor case notes and activity logs for detailed records of AI agent actions.

## AI Agents Involved

* **Workplace Case Notes Updater:** Updates notes on emergency maintenance requests with AI actions taken.
* **Case Retriever:** Retrieves details of emergency maintenance cases and related change events.
* **Reservation Resolution Processing AI Agent:** Automatically resolves impacted reservations by fetching and relocating them as necessary.
* **Block Location Agent:** Handles the blocking of workplace locations involved in maintenance.

## Practical Benefits for ServiceNow Customers

This agentic workflow streamlines emergency workplace maintenance management by automating space closures and reservation adjustments, reducing manual effort and response times. Customers benefit from improved communication through Now Assist, enhanced operational efficiency, and clear audit trails of AI activities related to emergency maintenance events.  
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 {#maintenance-meeting-room-agent-ai__section_f2d_h1y_w2c}

When an emergency workplace maintenance request is assigned to a user in the Workplace Event Planners assignment group, the AI agent executes maintenance tasks and blocks the room for maintenance. The agent moves any existing reservation to another location. For more information, see [Submit an emergency maintenance request](https://servicenow-prod.fluidtopics.net/RTI5GopiqzGH7_4T_rPa5A "Submit an emergency maintenance request for a meeting room.").  
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](https://servicenow-prod.fluidtopics.net/p2JSGCQ7X~eCDndSQEA0Lw "Workplace Event planners can view the emergency maintenance case details and the actions taken by AI agents in the case work notes.").

* Retrieves impacted reservation from a location and blocks a location for maintenance.For more information, see [Block a workplace location](https://servicenow-prod.fluidtopics.net/vMz1BoHRzPRgB2gXAIxqaw "Block a workplace location for a specific period. The blocked workplace location is unavailable during the specified period for any type of reservation on the Workplace Reservation Management Reservation portal.").

* 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](https://servicenow-prod.fluidtopics.net/QtNUnOc6jW3lm3W5UtfXuA "Review notifications by AI agents 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](https://servicenow-prod.fluidtopics.net/p2JSGCQ7X~eCDndSQEA0Lw "Workplace Event planners can view the emergency maintenance case details and the actions taken by AI agents in the case work notes.").

{#maintenance-meeting-room-agent-ai__ul_kkl_5pg_x2c}

## Manage temporary space closures workflow {#maintenance-meeting-room-agent-ai__section_ltf_l1y_w2c}

To access the Maintenance Meeting rooms workflow:

1. Navigate to AllAI Agent StudioOverviewManage Temporary space closures. For more information, see [AI agents used in the Manage temporary space closures workflow](https://servicenow-prod.fluidtopics.net/pLKwO7S16t9bROSIHsmh2A#maintenance-meeting-room-agent-ai__section_ifc_bby_w2c).

   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](https://servicenow-prod.fluidtopics.net/pLKwO7S16t9bROSIHsmh2A#maintenance-meeting-room-agent-ai__section_df4_y1y_w2c).
3. The Select Display option enables the Now Assist panel. For more information, see [Select display](https://servicenow-prod.fluidtopics.net/pLKwO7S16t9bROSIHsmh2A#maintenance-meeting-room-agent-ai__section_bc5_ykn_x2c).
{#maintenance-meeting-room-agent-ai__ol_qsk_tjc_j2c}

## AI agents used in the Manage temporary space closures workflow {#maintenance-meeting-room-agent-ai__section_ifc_bby_w2c}

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:  
{#maintenance-meeting-room-agent-ai__table_cgv_crg_x2c__entry__3}

| 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. {#maintenance-meeting-room-agent-ai__ul_tbv_nrg_x2c}. |
| 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 {#maintenance-meeting-room-agent-ai__ul_mmh_wrg_x2c} |
[Table 1. Connect AI agents]

{#maintenance-meeting-room-agent-ai__table_cgv_crg_x2c}

## Triggers for the Manage temporary space closures {#maintenance-meeting-room-agent-ai__section_df4_y1y_w2c}

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:
{#maintenance-meeting-room-agent-ai__table_tdl_1zf_1fc__entry__2}

| 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. |
[Table 2. Existing Triggers]

{#maintenance-meeting-room-agent-ai__table_tdl_1zf_1fc}

## Select display {#maintenance-meeting-room-agent-ai__section_bc5_ykn_x2c}

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](https://servicenow-prod.fluidtopics.net/QtNUnOc6jW3lm3W5UtfXuA "Review notifications by AI agents in the Now Assist panel.").
**Related concepts**   

* [Help manage workplace reservations agentic workflow](https://servicenow-prod.fluidtopics.net/X6NQ_ZXSkMBoikGbiQDbjw "The Help manage workplace reservations agentic AI workflow enables Workplace Event Planners with rescheduling a planned reservation. AI Agents gather relevant information from a workplace reservation and update an existing planned reservation with a new date, time, and duration.")
* [Optimize cleaning activities agent overview](https://servicenow-prod.fluidtopics.net/96adg3yRrd_CcstS0s4NjA "The Optimize cleaning activities agent performs cleaning activities on a workplace location based on the space utilization threshold data.")
* [Automate map updates agentic workflow](https://servicenow-prod.fluidtopics.net/I65hdooEsm3CNLKRDp8w9Q "This AI agent helps map admins configure the map during bulk updates to Indoor Mapping.")  
**Related topics**   

* [Now Assist
  AI agents](https://www.servicenow.com/docs/access?context=na-ai-agents&version=yokohama&pubname=yokohama-intelligent-experiences&ft:locale=en-US)
* [Install Now Assist AI agents](https://www.servicenow.com/docs/access?context=install-ai-agents-plugins&version=yokohama&pubname=yokohama-intelligent-experiences&ft:locale=en-US)
* [AI Agent Studio](https://www.servicenow.com/docs/access?context=ai-agent-studio&version=yokohama&pubname=yokohama-intelligent-experiences&ft:locale=en-US)

*[\>]: and then