Administrative and Human ResourcesPurpose
1.2. Automate creation, assignment, notification, and status updates to maximize efficiency, minimize manual work, and provide verifiable records.
1.3. Deliver multi-channel notifications and reports to appropriate parties, leveraging integrations with facility management, communication, and reporting platforms.
Trigger Conditions
2.2. Incoming email or SMS directed to facilities support address or number.
2.3. Flagged entry in incident management or IoT sensor detects a maintenance-relevant anomaly.
2.4. Scheduled maintenance due date approaches based on facility asset calendar.
Platform Variants
3.1. ServiceNow
• Feature/Setting: Incident Management API—auto-create and update maintenance incidents upon trigger.
• Configuration: Configure POST to /api/now/table/incident with form data.
3.2. Microsoft Power Automate
• Feature/Setting: Flow automation—trigger on Microsoft Forms or SharePoint new item event to generate tasks and emails.
• Configuration: Use “When a new response is submitted” MS Forms trigger, add “Send an email” action.
3.3. Zendesk
• Feature/Setting: Ticket API—open new tickets for incoming requests and send updates to requesters.
• Configuration: POST to /api/v2/tickets with requester and maintenance details.
3.4. Google Sheets
• Feature/Setting: Sheets API—append new requests, automatically notify via email.
• Configuration: Use "spreadsheets.values.append", trigger Gmail send action.
3.5. Slack
• Feature/Setting: Incoming Webhooks—notify facility team in dedicated channel.
• Configuration: POST structured message to webhook URL with maintenance info.
3.6. Twilio
• Feature/Setting: Programmable SMS—send SMS updates to staff or contractors.
• Configuration: Use "Messages" API, POST to /2010-04-01/Accounts/{AccountSid}/Messages.json.
3.7. Freshservice
• Feature/Setting: Service Request API—auto-create facility tickets and assign to teams.
• Configuration: POST to /api/v2/tickets with request details.
3.8. Jira Service Management
• Feature/Setting: REST API—generate facility tickets per incident, track resolution.
• Configuration: POST to /rest/api/2/issue with maintenance template.
3.9. Trello
• Feature/Setting: Cards API—create new cards in maintenance board for every request.
• Configuration: POST to /1/cards with list ID and request info.
3.10. Asana
• Feature/Setting: Tasks API—create tasks, set assignees and due dates automatically.
• Configuration: POST to /api/1.0/tasks with fields for section and priority.
3.11. Google Calendar
• Feature/Setting: Events API—schedule on-site visits or maintenance due dates.
• Configuration: POST to /calendar/v3/calendars/calendarId/events.
3.12. Microsoft Teams
• Feature/Setting: Webhooks—send actionable message to facility management team.
• Configuration: POST adaptive card JSON to connector webhook.
3.13. Outlook (Microsoft 365)
• Feature/Setting: Mail API—notify requesters and confirm updates by email.
• Configuration: POST to /v1.0/me/sendMail with update message.
3.14. Salesforce Service Cloud
• Feature/Setting: Case API—open and update maintenance cases, attach communications.
• Configuration: POST to /services/data/vXX.X/sobjects/Case/ with requester data.
3.15. Airtable
• Feature/Setting: Record API—log request and status, trigger notifications via automation.
• Configuration: POST to /v0/{baseId}/{tableName} with request fields.
3.16. PagerDuty
• Feature/Setting: Events API—trigger urgent facility incident alerts.
• Configuration: POST to /v2/enqueue with incident payload.
3.17. Notion
• Feature/Setting: Database API—create a page per request, update status fields dynamically.
• Configuration: POST to /v1/pages with database id and properties.
3.18. Monday.com
• Feature/Setting: Item API—add items to maintenance board, auto-assign responsible.
• Configuration: POST to /v2 with mutation to create item.
3.19. ClickUp
• Feature/Setting: Task API—log maintenance requests as tasks, set custom fields for facility location.
• Configuration: POST to /api/v2/task with folder and custom attributes.
3.20. Zoho Creator
• Feature/Setting: Form API—submit maintenance requests, automatically assign via workflow rules.
• Configuration: POST to /api/{appLinkName}/form/{formLinkName}.
3.21. HubSpot
• Feature/Setting: Tickets API—log and update facility maintenance tickets, send workflow-based notifications.
• Configuration: POST to /crm/v3/objects/tickets with fields and associations.
3.22. Google Chat
• Feature/Setting: Webhooks—push status updates to maintenance chat room.
• Configuration: POST message payload with request summary.
Benefits
4.2. Improves administrative oversight with real-time dashboards and audit trails.
4.3. Centralizes multi-channel communication, ensuring all parties receive timely updates.
4.4. Scales efficiently as facilities expand or request volume increases.