Maintenance request submission and notifications

Purpose

1. Automate maintenance request submission, routing, and notifications for design institute facilities.

2. Enable automated, immediate maintenance ticket creation from staff or students via multiple interfaces (web, app, email, chat).

3. Centralize requests for infrastructure and facility management, assigning priorities and notifying responsible teams instantly.

4. Automatedly track request statuses and escalate overdue tasks to supervisors, automating communication throughout.

5. Integrate records into existing asset management and reporting systems, ensuring seamless, auditable workflows.

Trigger Conditions

1. Online form submission by staff or student for new maintenance request.

2. Email with specified keywords received to a designated facility management address.

3. Message with defined tags or templates posted in facility management chat group.

4. Physical sensor (IoT) alerts reporting fault or maintenance requirement.

5. Periodic scheduled infrastructure audits identifying automatable maintenance items.

Platform Variants

1. Microsoft Power Automate

• Feature/Setting: Use "When a form is submitted" (Microsoft Forms) to automate ticket creation; configure "Send email notification" for immediate alerts.
  

2. Google Workspace (Apps Script, Forms, Gmail)

• Feature/Setting: Script "On form submit" event to automate email, Sheets entry, and forwarding to teams.
  

3. ServiceNow

• Feature/Setting: Configure REST API inbound webhook for automating ticket creation and workflow initiation.
  

4. Zendesk

• Feature/Setting: Use "Triggers" and "APIs" to automate ticket creation and notifications to maintenance staff.
  

5. Jira Service Management

• Feature/Setting: POST request to "/rest/api/2/issue/" endpoint for automated request logging; configure automation rules for status change notifications.
  

6. Asana

• Feature/Setting: Automate task creation via "Asana API" POST /tasks, set up notifications through project rules.
  

7. Slack

• Feature/Setting: Use "Slack Events API" to automate capturing messages; configure bot to trigger maintenance workflow.
  

8. Twilio SMS

• Feature/Setting: Automate SMS inbound webhook for maintenance keywords; auto-acknowledge and forward to ticketing system.
  

9. SendGrid

• Feature/Setting: Automated email parsing from maintenance address; auto-generate notifications using SendGrid API.
  

10. Freshservice

• Feature/Setting: "Automator" rules to detect new tickets and notify the appropriate facilities team; REST API for integration.
  

11. BMC Helix ITSM

• Feature/Setting: "Smart IT Events" trigger automated ticket creation; notify teams via built-in automation.
  

12. Salesforce Service Cloud

• Feature/Setting: "Process Builder" automation for case creation and notification emails; configure Service Cloud APIs.
  

13. Monday.com

• Feature/Setting: "Automations center" to trigger item creation and automated status notifications.
  

14. Zoho Creator

• Feature/Setting: Deluge script "On form submit" to trigger automated records and team notifications.
  

15. Notion

• Feature/Setting: Use Notion API and "database triggers" for automated issue logging and notifications to shared workspace.
  

16. Trello

• Feature/Setting: "Butler automation" to create and assign cards on maintenance requests; webhook for notifications.
  

17. Airtable

• Feature/Setting: "Automations" tool to automate ticket entries and ping maintenance contacts on updates.
  

18. PagerDuty

• Feature/Setting: Automated incident creation via REST API for high-priority maintenance; notify personnel automatically.
  

19. Ivanti Service Manager

• Feature/Setting: Workflow Automation triggers on ticket creation, email, and status change notifications.
  

20. SAP Service Cloud

• Feature/Setting: "Intelligent Ticket Routing" configure to automate assigning and email alerts, integration via OData APIs.
  

Benefits

1. Automates the entire maintenance request lifecycle, eliminating manual errors and delays.

2. Ensures all stakeholders are automatically notified in real-time, speeding up response to facility issues.

3. Automating audit trails and escalation paths improve accountability and transparency.

4. Frees up staff for more productive tasks by automatedly handling repetitive request management.

5. Enables automatable integration with other systems (asset management, analytics) for comprehensive infrastructure oversight.