Facility maintenance request tracking

Purpose

1.1 Enable real-time, automated intake, tracking, escalation, and closure of facility maintenance requests in aquariums to ensure equipment uptime, compliance with safety, and efficient workflow across maintenance teams, involving multi-channel input capture, intelligent routing, digital record-keeping, notifications, reporting, and integration with asset management and scheduling systems.
1.2 Cover both scheduled and ad-hoc repairs, hazardous event management, and integration with facility IoT sensors for proactive response and historical analytics.

Trigger Conditions

2.1 Staff or visitors submit a maintenance request via web, mobile app, SMS, email, or kiosk.
2.2 IoT sensor detects abnormal readings (temperature, water quality, lights, etc.).
2.3 Scheduled maintenance window is reached, or preventive maintenance task becomes due.
2.4 Escalation: request is unassigned/overdue beyond SLA.

Platform Variants

3.1 Microsoft Power Automate
• Function: Scheduled/instant flows to monitor maintenance forms (SharePoint, Forms) and route data.
• Use: Create flow -> trigger "When a new response is submitted" (Forms) -> action "Create item" (SharePoint list).

3.2 ServiceNow
• Function: Facilities Service Management API for automated ticket creation, assignment, and updates.
• Use: POST /api/sn_fam/facilities/request to register new request, map status changes.

3.3 Salesforce Service Cloud
• Feature: Omni-Channel Routing for auto-assignment to maintenance teams.
• Use: Configure Service Console -> Routing Config -> API: /services/data/vXX.X/sobjects/Case/ for request logging.

3.4 Google Forms with Apps Script
• Feature: On form submit trigger script for incident creation.
• Use: Google Apps Script -> "onFormSubmit" -> push to Sheets and send email to facilities.

3.5 Zendesk
• API: Tickets API for creating and updating facility maintenance tickets.
• Use: POST /api/v2/tickets.json with custom fields for location and urgency.

3.6 Twilio SMS
• Feature: Receive SMS-based requests via Twilio webhook; forward content to ticketing backend.
• Use: Incoming SMS -> Twilio Function -> Forward to webhook.

3.7 PagerDuty
• Feature: Incident triggering for critical maintenance events via Events API.
• Use: Send POST /v2/enqueue to alert on category-based logic.

3.8 Slack
• Feature: Slash commands or incoming webhooks for team notifications.
• Use: POST request to Slack channel webhook when a new issue arises.

3.9 Jira Service Management
• API: Create and transition Issues via /rest/api/3/issue.
• Use: POST facility request as Issue Type "Maintenance."

3.10 IBM Maximo
• Feature: REST API "Create Service Request" for asset-specific issues.
• Use: POST /maxrest/rest/os/mxsr to register new service request.

3.11 Monday.com
• Feature: Boards for tracking maintenance tickets; GraphQL mutation for new items.
• Use: API mutation `create_item` to log requests.

3.12 Trello
• Feature: Card creation on maintenance list per request.
• Use: POST /1/cards to board with custom fields for type and priority.

3.13 Freshservice
• API: Requester portal/API POST /api/v2/tickets for new issues.
• Use: Map fields for locations/assets.

3.14 Google Calendar
• Feature: Auto-create events for scheduled repairs or follow-ups.
• Use: POST /calendars/calendarId/events.

3.15 Smartsheet
• Feature: Sheet row creation via API for request tracking/logging.
• Use: POST /sheets/{sheetId}/rows.

3.16 Notion
• Feature: Database entries per maintenance incident via API.
• Use: PATCH /v1/pages for update, POST for new issue.

3.17 Asana
• Feature: Tasks for each maintenance activity.
• Use: POST /tasks to project section for facilities.

3.18 Email (Microsoft Outlook 365 API)
• Feature: Read incoming emails, auto-parse and log requests.
• Use: Use Microsoft Graph API, subscribe to inbox -> parse facility emails.

3.19 SAP Business Technology Platform
• Feature: Facility IoT integration, trigger on asset data deviation.
• Use: API for event-based workflow creation (SAP Workflow Service).

3.20 HubSpot Service Hub
• Feature: Use ticket pipelines for maintenance tracking, API post to /crm/v3/objects/tickets.
• Use: Map properties for asset, urgency, requester.

3.21 Zapier
• Feature: Multi-platform automation; watch forms or emails and trigger custom webhook.
• Use: Connect form/file/email source -> Action: Webhook/maintenance system integration.

Benefits

4.1 Reduce manual data entry and error with digital, automated logs and reminders.
4.2 Accelerate response, minimize downtime, and ensure regulatory compliance.
4.3 Streamline communication between staff, vendors, and contractors.
4.4 Enhance visibility via dashboards, reporting, and searchable history.
4.5 Integrate with analytics to improve preventive maintenance planning.