---
sourceDocument: Australia Employee Service Management
sourceDocumentLink: https://www.servicenow.com/docs/r/australia/employee-service-management

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia 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: Australia  
Updated July 28, 2026  
![](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 in ServiceNow Australia release automates the handling of emergency workplace maintenance cases by temporarily blocking affected locations and managing impacted reservations.
This workflow is triggered when an emergency maintenance request is assigned to a user in the Workplace Event Planners assignment group.
Show full answer Show less  
The AI agents involved autonomously retrieve case details, block rooms for maintenance, relocate existing reservations to alternative spaces, and communicate with Workplace Event Planners through the ServiceNow Otto panel conversational interface. Multi-building and group reservations are also managed automatically.

## Key Features

* **Case Retrieval:** AI agents obtain emergency maintenance case details to understand the impacted location and scope.
* **Reservation Management:** Existing reservations at affected locations are identified and moved to alternate spaces to minimize disruption.
* **Location Blocking:** Rooms or workspaces are blocked for maintenance to prevent new reservations during the closure period.
* **Interactive Notifications:** AI agents notify Workplace Event Planners using the ServiceNow Otto panel, requesting confirmation before blocking locations or moving reservations.
* **Activity Logging:** All actions taken by AI agents are documented in the emergency maintenance case notes for review by Workplace Event Planners.
* **Trigger Conditions:** The workflow automatically starts when an emergency maintenance case is created or updated and assigned to a Workplace Event Planner with an active status.
* **AI Agent Roles:** Specific AI agents handle case note updates, case retrieval, and reservation resolution to ensure smooth coordination of maintenance and workspace availability.
* **ServiceNow Otto Panel Integration:** The workflow leverages the Otto panel to deliver notifications and enable conversational confirmations, requiring users to have the nowassistpanelrole to interact.

## Practical Benefits for ServiceNow Customers

* Automates urgent workplace maintenance response, reducing manual coordination effort.
* Minimizes disruption by proactively moving reservations and blocking spaces during maintenance.
* Ensures clear communication and control by involving Workplace Event Planners through interactive confirmations.
* Provides transparent activity tracking by updating case notes with AI actions for audit and review.
* Supports complex reservation scenarios including multi-building and group bookings.

## How to Access and Configure

To use the workflow, navigate within ServiceNow to **All \> AI Agent Studio \> Overview \> Manage Temporary space closures**. From there, you can review and define triggers, manage AI agent connections, and enable the Now Assist (Otto) panel for notifications and interactions.  
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}

AI agent executes maintenance tasks, blocks a room for maintenance, and moves any existing reservation to another location. This occurs 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](https://www.servicenow.com/docs/E936dtSPtaCtAUdGco6Y7A "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 ServiceNow Otto 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://www.servicenow.com/docs/CO3Xovaw8mdxF~j_0TMBuw "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://www.servicenow.com/docs/jUdYh_Yg_CE8Mu9ikAvkPw "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 ServiceNow Otto 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 ServiceNow Otto panel. For more information, see [Review notifications in the ServiceNow Otto panel](https://www.servicenow.com/docs/RXw3_dW5zmWW96hFmSdWYQ "Review notifications by AI agents in the ServiceNow Otto 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://www.servicenow.com/docs/CO3Xovaw8mdxF~j_0TMBuw "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://www.servicenow.com/docs/awISDhbRkBTFzXRUMwN3oQ#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://www.servicenow.com/docs/awISDhbRkBTFzXRUMwN3oQ#maintenance-meeting-room-agent-ai__section_df4_y1y_w2c).
3. The Select Display option enables the ServiceNow Otto panel. For more information, see [Select display](https://www.servicenow.com/docs/awISDhbRkBTFzXRUMwN3oQ#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 ServiceNow Otto panel option is enabled, the AI agent output or notifications are displayed in the ServiceNow Otto 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 sent by AI agents in the Now Assist panel. AI agents send notifications to Workplace Event planners in the ServiceNow Otto panel with the case resolution and summarization notes. The AI agent asks for Workplace Event planners confirmation before blocking a location and moving any impacted reservations to another
available workspace. It also asks for confirmation before updating an existing reservation's date, time, and duration. For more information, see [Review notifications in the ServiceNow Otto panel](https://www.servicenow.com/docs/RXw3_dW5zmWW96hFmSdWYQ "Review notifications by AI agents in the ServiceNow Otto panel.").
**Related concepts**   

* [Help manage workplace reservations agentic workflow](https://www.servicenow.com/docs/JZpvsHTHQH_8phhv0Q57ag "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://www.servicenow.com/docs/OO4N31P~AGeAGgTDbupazg "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://www.servicenow.com/docs/3SFi7ef00TwyaOSTh83jCQ "This AI agent helps map admins configure the map during bulk updates to Indoor Mapping.")
* [Workplace Advisor Overview](https://www.servicenow.com/docs/nv6K2Os0HM5wl12zgCJIZQ "Workplace Advisor is an AI-powered solution designed to help Space Planners and Facilities Managers optimize workplace management through intelligent insights and conversational support.")
* [Workplace Concierge agentic workflow](https://www.servicenow.com/docs/vrGWTXZ1HQggP6gufdA3qw "Use the Workplace Concierge agentic workflow to register visitors from existing communication tools like emails, calendars, or the Virtual Agent.")
* [Implement Autonomous L1 Agent for Workplace](https://www.servicenow.com/docs/xUCrSB7Rqx1vi6v3y1g9~Q "Use the Autonomous L1 Agent for Workplace agent that automatically resolves General Inquiry workplace cases without requiring manual agent intervention.")  
**Related topics**   

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

*[\>]: and then