Manage temporary space closures agentic workflow

  • Release version: Zurich
  • Updated July 28, 2026
  • 3 minutes to read
    • Summarize
    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 automates the process of temporarily blocking workplace locations during emergency maintenance cases. When an emergency workplace maintenance request is assigned to the Workplace Event Planners group, AI agents take over to manage room closures and reservations efficiently. This workflow ensures minimal disruption by relocating existing reservations to alternative spaces and notifying relevant planners.

    Show full answer Show less

    Key Features

    • Automated Location Blocking: AI agents block affected rooms or spaces upon receiving an emergency maintenance request.
    • Reservation Management: Existing reservations at the blocked locations are automatically moved to other available spaces, including handling multi-building and group reservations.
    • Two-Way Communication: The AI agents interact with Workplace Event planners via the ServiceNow Otto panel conversational interface, requesting confirmation before blocking locations or changing reservations.
    • Notification and Updates: Planners receive notifications and case summaries through the Otto panel. All actions taken by AI agents are logged in the emergency maintenance case notes for transparency and review.
    • Trigger and Display Controls: The workflow triggers automatically when an emergency maintenance case assigned to the Workplace Event Planners group is created or updated. Notifications and outputs appear in the ServiceNow Otto panel for users with the appropriate role.
    • AI Agent Roles: Specific AI agents manage case retrieval, reservation processing, location blocking, and case notes updating to streamline the entire process.

    Practical Benefits for ServiceNow Customers

    • Ensures quick and coordinated response to emergency workplace maintenance by automating room closures and reservation adjustments.
    • Reduces manual workload for Workplace Event planners through autonomous AI actions while maintaining human oversight via confirmation prompts.
    • Improves communication and transparency by using the Otto panel for notifications and case updates.
    • Supports complex reservation scenarios, including multi-building and group bookings, ensuring comprehensive workspace management.
    • Provides easy access to workflow controls and triggers through AI Agent Studio, enabling customization and monitoring of the process.

    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

    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.

    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.

    • Retrieves impacted reservation from a location and blocks a location for maintenance.

      For more information, see Block a workplace location.

    • 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.

    • 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.

    Manage temporary space closures workflow

    To access the Maintenance Meeting rooms workflow:
    1. Navigate to All > AI Agent Studio > Overview > Manage Temporary space closures. For more information, see AI agents used in the Manage temporary space closures workflow.

      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.
    3. The Select Display option enables the ServiceNow Otto panel. For more information, see Select display.

    AI agents used in the Manage temporary space closures workflow

    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:

    Table 1. Connect AI agents
    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.
    .
    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

    Triggers for the Manage temporary space closures

    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:

    Table 2. Existing Triggers
    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.

    Select display

    In the Select display workflow, select Display to display the ServiceNow Otto 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.