TICKET MANAGEMENT
Triage maintenance emails into Trello vendor work orders
Watches a facilities inbox, classifies each maintenance request by trade and urgency with AI.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email in facilities inboxGmail
- ActionClassify trade + urgency with AIOpenAI
- LogicRoute by trade category
- ActionCreate work-order card on vendor listTrello
- OutputReply to tenant with ticket numberGmail
What it does
Turns free-text maintenance emails into structured, routed work orders. Every inbound request lands as a Trello card on the correct vendor board list (plumbing, electrical, HVAC, general), tagged with priority, and the sender gets an automatic acknowledgement with a tracking reference.
When to use it
Use it when tenants or staff email a shared facilities address and someone is manually copy-pasting those into a tracker. Best for property managers running vendor dispatch out of Trello who want consistent classification and instant tenant acknowledgement.
How it works
- 1A new email arriving in the facilities Gmail inbox triggers the run.
- 2An AI step reads the subject and body, extracts the trade category, a one-line problem summary, and an urgency level (emergency / standard / low).
- 3A branch routes the request to the matching Trello list by trade, and emergencies get a red label.
- 4A Trello card is created with the summary, sender, and location in the description.
- 5The tenant receives a Gmail reply confirming the request with the new card ID as a ticket number.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect TrelloKanban boards for everything.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Ticket Management workflows
Enrich Discord bug reports with Sentry errors before filing in Linear
Takes a Discord bug report, has an LLM pull out likely error signatures, searches Sentry for matching events.
Front-to-Linear Recurring Bug Linker
When a Front ticket is tagged as a bug, it searches Linear for an existing matching issue and either links the ticket to that parent issue or opens a new tracked one.
Front Duplicate Conversation Clusterer
When a new Front conversation arrives, it semantically compares the report against open conversations.
Intercom Known-Issue Auto-Responder
When a new Intercom conversation matches a known active incident, it attaches the conversation to that incident's parent ticket and sends the customer the current status reply.
Weekly reopen-by-agent coaching digest
Aggregates each agent's solved-then-reopened tickets for the week, identifies the most common reopen reason per agent, and emails a private coaching digest to the support manager.
Escalate repeat reopens to a Linear bug
Detects when the same underlying issue reopens across multiple tickets, uses an AI agent to cluster them by root cause.
Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.