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A global real estate services firm ran a busy multifamily operations team on a general-purpose work tracker. Requests poured in, but there was no real workflow behind them. MXTechies replaced that with a Mendix platform that captures every request automatically, assigns it to the right person, tracks the time spent and checks the quality of the output. Managers now see the whole pipeline at a glance.
Request intake automation is software that captures, assigns and tracks work requests without manual follow-up. In this project, the solution automates the full life of a work request, from intake to closure. Requests arrive through Outlook, Microsoft Forms or manual entry, are allocated to processors, move through review and quality checks, and close with a complete record. Dashboards show managers who is working on what, how long it takes and where work is stuck.
- Client
- A global real estate services firm, multifamily capital markets team
- Platform
- Mendix, integrated with Outlook and Okta
- Replaces
- A general-purpose work-management tool with no workflow automation
- Users
- Processors, reviewers and managers
- Delivered by
- MXTechies, Mendix Certified Partner and Siemens Certified Partner
The challenge
The team’s data lived in a general work-tracking tool, but the process around it was almost entirely manual. That created five everyday headaches:
- Manual from start to finish: intake, allocation, processing, review and closure all relied on people moving work along by hand.
- No clear status: it was hard to tell where any single request stood.
- Blind spots on workload: managers couldn’t easily see who was working on what, or how work was being shared out.
- No time data: nobody could say how much effort each request really took.
- Patchy quality control: there was no standard review step and no consistent reporting, so accountability and improvement were hard to measure.
The solution
MXTechies built a unified Work Intake and Processing Automation platform on Mendix. It digitises the entire request lifecycle in one place and connects to the tools the team already uses.
Outlook integration captures requests straight from email, and Okta handles secure single sign-on. Everything after that, from allocation to quality review, runs through configurable workflows instead of manual follow-up.
Key features
Ten features, grouped by the stage of the request they serve.
Intake
Every request gets in, however it arrives.
01Automated email capture
- For the team
- Requests from Outlook are logged without copy-paste.
02Microsoft Forms intake
- For the team
- Business users submit structured requests through familiar forms.
03Manual request entry
- For the team
- Requests from calls or meetings still get logged properly.
Allocation and time
Every task owned, every minute counted.
04User allocation
- For the team
- Each request is assigned to a named processor.
05Allocation Tracker
- For the team
- Managers see workload across the team and rebalance it.
06Time tracking
- For the team
- Effort is recorded against every request.
Quality and control
Checked, configurable and secure.
07Quality Management workflow
- For the team
- Reviewers check work against a standard before it closes.
08Field-level configuration
- For the team
- Admins adjust fields without new development.
09Role-based dashboards
- For the team
- Separate views for processors, reviewers and managers.
10Okta single sign-on
- For the team
- Secure login with existing company credentials.
How it works
Every request follows the same six steps, from the moment it arrives to the report it feeds.
- CaptureA request arrives by email, form or manual entry and is logged automatically.
- AllocateA manager or rule assigns it to a processor, with workload visible in the Allocation Tracker.
- ProcessThe processor works the request and logs time against it.
- ReviewA reviewer checks the output through the Quality Management workflow.
- CloseThe request closes with its full history, time and quality record.
- ReportDashboards show volumes, turnaround, utilisation and quality trends.
Want to see how Mendix connects to Outlook, Okta and other systems? Visit our Mendix integrations page.
Outcomes
- One home for every request: intake, processing and review now run in a single platform.
- Real-time visibility: managers see request status, resource use and processing performance as it happens.
- Fair, visible workloads: the Allocation Tracker shows who has capacity and who is overloaded.
- Built-in quality: every request passes a standard review before closure.
- Stronger accountability: time and ownership are recorded for every piece of work.
Why build this on Mendix
- Real workflows, not task lists: Mendix models intake, allocation, review and closure as one governed process.
- Works with your tools: Outlook, Microsoft Forms and Okta connect through standard integrations.
- Easy to change: fields, rules and dashboards can be updated as the team’s process evolves.
Who this is for
Shared-service, operations and back-office teams that handle a steady stream of requests by email and forms, especially in:
- Real estate
- Property management
- Finance
- Professional services
Your team runs on inboxes, spreadsheets or a generic task tool and you can’t see who is doing what.
Frequently asked questions
What is request intake automation?
It is software that captures incoming work requests automatically, routes them to the right people and tracks them to completion, instead of relying on email and manual follow-up.
Can requests come straight from Outlook?
Yes. The platform integrates with Outlook, so emailed requests are captured and logged automatically. Microsoft Forms and manual entry are also supported.
How do managers see workload?
An Allocation Tracker and role-based dashboards show who is working on what, how work is distributed and how much time each request takes.
How is quality controlled?
A dedicated Quality Management workflow lets reviewers check work against a standard before a request is closed.
Why build this on Mendix instead of a generic work tool?
Mendix supports real workflows, integrations, security and configurable fields in one governed app, so the process fits the team instead of the team fitting the tool.
About MXTechies
MXTechies is a Mendix Certified Partner and Siemens Certified Partner with delivery teams in India, the USA and the UAE. We build enterprise apps on Mendix, the low-code platform from Siemens, for manufacturing, banking, real estate and retail. See more of our case studies.
Last updated October 2026
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