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What is work intake automation? Work intake automation means every request is captured, assigned, worked on, reviewed and closed in one system. MXTechies built this on Mendix for the multifamily capital markets team of a global real estate services firm. It connects to Outlook, MS Forms and Okta, and shows managers who is working on what in real time.
- Client
- A global commercial real estate services firm (capital markets, multifamily team)
- Platform
- Mendix web application
- Integrations
- Microsoft Outlook, MS Forms, Okta single sign-on
- Users
- Processors, reviewers and managers
- Controls
- Quality management workflow, time tracking, allocation tracker
- Delivery partner
- MXTechies
Requests were tracked by hand, with unclear ownership
The team managed its data in a general work-management tool that had no real workflow automation or central governance.
- Manual lifecycle: intake, allocation, processing, review and closure were mostly manual.
- Hidden status: admin effort was high and request status was hard to see.
- No workload view: managers could not easily see who was working on what, or for how long.
- No standard checks: there were no standard quality checks or consistent reporting.
Work intake automation, from first email to closure
MXTechies delivered a unified Work Intake and Processing Automation platform on Mendix. Requests arrive through Outlook, MS Forms or manual entry and follow one structured lifecycle.
Dashboards for each role, time tracking and a quality workflow give the team control and visibility from start to finish.
Ten capabilities from intake to closure
Grouped by the stage of the request they serve.
Intake
Every request gets in, however it arrives.
01Automated request capture
- What it does
- Requests created from Outlook emails.
02MS Forms intake
- What it does
- A simple front door for requesters.
03Manual request entry
- What it does
- For work that arrives other ways.
Allocation and time
Every task owned, every minute counted.
04User allocation
- What it does
- Managers assign work to processors.
05Allocation Tracker
- What it does
- A live view of team workload.
06Time tracking
- What it does
- Effort recorded against each request.
Quality and control
Checked, configurable and secure.
07Quality Management workflow
- What it does
- Structured review before closure.
08Role-based dashboards
- What it does
- Separate views for processors, reviewers and managers.
09Field-level configuration
- What it does
- Admins adjust forms without code.
10Okta single sign-on
- What it does
- Secure login with company credentials.
From intake to closure in six steps
- CaptureA request arrives by email, form or manual entry.
- AllocateA manager assigns it to a processor.
- ProcessThe processor works the request and logs time.
- ReviewA reviewer checks quality in the QM workflow.
- CloseThe request is completed and recorded.
- MeasureDashboards show status, workload and performance.
What changed for the team
The problems manual tracking caused, and what the platform does instead.
| Before | After |
|---|---|
| Requests scattered across a general work tool | One governed place for every request |
| High admin effort for intake and allocation | Less admin work through automated capture and routing |
| No view of who was working on what | Real-time view of status, workload and processing time |
| No standard quality checks or reporting | Consistent quality checks and better accountability |
Why Mendix fits the team’s tools
- Fits Microsoft and Okta: plugs into the tools the team already uses.
- Configurable: fields, dashboards and rules change without heavy coding.
- Built to grow: new teams or request types can be added easily.
Built for high-volume request teams
Real estate, financial services and shared-services teams that handle high volumes of requests and need clear ownership, quality control and reporting.
Frequently asked questions
What is work intake automation?
It captures, assigns, tracks and closes every incoming request in one system.
Where do requests come from?
Outlook emails, MS Forms submissions and manual entry.
How do managers see workload?
The Allocation Tracker and dashboards show who is working on what, and for how long.
Is there a quality check?
Yes. A Quality Management workflow reviews work before it closes.
How do users sign in?
With Okta single sign-on.
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.
Ready to see every request from intake to closure? Let’s build it.
Manual tracking and unclear ownership out. One governed request flow from intake to closure in.