Overview

Connect Out of Office Assistant for Jira to hundreds of other apps with Zapier

Zapier lets you connect Out of Office Assistant for Jira to thousands of other web services. Automated connections called Zaps, set up in minutes with no coding, can automate your day-to-day tasks and build workflows between apps that otherwise wouldn't be possible.

Each Zap has one app as the Trigger, where your information comes from and which causes one or more Actions in other apps, where your data gets sent automatically.

Some Zap templates to dive right in



How to create your zap

Prerequisites

In order to create a zap, the following is needed:

  • A free or paid zapier account
  • An account with the app that will be used as a trigger
  • A subscription to Jira cloud. Jira Software, Jira Work Management, and Jira Service Management are valid options.
  • A subscription to Out of Office Assistant for Jira cloud

How do I connect Out of Office Assistant for Jira to Zapier?

  • Log in to your Zapier account or create a new account.
  • Navigate to "My Apps" from the top menu bar.
  • Now click on "Connect a new account..." and search for "Out of Office Assistant for Jira"
  • You will be prompted to pass an API Token.
  • Log into you Jira cloud instance and click on your avatar, on the top right corner. From here, select Out of Office Assistant. 

  • On the rule list, click on the Create API Token button. If there is an existing token, you will need to first discard it.

  • Next, copy the API Token and paste it on the Zapier authorization window and click on Continue

  • Once that's done you can start creating an automation! Use a pre-made Zap or create your own with the Zap Editor. Creating a Zap requires no coding knowledge and you'll be walked step-by-step through the setup.


Triggers

Currently there are no triggers for Out of Office Assistant for Jira Cloud.

If you have a use case that would require an action, please get in touch with our support at www.resolution.de/support

Actions

There are two available actions:

  • Add or modify an absence
  • Delete an absence

Add or modify an absence

With this action, you can create a new out of office rule or modify an existing one.

These are the available fields:

  • Start date. The date in which the Out of Office rule will be activated. 
  • End date. The date in which the Out of Office rule will be deactivated. This field is optional. If left blank, the rule can only be deactivated manually or with the delete absence action on Zapier.
  • Message. The Out of Office message that will be published as a comment when Jira issues are assigned to the user.
  • Event Type. This field is used for filtering purposes and should be used to prevent the zap from being triggered by irrelevant events that are unrelated to time off.
  • Event Filter Description. A string that has to be included in the event type. For example, "Vacation Jaime". The app will look for this string in the field that has been mapped for Event Type to accept the event. 
  • The project for which the rules apply. The Jira project where the rule will be activated. It's not possible to select multiple projects, but it's possible to select option (999) so that it applies to every project.
  • Coverers for automatic reassigns. The coverer is the Jira user to whom issues will be automatically reassigned during the absence. It's possible to select multiple users, in which case issues will be reassigned using round robyn.
  • Coverer for approver reassigns. When the user is the approver in one or more Jira workflows, this field should be used to appoint a delegate approver.
  • Custom field of approvers. A user picker type field to look for whether the user has been appointed as approver for any incoming issues. The default in Jira is "approver".
  • Do not share comments with customers. If True, then the Out of Office message will not be shared with customers. If False, the OoO message will be shared externally with customers through the customer portal and email.
  • Mention Type. When the user is mentioned in comments, it's possible to warn other users in advance that the user is about to be absent adding an Out of Office label. This tag may allow collaborators to prevent blocks. The default option will only add an Out of Office label to mentions of the absent user while the Out of Office rule is absent.
  • Mention Label. This label indicates that the user is away, and is appended to mentions of the user in Jira comments.

Delete an absence

The app needs some information in order to know which rule should be deleted. It's important to make sure that the action will be able to pass accurate values and properly identify the rule that has to be deleted. 

  • Start date. The date from which the Out of Office rule is activated. 
  • End date. The date from which the Out of Office rule will become inactive. If this value was not passed when adding the absence, it should remain empty
  • The project for which the rules apply. Make sure to make the same selection as in the activation zap.
  • Event Type. If you're using different event types for different rules, make sure to match it also here.

Popular use cases

The easiest way to create your own Out of Office zap is by jumping on these popular connections.

Outlook calendar


In this case, we want to prevent more work for coming our way in Jira when new vacation events are set up in Outlook.

Go to your Zapier dashboard and fill in the builder as shown below:

  • On the left, select Microsoft Outlook and the New Calendar Event trigger
  • On the right, select Out of Office Assistant for Jira and the Add or Update Absence action
  • Then, click on Try it
  • Next, connect you Outlook account. You can use an existing connection or create a new one

  • Then, you need to select a calendar. We will use a dedicated calendar for vacation entries.

  • Now, go back to Outlook and create an event in the calendar that you have selected

  • Then, you can test the trigger. You should get a result like this:

  • Now it's time to move over to the action to start filling in the details.
  • First, select Add or Update Absence

  • Now, select the connection. If you haven't connected yet to your Out of Office Assistant for Jira account, please use the API Token method as described in the section above.

  • Now it's time to start filling in the details. 
    • Start Date → Start Date Time
    • End Date → End Date Time
    • Message → Body Content. Note that the body content will be automatically stripped from HTML tags and additional formatting so that it reads well in Jira.

  • If you're using a dedicated calendar, then you probably don't need to filter by Event Type. Every new event in that calendar will trigger the zap. But if you're using a general calendar, you can build a filter like this:
    • Event Filter → Subject. This means that the app will look for a matching string in the subject of the Outlook event before accepting it as a valid absence.
    • Event Filter Description. Type here the string that should be matched. It should be broad enough to generate matches but narrow enough to prevent false triggers. In our example, we use "Out of Office". You can also use abbreviations like "OoO", "OoO + username", etc.

Finally, choose the rest of the details in your configuration.

  • Project: In this case, we will select "all projects"
  • Coverer: Select who will be the default assignee instead of you.
  • Mention Type: We will only select to add the "away" label while away
  • Mention Label: Pick what's more relevant to the circumstance. "Away" is the most neutral.

  • Click continue
  • Click on Test to make sure the zap works with the test event that you created
  • Finally, move over to Jira and check that the Out of Office rule is there

How to connect Outlook automatic replies (Out of Office) in Office365

Once your zap has been set up, Outlook Out of Office automatic replies can also be used to trigger a rule in the Out of Office Assistant. In order to do this, automatic replies have to create a calendar block for the period of the absence. This blocked time in the calendar can then be read by Zapier as a new calendar event. 

Let's go step by step:

Prerequisites
  • Remember: Your zap connecting Outlook with Out of Office Assistant for Jira must be completed already before creating an Automatic Reply in Outlook with the following steps.
  • This method is possible with Outlook 365. Unfortunately, we haven't been able to find an alternative for the desktop app, either in MacOS or Windows.


Step 1: Access the automatic replies settings

  • In Outlook 365, click on the settings icon and search for "out of office" or "automatic replies"
Step 2: Allow Automatic replies to block time on your Outlook calendar

  • On the Automatic replies screen, you have to enable the following options:
    • Automatic replies on
    • Send replies only during a time period
    • Block my calendar for this period
Step 3: Define the dates and title of the event

If you have mapped the Out of Office Message with the Outlook Event Subject, the title of your automatic reply block will be your message.

  • Next, give a title to the event that is being blocked in the calendar. Make sure to include the Event Filter Description that has been setup in Zapier, as per the instructions above.
    • For example, if the Event Filter Description is "OoO", then the event name can be "OoO - Local Bank Holiday"
  • Check that the Start Time and End Time are accurate
  • Click on Save.

Now, the event will be created on Outlook, thus triggering the Zap.

Google Calendar


Using a business account

Please note that a business account of Google Calendar is needed in order to create Out of Office responses. In that case, please use the following mapping:

  • Event Type: Select the Google Calendar field "Event Type". 
  • Filter Description: The filter description "outOfOffice".

Using a free account

In absence of a business account, it's still possible to create a custom filter as with any other app. In this case, build the mapping that best fits your use case. For example:

  • Event Type: Select the field where the filtering term will be, in this case, the Summary
  • Filter Description: Use whichever convention suits you. Something like the abbreviation OoO should not trigger false events.


Known Issues with the Zapier integration

  • When using a template, navigating to a different action will make the pre-defined mapping disappear. To preserve the mapping, make sure to stay within the defined action. Note that currently all templates have been built for the action "Add or modify absence".
  • When Zapier tries to pass a new rule that overlaps in projects and dates with an existing rule, then there will be a conflict and the new rule will not be created in Jira.