Admin Walkthrough

Who should read this?

• Jira Administrators or Out-of-Office Administrators (i.e., those with global permissions) who oversee the entire organization’s Out-of-Office usage.

• Anyone setting up integrations (e.g., Outlook, Tempo, Slack) or adjusting global settings for mention tags, customer portal displays, or approvals.

What you’ll learn here

• How to install and configure Out-of-Office Assistant at a global level.

• How to manage permissions (adding OoO Admins, enabling customer absences, etc.).

• How to integrate the app with third-party services (Outlook, Tempo, Slack, Zapier).

• How to use global settings (mention tags, JSM portal visibility, REST API tokens) to customize the user experience across all projects.

0. About the Out of Office Admin roles

Out of Office Assistant for Jira Cloud relies on Jira admin roles to decide who can do what:

• End users can create and manage their own out of office rules. They can also see anybody else's  rules.

• Project admins can, in addition, create and manage rules on behalf of any users, with the scope of a single project. See the Project Admin Walkthrough for more details.

• Jira admins can create and manage rules on behalf of any users, across any projects and issue filters. Additionally, they can

  • change the app global settings 

  • administrate REST API tokens

  • setup the integration with Tempo Planner (now called Capacity Planner)

Rights and limitations of Out of Office admins

Besides that, it's possible to appoint Out of Office admins.

• Admin rights: Out of Office admins can create and manage rules on behalf of any users

• Limitations: Out of Office admins cannot change the app global settings, administrate REST API tokens, or setup the integration with Tempo Planner (now called Capacity Planner)

Giving Out of Office admin rights to power users

Sometimes you may want to have Out of Office administrated by a team lead or other type of power user, without making them Jira admins or even Project Admins.

You will need a Jira Admin to grant these rights. 

• Go to Out of Office > User Administration > Global Settings

• Once in the Global Settings, access the Permissions tab

• Here, you can add any number of single users; alternatively, it's also possible to add a group, and make every user in that group an Out of Office Admin. 

1. Launch the Out-Of-Office User Administration

From the main menu select Jira Settings / Apps. Then click on User Administration in the Out-Of-Office Assistant section

2. Filter users

The User Administration view allows you to filter:

• By username

• By project

• By status (out of office users, in office users, users with active rules, users with no active rules, etc.)

In the Actions column, you can:

• add rules on behalf of users (

  

  ). The forms you will see are the same as for the user.

• if there are already rules defined, you can click on the eye icon to see the existing rules and manage them. This will open a new page with the list of rules for that user.

3. Reassignments Analytics

When an issue of a user is reassigned by the Out-Of-Office Assistant, you get a message in the Reassignments column

If you click on it, you see which issue, when and to whom it was reassigned.

It will also show errors when reassigns didn't work, e g. if the assignee is also out of office and has no coverer.

4. Add out of office tags to mentions:

Every user can choose if and how such a tag will be added, when he or she is mentioned. As admin you can choose the default that is used for new rules.

You have three options:

• Don't add an ooo tag to mentions in comments

• Add an ooo tag to mentions when out of office

• Add it already days before out of office

And some options for before the time tag:

5. Enabling the Rest API

5.1 Rest API documentation

The complete description of the Rest API for the Out of Office Assistant you find on the Swagger website: Out of Office Assistant Rest API | resolution-cloud | SwaggerHub.

5.2 Authorization by User

There are two options how to handle Rest API tokens. Either you can ...

A) Enable all users for creating their own Rest API tokens, by checking "Allow users to create there own Rest API tokens", the users will only be able to create tokens for their own rules, or

B) ... by creating them for them:

5.3 Authorization by Admin

To create tokens you can go to the Out-Of-Office User Administration tab "Rest API Tokens". There you find a list with all created tokens.

Hit "Create New Token" button. Select a user and a scope.

A token is always issued for one specific user. As scopes you can choose between "READ / WRITE & DELETE" and "ADMIN". "READ / WRITE & DELETE" enables read, write and delete actions the rules of one specific user. "ADMIN" allows to do the same, but for all users of the instance.

Hit "Create Token".

Now you can either copy the token and send it to the user in some secure way, or send the user a link where he can obtain his token.

I he follows the link he gets to his out of office rule list, with a button get the token.

5.4 Accessing the Rest API

On our Swagger page you can learn about all features and try them ...

Out of Office Assistant Rest API | resolution-cloud | SwaggerHub

6. Further reading: User Guide

Everything else is identical to how the normal user sees it.