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The List of Out of Office Rules

Overview

The Rules Management Interface is the central hub for viewing, creating, and managing all Out of Office rules in your Jira instance. This comprehensive dashboard provides real-time visibility into active absences, scheduled time off, and historical rule performance, enabling effective absence management and team coordination.

Accessing the Rules Interface

jira_out_of_office_rules - 02.webp
Out of office, my rules overview

  1. Via Apps Menu

    • Click Apps in Jira's top navigation bar

    • Select Out-Of-Office Assistant from dropdown

    • Rules tab opens by default

  2. Via User Profile

    • Click your avatar (top right)

    • Select Out-Of-Office Assistant

    • Automatically displays your rules

  3. Direct URL Access

    • Bookmark: [Your-Instance]/plugins/servlet/ac/outofoffice-connect/out-of-office-addon

    • Instant access to rules interface

Understanding the Rules Table

Table Column Reference

The rules table displays comprehensive information about all absence rules:

1. Start Date Column

Information Displayed:

  • Date Format: MM/DD/YYYY

  • Time Component: HH:MM AM/PM

  • Timezone Indicator: Shows when different from instance timezone (if Timezone is different to User Timezone)

2. End Date Column

Information Types:

  • Date Format: MM/DD/YYYY

  • Time Component: HH:MM AM/PM

  • Timezone Indicator: Shows when different from instance timezone (if Timezone is different to User Timezone)

  • Open-Ended / Indefinite Symbol: "∞" for no planned end

3. Template Column

Template Indicators:

  • Template Name: Shows linked template

  • Manual Rule: Empty/blank

  • Integration Source: Template from specific integration

Template Sources:

  1. Supported Template Sources:
  2. ✅ Google Calendar templates
  3. ✅ Microsoft Outlook templates
  4. ✅ Tempo integration templates
  5. ❌ Manual rules (no template)
  6. ❌ REST API rules (direct creation)
  7. ❌ Slack rules (direct creation)

4. Status Column

Rule Status Types:

Status

Description

Visual Indicator

ACTIVE

Currently processing issues

🟢 Green badge

SCHEDULED

Waiting for start date

🟣 Purple badge

EXPIRED

Past end

🟡 Yellow badge

INACTIVE

Manually deactivated

⚫ Grey badge

Status Logic:

  1. Status Determination:
  2. IF current_time < start_date → SCHEDULED
  3. ELSE IF current_time >= start_date AND current_time <= end_date → ACTIVE
  4. ELSE IF current_time > end_date → EXPIRED
  5. ELSE IF manually_disabled → INACTIV

5. Project/JQL Column

Scope Display Options:

  • All Projects: Universal rule application

  • Specific Projects: Shows project keys (e.g., "DEV, PROD, TEST")

  • JQL Filter: Shows "JQL" badge with hover tooltip

JQL Hover Display:

  1. JQL Badge → Hover reveals:
  2. "project = DEV AND issuetype = Bug AND priority = High"

6. Coverers Column

Coverage Display:

  • Single Coverer: Individual avatar

  • Multiple Coverers: Avatar group (up to 5 visible)

  • Overflow Indicator: "+2 more" for large groups

  • Hover Details: Full names on avatar hover

Round-Robin Indicator:

  1. Multiple Coverers Display:
  2. 🧑‍💼 🧑‍💻 🧑‍🔧 (+3 more)
  3. └── Round-robin assignment active

7. Approver Column

JSM-Specific Display:

  • Approver Avatar: Shows designated approval delegate

  • Empty State: No approver configured

  • Hover Information: Full name and role

8. Message Column

Message Indicators:

  • 💬 Icon: Message configured

  • Empty: No message set

  • Hover Preview: Shows full message text

Message Preview Example:

  1. 💬 (hover) → "I'm out of office until June 20.
  2. For urgent matters, please contact my coverer."

9. Source Column

Source Types Display:

Source

Icon

Description

Manual

User avatar

Created by user

Google Calendar

Calendar icon

Google integration

Outlook

Outlook icon

Microsoft integration

Tempo

Tempo icon

Timesheet integration

REST API

API icon

Programmatic creation

Slack

Slack icon

Slack command

10. Reassignments Column

Statistics Display:

  • Count Number: Total reassigned issues

  • Clickable Link: Opens issue list

  • Real-time Updates: Count increases as rules process

Click Action:

  1. "42" → Click → Opens JQL:
  2. "assignee changed FROM user TO coverer
  3. DURING (startDate, endDate)"

11. Actions Column

Available Actions Menu:

  • Edit Rule: Modify rule parameters

  • Delete Rule: Remove rule (with confirmation)

  • Download Event: Export as .ics file

out_of_office_rules_dashboard-ovv5FdpSqA.webp
My rules action menu

12. Quick Actions

Bulk Assign:

  • After setting up your rule details, click Action Menu > Bulk Assign

  • Function: Assign existing open issues

  • Availability: Active, paused and scheduled rules

Enable/Disable Toggle:

  • Location: Right side of row

  • Function: Quick activation/deactivation

Rule Management Operations

Creating New Rules

Quick Rule Creation:

  1. Click "Add rule for myself" button (top right)

  2. Configure rule parameters in creation dialog

  3. Save rule to add to table

Creation Methods Available:

  1. Rule Creation Options:
  2. 📝 Manual: Direct form entry
  3. 📅 Template: Use saved configuration
  4. 🔄 Integration: Automatic from external source
  5. 💻 API: Programmatic creation
  6. 💬 Slack: Command-based creation

Editing Existing Rules

Editable Rule Types:

Rule Source

Editable

How to Edit

Manual

✅ Yes

Via Actions → Edit

Template-based

⚠️ Partial

Edit template instead

Integration / API

❌ No

Edit in source system or template

Slack

✅ Yes

Via Actions → Edit

Edit Restrictions for Integration Rules:

  1. Read-Only Integration Rules:
  2. - Google Calendar rules → Edit in Google Calendar
  3. - Outlook rules → Edit Auto-Reply settings
  4. - Tempo rules → Edit Tempo plans
  5. - Template changes → Edit connected template

Deleting Rules

Deletion Process:

  1. Access Actions Menu: Click three-dot menu

  2. Select Delete: Choose "Delete rule" option

  3. Confirm Deletion: Acknowledge confirmation dialog

  4. Result: Rule removed from table

Bulk Operations

Bulk Reassignment Feature

When to Use Bulk Reassignment:

  1. Use Cases:
  2. ✅ Before vacation starts - Reassign open issues
  3. ✅ Unexpected absence - Quick coverage setup
  4. ✅ Project handover - Systematic reassignment
  5. ✅ Team restructuring - Mass issue migration

Bulk Reassignment Process:

  1. Click Reassign Icon (👥) on rule row

  2. Select Scope:

    • Issues assigned to you

    • Specific project issues

    • JQL-filtered issues

  3. Choose Action:

    • Reassign to coverer

    • Add coverer as watcher

    • Both actions

  4. Execute: Confirm bulk operation

Downloading Calendar Events

Export to Calendar:

  1. Access Actions Menu: Three-dot menu

  2. Select "Download Event": Generates .ics file

  3. Import to Calendar:

    • Outlook: File → Open → Calendar

    • Google: Settings → Import

    • Apple Calendar: File → Import

ICS File Contents:

  1. BEGIN:VEVENT
  2. SUMMARY:Out of Office - [User Name]
  3. DTSTART:20250615T090000
  4. DTEND:20250620T170000
  5. DESCRIPTION:Coverer: [Coverer Name]
  6. STATUS:CONFIRMED
  7. END:VEVENT

Rule Status Management

Understanding Rule Lifecycle

Rule State Transitions:

  1. Rule Lifecycle Flow:
  2. CREATED → SCHEDULED → ACTIVE → EXPIRED
  3. ↓ ↓ ↓ ↓
  4. INACTIV INACTIV INACTIV INACTIV
  6. Manual Toggle: Any state → INACTIV
  7. Re-enable: INACTIV → Previous state

Managing Rule States

Automatic State Changes:

  • Scheduled → Active: When start date/time reached

  • Active → Expired: When end date/time passed

  • Any → INACTIV: Manual toggle action

Manual State Control:

  • Toggle Switch: Instant enable/disable

  • Preserves Configuration: Settings maintained

  • Immediate Effect: Real-time processing change

Integration Rule Management

Read-Only Integration Rules

Rules created by integrations have special handling:

Why Read-Only?

  1. Integration Rule Principles:
  2. 🔒 Source of Truth: External system maintains authority
  3. 🔄 Automatic Sync: Changes propagate from source
  4. 📊 Consistency: Prevents conflicting configurations
  5. 🔐 Data Integrity: Ensures accurate synchronization

Managing Integration Rules

To Modify Integration Rules:

Integration

How to Modify

Sync Time

Google Calendar

Edit calendar event

15 minutes

Outlook

Change Auto-Reply

15 minutes

Tempo

Update time plans

Real-time

Templates

Edit template config

Immediate

Historical Rules and Retention

Data Retention Policy

Current Retention Settings:

  1. Rule History Retention:
  2. 📅 Active Rules: Indefinite storage
  3. 📊 Expired Rules: 30 days post-expiration
  4. 🗄️ Reassignment Log: Permanent in issue history

Viewing Historical Data

Accessing Past Rules:

  1. Default View: Shows last 30 days

  2. Extended History: Via JQL in issue navigator

  3. Audit Trail: Issue history for reassignments

  4. Export Options: Download for archival

Best Practices for Rule Management

Rule Organization

Effective Rule Management:

  1. Best Practices Checklist:
  2. ☑️ Review rules for accuracy
  3. ☑️ Delete expired rules after 30 days
  4. ☑️ Use templates for consistency
  5. ☑️ Document coverage arrangements
  6. ☑️ Test rules before absence
  7. ☑️ Communicate with coverers

Coverage Planning

Strategic Coverage Setup:

  1. Coverage Strategy:
  2. 1. Primary Coverer: Daily operational tasks
  3. 2. Secondary Coverer: Escalations and urgent items
  4. 3. Approval Delegate: JSM approval workflows
  5. 4. Communication: Clear out-of-office messages

Rules Interface Status: ✅ COMPLETE
Next Step: Quick Start Guide for first-time users

Overview

The Rules Management Interface is the central hub for viewing, creating, and managing all Out of Office rules in your Jira instance. This comprehensive dashboard provides real-time visibility into active absences, scheduled time off, and historical rule performance, enabling effective absence management and team coordination.

Accessing the Rules Interface

jira_out_of_office_rules - 02.webp
My Out-of-Office Rules Overview

  1. Via Apps Menu

    • Click Apps in Jira's top navigation bar

    • Select Out-Of-Office Assistant from dropdown

    • Rules tab opens by default

  2. Via User Profile

    • Click your avatar (top right)

    • Select Out-Of-Office Assistant

    • Automatically displays your rules

  3. Direct URL Access

    • Bookmark: [Your-Instance]/plugins/servlet/ac/outofoffice-connect/out-of-office-addon

    • Instant access to rules interface

Understanding the Rules Table

Table Column Reference

The rules table displays comprehensive information about all absence rules:

1. Start Date Column

Information Displayed:

  • Date Format: MM/DD/YYYY

  • Time Component: HH:MM AM/PM

  • Timezone Indicator: Shows when different from instance timezone (if Timezone is different to User Timezone)

2. End Date Column

Information Types:

  • Date Format: MM/DD/YYYY

  • Time Component: HH:MM AM/PM

  • Timezone Indicator: Shows when different from instance timezone (if Timezone is different to User Timezone)

  • Open-Ended / Indefinite Symbol: "∞" for no planned end

3. Template Column

Template Indicators:

  • Template Name: Shows linked template

  • Manual Rule: Empty/blank

  • Integration Source: Template from specific integration

Template Sources:

  1. Supported Template Sources:
  2. ✅ Google Calendar templates
  3. ✅ Microsoft Outlook templates
  4. ✅ Tempo integration templates
  5. ❌ Manual rules (no template)
  6. ❌ REST API rules (direct creation)
  7. ❌ Slack rules (direct creation)

4. Status Column

Rule Status Types:

Status

Description

Visual Indicator

ACTIVE

Currently processing issues

🟢 Green badge

SCHEDULED

Waiting for start date

🟣 Purple badge

EXPIRED

Past end

🟡 Yellow badge

INACTIVE

Manually deactivated

⚫ Gray badge

Status Logic:

  1. Status Determination:
  2. IF current_time < start_date → SCHEDULED
  3. ELSE IF current_time >= start_date AND current_time <= end_date → ACTIVE
  4. ELSE IF current_time > end_date → EXPIRED
  5. ELSE IF manually_disabled → INACTIV

5. Project/JQL Column

Scope Display Options:

  • All Projects: Universal rule application

  • Specific Projects: Shows project keys (e.g., "DEV, PROD, TEST")

  • JQL Filter: Shows "JQL" badge with hover tooltip

JQL Hover Display:

  1. JQL Badge → Hover reveals:
  2. "project = DEV AND issuetype = Bug AND priority = High"

6. Coverers Column

Coverage Display:

  • Single Coverer: Individual avatar

  • Multiple Coverers: Avatar group (up to 5 visible)

  • Overflow Indicator: "+2 more" for large groups

  • Hover Details: Full names on avatar hover

Round-Robin Indicator:

  1. Multiple Coverers Display:
  2. 🧑‍💼 🧑‍💻 🧑‍🔧 (+3 more)
  3. └── Round-robin assignment active

7. Approver Column

JSM-Specific Display:

  • Approver Avatar: Shows designated approval delegate

  • Empty State: No approver configured

  • Hover Information: Full name and role

8. Message Column

Message Indicators:

  • 💬 Icon: Message configured

  • Empty: No message set

  • Hover Preview: Shows full message text

Message Preview Example:

  1. 💬 (hover) → "I'm out of office until June 20.
  2. For urgent matters, please contact my coverer."

9. Source Column

Source Types Display:

Source

Icon

Description

Manual

User avatar

Created by user

Google Calendar

Calendar icon

Google integration

Outlook

Outlook icon

Microsoft integration

Tempo

Tempo icon

Timesheet integration

REST API

API icon

Programmatic creation

Slack

Slack icon

Slack command

10. Reassignments Column

Statistics Display:

  • Count Number: Total reassigned issues

  • Clickable Link: Opens issue list

  • Real-time Updates: Count increases as rules process

Click Action:

  1. "42" → Click → Opens JQL:
  2. "assignee changed FROM user TO coverer
  3. DURING (startDate, endDate)"

11. Actions Column

Available Actions Menu:

  • Edit Rule: Modify rule parameters

  • Delete Rule: Remove rule (with confirmation)

  • Bulk assign: Reassign existing open issues

  • Download Event: Export as .ics file

out_of_office_rules_dashboard-ovv5FdpSqA.webp
My Out of Office Rules Action Menu

Start / Pause Toggle:

  • Location: Right side of row

  • Function: Quick activation/deactivation of the rule

Rule Management Operations

Creating New Rules

Quick Rule Creation:

  1. Click "Add rule for myself" button (top right)

  2. Configure rule parameters in creation dialog

  3. Save rule to add to table

Creation Methods Available:

  1. Rule Creation Options:
  2. 📝 Manual: Direct form entry
  3. 📅 Template: Use saved configuration
  4. 🔄 Integration: Automatic from external source
  5. 💻 API: Programmatic creation
  6. 💬 Slack: Command-based creation

Editing Existing Rules

Editable Rule Types:

Rule Source

Editable

How to Edit

Manual

✅ Yes

Via Actions → Edit

Template-based

⚠️ Partial

Edit template instead

Integration / API

❌ No

Edit in source system or template

Slack

✅ Yes

Via Actions → Edit

Edit Restrictions for Integration Rules:

  1. Read-Only Integration Rules:
  2. - Google Calendar rules → Edit in Google Calendar
  3. - Outlook rules → Edit Auto-Reply settings
  4. - Tempo rules → Edit Tempo plans
  5. - Template changes → Edit connected template

Deleting Rules

Deletion Process:

  1. Access Actions Menu: Click three-dot menu

  2. Select Delete: Choose "Delete rule" option

  3. Confirm Deletion: Acknowledge confirmation dialog

  4. Result: Rule removed from table

Bulk Operations

Bulk Reassignment Feature

When to Use Bulk Reassignment:

  1. Use Cases:
  2. ✅ Before vacation starts - Reassign open issues
  3. ✅ Unexpected absence - Quick coverage setup
  4. ✅ Project handover - Systematic reassignment
  5. ✅ Team restructuring - Mass issue migration

Bulk Reassignment Process:

After setting up your rule details, click Action Menu > Bulk Assign

  1. The system displays all your currently assigned open issues

  2. Review the list showing:

    • Issue key and summary

    • Status

    • Project information

    • Due dates (Displayed if available)

out_of_office_rules_dashboard-ovv5FdpSqA.webp
Action Menu Bulk Assign

 

  1. By default, all issues are selected for reassignment

  2. Uncheck any issues you want to keep assigned to yourself

  3. Review your selection

  4. Click Reassign Selected Issues

  5. Confirm the bulk reassignment

  6. Selected issues are immediately reassigned to your coverer

jira_bulk_assign_coverer.webp
bulk reassignment interface

Downloading Calendar Events

Export to Calendar:

  1. Access Actions Menu: Three-dot menu

  2. Select "Download Event": Generates .ics file

  3. Import to Calendar:

    • Outlook: File → Open → Calendar

    • Google: Settings → Import

    • Apple Calendar: File → Import

ICS File Contents:

  1. BEGIN:VEVENT
  2. SUMMARY:Out of Office - [User Name]
  3. DTSTART:20250615T090000
  4. DTEND:20250620T170000
  5. DESCRIPTION:Coverer: [Coverer Name]
  6. STATUS:CONFIRMED
  7. END:VEVENT

Rule Status Management

Understanding Rule Lifecycle

Rule State Transitions:

  1. Rule Lifecycle Flow:
  2. CREATED → SCHEDULED → ACTIVE → EXPIRED
  3. ↓ ↓ ↓ ↓
  4. INACTIV INACTIV INACTIV INACTIV
  6. Manual Toggle: Any state → INACTIV
  7. Re-enable: INACTIV → Previous state

Managing Rule States

Automatic State Changes:

  • Scheduled → Active: When start date/time reached

  • Active → Expired: When end date/time passed

  • Any → INACTIV: Manual toggle action

Manual State Control:

  • Toggle Switch: Instant enable/disable

  • Preserves Configuration: Settings maintained

  • Immediate Effect: Real-time processing change

Integration Rule Management

Read-Only Integration Rules

Rules created by integrations have special handling:

Why Read-Only?

  1. Integration Rule Principles:
  2. 🔒 Source of Truth: External system maintains authority
  3. 🔄 Automatic Sync: Changes propagate from source
  4. 📊 Consistency: Prevents conflicting configurations
  5. 🔐 Data Integrity: Ensures accurate synchronization

Managing Integration Rules

To Modify Integration Rules:

Integration

How to Modify

Sync Time

Google Calendar

Edit calendar event

15 minutes

Outlook

Change Auto-Reply

15 minutes

Tempo

Update time plans

Real-time

Templates

Edit template config

Immediate

Historical Rules and Retention

Data Retention Policy

Current Retention Settings:

  1. Rule History Retention:
  2. 📅 Active Rules: Indefinite storage
  3. 📊 Expired Rules: 30 days post-expiration
  4. 🗄️ Reassignment Log: Permanent in issue history

Viewing Historical Data

Accessing Past Rules:

  1. Default View: Shows last 30 days

  2. Extended History: Via JQL in issue navigator

  3. Audit Trail: Issue history for reassignments

  4. Export Options: Download for archival

Best Practices for Rule Management

Rule Organization

Effective Rule Management:

  1. Best Practices Checklist:
  2. ☑️ Review rules for accuracy
  3. ☑️ Delete expired rules after 30 days
  4. ☑️ Use templates for consistency
  5. ☑️ Document coverage arrangements
  6. ☑️ Test rules before absence
  7. ☑️ Communicate with coverers

Coverage Planning

Strategic Coverage Setup:

  1. Coverage Strategy:
  2. 1. Primary Coverer: Daily operational tasks
  3. 2. Secondary Coverer: Escalations and urgent items
  4. 3. Approval Delegate: JSM approval workflows
  5. 4. Communication: Clear out-of-office messages

Rules Interface Status: ✅ COMPLETE
Next Step: Quick Start Guide for first-time users