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

Navigation Methods

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:

4. Status Column

Rule Status Types:

Status Logic:

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:

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:

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:

9. Source Column

Source Types Display:

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:

11. Actions Column

Available Actions Menu:

• Edit Rule: Modify rule parameters

• Delete Rule: Remove rule (with confirmation)

• Download Event: Export as .ics file

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:

Editing Existing Rules

Editable Rule Types:

Edit Restrictions for Integration Rules:

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:

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:

Rule Status Management

Understanding Rule Lifecycle

Rule State Transitions:

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?

Managing Integration Rules

To Modify Integration Rules:

Historical Rules and Retention

Data Retention Policy

Current Retention Settings:

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:

Coverage Planning

Strategic Coverage Setup:

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

Navigation Methods

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:

4. Status Column

Rule Status Types:

Status Logic:

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:

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:

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:

9. Source Column

Source Types Display:

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:

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

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:

Editing Existing Rules

Editable Rule Types:

Edit Restrictions for Integration Rules:

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:

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)

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

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:

Rule Status Management

Understanding Rule Lifecycle

Rule State Transitions:

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?

Managing Integration Rules

To Modify Integration Rules:

Historical Rules and Retention

Data Retention Policy

Current Retention Settings:

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:

Coverage Planning

Strategic Coverage Setup:

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