Out of Office Quick Start Guide

Overview

This guide helps you quickly create your first absence rule using Out of Office Assistant. You’ll learn the essential steps to set up automated issue assignment when you’re away from work.

What You’ll Need

• Jira Access: You must be logged into your Jira Cloud instance

• Basic Permissions: Browse Projects permission (minimum)

• Installation: Out of Office Assistant must be installed by your Jira administrator

• Time: 5 minutes of focused attention

Success Criteria

By the end of this guide, you will have:

• ✅ Accessed the Out of Office Assistant interface

• ✅ Created your first absence rule with start date

• ✅ Set up either a coverer, approval delegation, or custom message

• ✅ Verified your rule appears in the rules table

• ✅ Understood how to manage and modify your rules

Step 1: Access Out of Office Assistant

Navigate to the App

1. Open the Apps menu in your Jira navigation bar

2. Look for “Out-Of-Office Assistant” in the apps dropdown

3. Click on Out-Of-Office Assistant to open the main interface

Interface Overview

The main interface displays:

• User Information: Shows your current logged-in user (e.g., “User: Andy Admin”)

• Rules Table: Displays all your existing absence rules

• Add Rule Button: Blue “Add rule for myself” button in the top right

• Tabs: Rules and Integrations tabs for different functions

Step 2: Create Your First Rule

Start Rule Creation

1. Click the “Add rule for myself” button (blue button in top right)

2. Rule creation form opens with the heading “Schedule your Out-Of-Office rule”

Required Information

The form requires only one essential element:

• Start Date: When your absence begins (required field marked with *)

• At least one of: Coverer, Approval Coverer, or Custom Message.

Step 3: Set Your Absence Dates

Configure Start Date (Required)

1. Click the Start Date field (marked with red asterisk *)

2. Select your absence start date using the date picker

3. Time defaults to 12:00 AM in your timezone (Europe/Berlin in example)

Configure End Date (Optional)

1. Click the End Date field if you have a specific return date

2. Leave empty for indefinite absence (until you manually deactivate)

3. Note: End date shows info icon (ℹ️) with additional details

Timezone Information

• Dates display your local timezone (e.g., “Europe/Berlin (+02:00)”)

• Rules activate and deactivate based on your configured timezone

• Contact your admin if timezone appears incorrect

Step 4: Choose Your Project Scope

Default Scope: All Projects

The form defaults to “All Projects” scope, which means:

• Your rule applies to all Jira projects you have access to

• Issues assigned to you in any project will be affected

• Recommended for most users starting their first rule

Alternative: JQL Filter (Advanced)

For advanced users:

1. Select “JQL Issue Filter” radio button

2. Enter custom JQL to target specific issues

3. Example: project = "My Project" AND assignee = currentUser()

Recommendation: Start with “All Projects” for your first rule, customize later as needed.

Step 5: Configure Issue Handling

You must configure at least one of the following options (Exception: Status-only rules)_

Option A: Assign a Coverer (Most Common)

1. Click the “Coverer(s)” dropdown

2. Start typing a colleague’s name who will handle your issues

3. Select from the dropdown when their name appears

4. Multiple coverers: Add additional people for round-robin assignment

What happens: Issues assigned to you will be reassigned to your selected coverer(s).

Option B: Set Up Approval Delegation (JSM Projects)

1. Click “Coverer for Approvals” dropdown

2. Select a colleague who can approve requests in your absence

3. Choose approvers from the secondary dropdown if needed

What happens: Approval requests in Jira Service Management will be delegated to your selected colleague.

Option C: Custom Message Only

Purpose: Custom message posted to issue comments

1. Type a message in the “Out of Office Message” text area

2. Example: “I’m currently out of office until [date]. For urgent matters, please contact [colleague] or email [backup email].”

What happens: Your message will be posted as a comment on issues assigned to you, but issues remain assigned to you.

Step 6: Additional Options (Optional)

Out of Office Message

• Purpose: Custom message posted to issue comments

• When used: Works with or without coverers

Mention Tag

Choose from three options:

• Don’t add tag (default): No special tagging

• Add tag when out of office: Tags added only during active absence

• Add tag 4 days ahead: Early warning for stakeholders

Recommendation: Use “4 days ahead” for planned vacations to give colleagues advance notice.

Step 7: Submit Your Rule

Final Review

Before submitting, verify:

• ✅ Start date is correct (most critical field)

• ✅ At least one handling method is configured (coverer, approval delegation, or message)

• ✅ Project scope matches your needs (All Projects vs. specific JQL)

Submit and Verify

1. Click the “Submit” button at the bottom of the form

2. Return to main interface automatically

3. Check rules table for your new rule entry

Rule Status Indicators

Your new rule will show:

• Status: “Scheduled” (if start date is future) or “Active” (if start date is today/past)

• All configured details: Dates, scope, coverers, etc.

• Actions: Menu options to edit, disable, or delete the rule

Step 8: Test and Verify

Immediate Verification

1. Check the rules table - your rule should appear as a new row

2. Verify details - start date, scope, and coverers display correctly

3. Status check - rule shows as “Scheduled” or “Active”

Test Assignment (Optional)

If your rule is active and you want to test:

1. Create a test issue or have a colleague assign an issue to you

2. Check reassignment - issue should automatically move to your coverer

3. Verify comments - your custom message should appear if configured

Troubleshooting Common Issues

Rule Creation Problems

“Submit button disabled”:

• Verify start date is selected

• Ensure at least one handling method is configured (coverer, approval, or message)

“No users in coverer dropdown”:

• Check you have permissions to see other users

• Try typing full names

• Contact your Jira administrator for user access issues

“JQL validation error”:

• Switch back to “All Projects” scope if JQL is complex

• Test your JQL in Jira’s issue search before using in rules

Rule Not Working

Issues not reassigning:

• Check rule status is “Active” (not “Scheduled”)

• Verify you have issues actually assigned to you

• Confirm coverer has permissions to be assigned issues in relevant projects

Messages not appearing:

• Ensure you configured a custom message (field not empty)

• Check issue comments for your out of office message

• Verify you have permissions to comment on the issues

Next Steps

After creating your first rule:

Immediate Actions

1. Set up calendar integration - Microsoft Outlook or Google Calendar

2. Configure mobile activation - Slack Integration for on-the-go management

3. Explore advanced features - Rule templates, JQL filters, and bulk operations

Learn More

• Complete End User Guide - Comprehensive feature documentation

• Rule Configuration Guide - Advanced rule setup options

• Integration Guides - Connect with your calendar and communication tools

Common Workflow Examples

• Vacation Planning Workflow - Advanced vacation setup

• Sick Leave Activation - Emergency rule activation

• Team Coordination - Multi-person absence management

Support and Help

Getting Assistancee

• App Documentation: Complete guides at wiki.resolution.de

• Your Jira Admin: For installation, permissions, and configuration issues

• Resolution Support: resolution.atlassian.net/servicedesk

Quick Reference

Quick Start Status: ✅ COMPLETE
Time to Complete: 5 minutes or less
Next Step: Interface Tour and Navigation Guide
Need Help: Contact your Jira administrator or visit Resolution support