Out of Office User View

The Out of Office User View provides a centralized dashboard for viewing and managing team members' availability across your Jira projects. This powerful interface enables teams to quickly identify who's available, who's out, and manage out-of-office rules efficiently - from a single, accessible location.

Understanding the User View

What is the Out of Office User View?

The Out of Office User View is a comprehensive team availability dashboard that:

• Displays real-time status of all team members in selected projects

• Provides filtering capabilities to focus on specific teams or statuses

• Enables rule management based on user permissions

• Integrates seamlessly with existing Jira project navigation

• Offers at-a-glance visibility into team availability patterns

How it Works

Accessing the User View

Navigation Steps

1. Navigate to any Jira project where Out of Office Assistant is installed

2. Click on Apps in the top navigation menu

3. Select Out-Of-Office Assistant from the dropdown

4. Click on User View to open the dashboard

Default Behavior

Important: The User View automatically filters to show users from your current project by default. This smart filtering helps you focus on your immediate team while still providing access to organization-wide data when needed.

Core Features and Functionality

📊 Status Filtering

Filter users by their current availability status:

To filter by status:

1. Locate the Status Filter dropdown at the top of the User View

2. Click to expand the dropdown menu

3. Select your desired status filter

4. The view updates automatically to show matching users

🎯 Project Filtering

Focus on specific teams or projects:

1. Click the Project Filter dropdown

2. Choose from:

   • Current Project (default)

   • All Projects you have access to

   • Specific Project from the list

➕ Adding New Rules

Permission Requirements:

• ✅ Users can add rules for themselves

• ✅ Project Admins can add rules for project members

• ✅ OoO Admins can add rules for anyone

To add a new rule:

1. Click the Add Rule button (usually top-right of the interface)

2. Select the user (if you have permission to add for others)

3. Configure the rule:

   • Start Date/Time

   • End Date/Time

   • Coverage Person (optional)

   • Auto-reply Message

   • Rule Type (Standard/Recurring)

4. Review and click Save

✏️ Modifying Existing Rules

Edit permissions follow the same hierarchy as adding rules

To modify a rule:

1. Locate the user's rule card (eye symbole)

2. Click the Edit button (pencil icon)

3. Make necessary changes:

   • Extend or shorten duration

   • Update coverage assignments

   • Modify auto-reply messages

   • Change notification settings

4. Click Update to save changes

Best Practices

Team Coordination

Regular Review Cycles:

Coverage Planning:

• Always assign coverage for critical roles

• Update rules before leaving, not after

• Include return date buffer for transition

Effective Filtering

Optimize Your Workflow:

1. Start broad, then narrow:

   • Begin with \"All Statuses\"

   • Filter down to specific needs

   • Save complex filter combinations

2. Use project filters strategically:

   • Daily: Current project only

   • Planning: Related projects

   • Management: All accessible projects

Rule Management

Clear Communication:

• Write descriptive auto-reply messages

• Include expected return date

• Specify how to handle urgent matters

• Provide alternative contacts

Out of Office User View Status: ✅ COMPLETE
Next Step: Configure Out of Office Rules for your team