Overview

Connect Out of Office Assistant for Jira to hundreds of other apps with Zapier

Zapier lets you connect Out of Office Assistant for Jira to thousands of other web services. Automated connections called Zaps, set up in minutes with no coding, can automate your day-to-day tasks and build workflows between apps that otherwise wouldn't be possible.

Each Zap has one app as the Trigger, where your information comes from and which causes one or more Actions in other apps, where your data gets sent automatically.

Some Zap templates to dive right in

How to create your zap

Prerequisites

In order to create a zap, the following is needed:

• A free or paid zapier account
• An account with the app that will be used as a trigger
• A subscription to Jira cloud. Jira Software, Jira Work Management, and Jira Service Management are valid options.
• A subscription to Out of Office Assistant for Jira cloud

How do I connect Out of Office Assistant for Jira to Zapier?

• Log in to your Zapier account or create a new account.
• Navigate to "My Apps" from the top menu bar.
• Now click on "Connect a new account..." and search for "Out of Office Assistant for Jira"
• You will be prompted to pass an API Token.
• Log into you Jira cloud instance and click on your avatar, on the top right corner. From here, select Out of Office Assistant. 

• On the rule list, click on the Create API Token button. If there is an existing token, you will need to first discard it.

• Next, copy the API Token and paste it on the Zapier authorization window and click on Continue

• Once that's done you can start creating an automation! Use a pre-made Zap or create your own with the Zap Editor. Creating a Zap requires no coding knowledge and you'll be walked step-by-step through the setup.

Triggers

Currently there are no triggers for Out of Office Assistant for Jira Cloud.

If you have a use case that would require an action, please get in touch with our support at www.resolution.de/support

Actions

There are two available actions:

• Add or modify an absence
• Delete an absence

Add or modify an absence

With this action, you can create a new out of office rule or modify an existing one.

These are the available fields:

• Start date. The date in which the Out of Office rule will be activated. 
• End date. The date in which the Out of Office rule will be deactivated. This field is optional. If left blank, the rule can only be deactivated manually or with the delete absence action on Zapier.
• Message. The Out of Office message that will be published as a comment when Jira issues are assigned to the user.
• Event Type. This field is used for filtering purposes and should be used to prevent the zap from being triggered by irrelevant events that are unrelated to time off.
• Event Filter Description. A string that has to be included in the event type. For example, "Vacation Jaime". The app will look for this string in the field that has been mapped for Event Type to accept the event. 
• The project for which the rules apply. The Jira project where the rule will be activated. It's not possible to select multiple projects, but it's possible to select option (999) so that it applies to every project.
• Coverers for automatic reassigns. The coverer is the Jira user to whom issues will be automatically reassigned during the absence. It's possible to select multiple users, in which case issues will be reassigned using round robyn.
• Coverer for approver reassigns. When the user is the approver in one or more Jira workflows, this field should be used to appoint a delegate approver.
• Custom field of approvers. A user picker type field to look for whether the user has been appointed as approver for any incoming issues. The default in Jira is "approver".
• Do not share comments with customers. If True, then the Out of Office message will not be shared with customers. If False, the OoO message will be shared externally with customers through the customer portal and email.
• Mention Type. When the user is mentioned in comments, it's possible to warn other users in advance that the user is about to be absent adding an Out of Office label. This tag may allow collaborators to prevent blocks. The default option will only add an Out of Office label to mentions of the absent user while the Out of Office rule is absent.
• Mention Label. This label indicates that the user is away, and is appended to mentions of the user in Jira comments.

Delete an absence

The app needs some information in order to know which rule should be deleted. It's important to make sure that the action will be able to pass accurate values and properly identify the rule that has to be deleted. 

• Start date. The date from which the Out of Office rule is activated. 
• End date. The date from which the Out of Office rule will become inactive. If this value was not passed when adding the absence, it should remain empty
• The project for which the rules apply. Make sure to make the same selection as in the activation zap.
• Event Type. If you're using different event types for different rules, make sure to match it also here.

Known Issues with the Zapier integration

• When using a template, navigating to a different action will make the pre-defined mapping disappear. To preserve the mapping, make sure to stay within the defined action. Note that currently all templates have been built for the action "Add or modify absence".
• When Zapier tries to pass a new rule that overlaps in projects and dates with an existing rule, then there will be a conflict and the new rule will not be created in Jira.