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Zapier Third-Party Automation

Third-Party Automation Platforms

While Out of Office Assistant provides native integrations with major platforms for optimal performance and security, you can also leverage third-party automation tools for custom workflows.

Supported Automation Platforms

Zapier

Create custom workflows between Out of Office Assistant and 5,000+ apps. Common use cases:

  • Complex multi-step automations

  • Integration with apps not natively supported

  • Custom notification workflows

Prerequisites

  • 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

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. 

Navigation Path:

  1. Open Out of Office Assistant: Apps → Out-Of-Office Assistant

  2. Navigate to Integrations: Click the “Integrations” tab

  3. Locate Zapier Integration: Find “Zapier” section and click “Connect”

  4. Copy the API Token and paste it on the Zapier authorization window and click on Continue

  5. Once you've completed that, you can start crafting your automation using a pre-made Zap or the Zap Editor. Setting up a Zap is easy and requires no coding skills, as you'll be guided through each step.

out_of_office_rules_zapier_templates.webp

Zapier Trigger

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 http://www.resolution.de/support

Zapier Actions

Add or Modify Absence Action

Available Fields:

  • Start Date: When the Out of Office rule begins.

  • End Date: When the rule ends; optional. If blank, it can only be manually deactivated.

  • Message: The Out of Office message shown on assigned Jira issues.

  • Event Type: Used for filtering to avoid irrelevant triggers.

  • Event Filter Description: A string to include in the event type, e.g., "Vacation Jaime."

  • Applicable Project: The Jira project for the rule; select (999) for all projects.

  • Coverers for Automatic Reassigns: Users to whom issues are reassigned during absence, in a round-robin manner.

  • Coverer for Approver Reassigns: Delegate approver for workflows.

  • Custom Field of Approvers: User picker field to check if the user is an approver.

  • Do Not Share Comments with Customers: If True, the message is not shared externally; if False, it is shared.

  • Mention Type: Alerts users about the absence when mentioned in comments.

  • Mention Label: Indicates the user is away in Jira comments.

Delete an absence Action

To delete a specific rule, the app needs certain information to identify which rule to remove. Provide the correct values for effective deletion.

Required Fields:

  • Start Date: When the Out of Office rule becomes active.

  • End Date: When the rule will be deactivated; leave blank if not provided.

  • Project: The project the rules apply to, matching the activation zap.

  • Event Type: Ensure this matches if using different event types for various rules.

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.

I cannot delete a rule created through Zapier - the delete option is missing from the UI?

Issue Description

Rules created via the Zapier integration don't display the standard delete menu option in the Out-of-Office Assistant interface. This is a known limitation that affects only Zapier-created rules.

Quick Solution

Temporarily disconnect Zapier to reveal the delete option:

  1. Go to Out-of-Office > Integrations

  2. Find the Zapier integration

  3. Click Disconnect or Disable

  4. Return to My Rules - delete option now appears

  5. Delete the unwanted rule(s)

  6. Re-enable Zapier integration

Detailed Workaround Steps

  1. Access Integration Settings

    • Navigate to Out-of-Office Assistant

    • Click on the Integrations tab

    • Locate Zapier in the list

  2. Temporarily Disable Zapier

    • Click the Settings (⚙️) icon next to Zapier

    • Select Disconnect or toggle to Disabled

    • Confirm the action if prompted

    • Note: This won't delete your Zapier workflows

  3. Delete the Rule

    • Go to My Out-of-Office Rules

    • The three-dot menu (⋮) now appears on Zapier rules

    • Click the menu and select Delete Rule

    • Confirm deletion

  4. Re-enable Zapier Integration

    • Return to Integrations tab

    • Click Connect for Zapier

    • Re-authorize if required

    • Your Zaps will resume normal operation

Alternative Solutions

Option 1: Delete via Zapier

  • Use the "Delete Absence" action in your Zap

  • Configure it to remove specific rules programmatically

  • Best for automated cleanup workflows

Option 2: Let Rules Expire

  • If the rule has an end date, it will deactivate automatically

  • Expired rules can be deleted normally from the UI

Prevention Tips

  1. Plan Zapier Rules Carefully: Since deletion requires extra steps

  2. Use End Dates: Rules with end dates auto-deactivate

  3. Test First: Create test rules manually before automating

  4. Document Rule IDs: Keep track for API deletion if needed

Why This Happens

Zapier-created rules have special properties that prevent standard UI deletion to avoid accidental removal of automation-dependent rules. This safety feature ensures your automated workflows aren't inadvertently broken.


Integration Status: ✅ COMPLETE
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