Jira Automation Rules for Extended Out of Office Scenarios
Overview
Out of Office Assistant can be extended beyond its default functionality using Automation for Jira, enabling advanced absence notification scenarios for roles like reporters, watchers, and custom field users. This powerful combination allows teams to create comprehensive absence coverage that adapts to their unique workflow requirements.
Understanding Extended Out of Office Automation
What is Extended OoO Automation?
By default, Out of Office Assistant triggers notifications when:
An issue is assigned to someone
The assignee is marked as out of office
However, many teams need broader coverage:
Reporter notifications: Alert when the person who created the issue is away
Watcher alerts: Notify when key stakeholders are unavailable
Custom role coverage: Handle absence notifications for custom fields or specific roles
How it Works
Extended automation leverages:
Out of Office JQL functions to detect user availability
Automation for Jira rules to trigger custom actions
Generic notifications posted by the automation system
- Standard Flow:
- Issue Assignment → OoO Check → Assignee Notification
- Extended Flow:
- Any Trigger → JQL Availability Check → Custom Notification
Configuring Reporter Out of Office Notifications
This example demonstrates creating notifications when an issue reporter is away.
Prerequisites
✅ Out of Office Assistant for Jira installed and configured
✅ Project Admin role with Automation rule creation permissions
✅ Understanding of basic Automation for Jira concepts
Step-by-Step Configuration
1. Create New Automation Rule
Navigate to: Project Settings → Automation → Create Rule
2. Configure the Trigger
Select trigger: When a comment is added
This ensures notifications appear when someone tries to communicate with the absent reporter.
Additional trigger options:
Issue created
Issue transitioned
Issue updated
Custom webhook events
3. Add JQL Condition
Add component: New Condition → JQL Condition
Enter JQL query:
- reporter.outofoffice.today = 1
This powerful JQL function checks if the issue's reporter is currently out of office.
4. Configure Issue Branch
Add component: New Branch → Current Issue
This ensures the automation acts on the specific issue where the comment was added.
Branch configuration:
- Type: Current Issue
- Smart values available: Yes
5. Create the Notification Action
Add component: New Action → Comment on Issue
Comment template:
- {{reporter.displayName}} ({{reporter.emailAddress}}), the reporter of this issue, is currently out of office.
- 📅 **Absence Details**: Please check their profile in the Out of Office User View for return date and coverage information.
- 🔗 **View Profile**: [Out of Office Status](https://yourdomain.atlassian.net/projects/{{project.key}}?selectedItem=com.atlassian.plugins.atlassian-connect-plugin:outofoffice-connect__user-rules-overview)
- 💡 **Need immediate assistance?** Consider reaching out to their designated coverage or team lead.
6. Enable and Test
Name your rule: "Reporter Out of Office Notifications"
Enable the rule: Toggle the activation switch
Test scenario:
Set a user as out of office
Create an issue with that user as reporter
Add a comment to trigger the notification
Advanced Automation Scenarios
Watcher Notifications
Monitor when issue watchers are unavailable:
- JQL: watcher.outofoffice.today = 1
- Action: Post comment listing all absent watchers
Custom Field User Checks
For custom user-picker fields:
- JQL: cf[10234].outofoffice.today = 1
- Action: Notify about unavailable approver/reviewer
Team-Wide Absence Alerts
Check multiple roles simultaneously:
- JQL: (reporter.outofoffice.today = 1 OR assignee.outofoffice.today = 1 OR "Team Lead".outofoffice.today = 1)
- Action: Comprehensive absence summary comment
Escalation Workflows
Automatically escalate when key personnel are away:
- Trigger: Issue priority = High
- Condition: assignee.outofoffice.today = 1
- Action: Transition to "Escalated" + Assign to team lead
Best Practices
Performance Optimization
Limit trigger frequency:
Use specific triggers rather than "Issue Updated"
Add additional JQL filters to reduce rule executions
Consider scheduling rules for batch processing
Example optimized JQL:
- reporter.outofoffice.today = 1 AND updated >= -1h AND project = PROJ
Notification Management
Prevent notification spam:
Check for existing comments before posting
Use audit logs to track automation activity
Set daily limits on rule executions
Smart comment check:
- JQL: comment ~ "currently out of office" AND comment.created >= -24h
- Action: Skip if recent OoO comment exists
User Experience
Make notifications actionable:
Include direct links to user profiles
Provide coverage information
Suggest alternative contacts
Use clear, professional language
Security Considerations
Protect sensitive information:
Avoid exposing personal absence reasons
Use generic messages for external-facing projects
Respect privacy settings in user profiles
Automation Rules Status: ✅ COMPLETE
Next Step: JQL Filter Configuration Guide