Out of Office Assistant for Jira CloudOut of Office Assistant for Jira Cloud
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Installation and Setup Guide

This guide provides step-by-step instructions for installing and configuring the Out of Office Assistant app in your Jira Cloud instance. The app enables automated absence management and work delegation through rules that reassign issues when team members are away.

Prerequisites

System Requirements

Jira Cloud Environment

  • Jira Cloud instance (not available for Server/Data Center)

  • Active Atlassian subscription with administrative access

  • Minimum Jira version: Current Cloud version (automatically maintained)

User Requirements

  • Jira Administrator permissions for installation, can create Rules and Templates on behalf of other users

  • Project Administrator permissions for Rules on behalf of other users (Project Level)

  • Browse Projects permission for end users (Jira Permissions)

Permission Requirements

Installation Permissions

  • Jira Administrator role to install from Atlassian Marketplace

  • Manage Apps permission in Jira administration

  • System Administrator access for global configuration

User Access Levels

Role

Permissions Required

Capabilities

End User

Browse Projects

Create personal rules and Templates, view own rules, set up own integrations

Out of Office Admins

Browse Projects

Same as End User + can create Rules and Templates on behalf of other users

Project Admin

Project Administration

Manage rules for project members, can create Rules and Templates on behalf of Project Members, perfect for Team Leads

Jira Admin

System Administration

Global settings, user administration, edit all integrations after initial User Setups

Service Desk Agent

Agent access to JSM projects

Create personal rules and Templates, view own rules, set up own integrations, Approval delegation

Pricing Information

The Out of Office Assistant operates on a per-user pricing model:

Out of Office Assistant Pricing: https://marketplace.atlassian.com/apps/1218305/out-of-office-for-jira-team-calendar-absence-automation?hosting=cloud&tab=pricing

  • Free trial: 30 days for evaluation

  • Billing: Monthly or Yearly subscription through Atlassian Marketplace

  • Inclusions: All features including Integration at no additional cost

Installation Steps

Step 1: Access Atlassian Marketplace

  1. Log in to your Jira Cloud instance as a Jira Administrator

  2. Navigate to Apps menu in the top navigation bar

  3. Click "Find new apps" from the dropdown menu

Step 2: Search for Out of Office Assistant

  1. Search for "Out of Office Assistant" in the Marketplace search bar

  2. Locate the app by Resolution Reichert Network Solutions GmbH

  3. Verify the correct app by checking:

jira_out_of_office_automation.webp

Step 3: Install the App

  1. Click on the Out of Office Assistant app from search results

  2. Review app details including:

  3. Features and capabilities

  4. Pricing information

  5. User reviews and ratings

  6. Data privacy information

  7. Click “Try it free” to start the 30-day trial

  8. Review permissions requested by the app

  9. Click “Accept & install” to proceed with installation

jira_site_selection.webp

Step 4: Verify Installation

  1. Wait for installation confirmation (typically 1–2 minutes)

  2. Navigate to Apps > Manage apps to confirm installation

  3. Verify the app appears in the User-installed apps section

  4. Check app status shows as “Enabled”

jira_manage_apps_settings.webp
App installed

Initial Configuration

Step 1: Access Out of Office Assistant

  1. Navigate to Apps menu in navigation

  2. Select “Out of Office Assistant” from the Apps dropdown

  3. Verify the main interface loads with:

  4. “Out Of Office Rules” heading

  5. User profile display (e.g., “User: Andy Admin”)

  6. Rules and Integrations tabs

  7. “Add rule for myself” button

out_of_office_rules_jira.webp
Integrations

Step 2: Configure Global Settings (Admin Only)

  1. Click on the Apps menu and select “Apps”

  2. Navigate to the sidebar and find “Out-Of-Office Assistant”

  3. Click “User Administration” to access admin interface

  4. Click “Global Settings” button in the top right

  5. Configure global settings including:

    1. Mentions in Comments

    2. Jira Service Management

    3. Rest API

    4. Permissions

jira_out_of_office_user_admin.webp

Step 3: Set Up User Administration Access

  1. From the User Administration interface, review:

  2. User list with availability status

  3. Search and filter controls (project filter, user filter, pagination)

  4. Rule management options for each user

  5. Verify admin capabilities:

    1. Add rules for other users

    2. View all user rules and status

    3. Manage permissions and access

Step 4: Configure Basic App Settings

  1. Return to main interface (Apps > Out of Office Assistant)

  2. Click the Integrations tab to review available integrations:

  3. Microsoft Outlook: Calendar sync (status shows “Connected” if configured)

  4. Google Calendar: Calendar integration (status shows “Connected” if configured)

  5. Slack: Mobile activation for rule management

  6. Tempo: Timesheet and planner integration

  7. Zapier: Automation workflows and external integrations

  8. REST API Connection: if enabled for User

  9. Review sync settings:

  10. Automatic sync occurs every 15 minutes

  11. Manual sync available via “Sync integrations” button

  12. Individual integration configuration via “Configure” buttons (when connected)

Configuration Options Reference

Integration Configuration Settings

Microsoft Outlook Integration

  • Purpose: Sync absence rules with Outlook Absence Message (Automatic Replies)

  • Configuration: Click “Configure” to set up OAuth authentication

  • Status Indicators:

  • “Connected” (green checkmark) = Successfully configured

  • “Configure” button = Needs setup

  • Actions Available: Configure, Disconnect

Google Calendar Integration

  • Purpose: Sync absence rules with Google Workspace Calendar

  • Configuration: Click “Configure” to authenticate with Google

  • Status Indicators:

    • “Connected” (green checkmark) = Successfully configured

    • “Configure” button = Needs setup

  • Actions Available: Configure, Disconnect

Slack Integration

  • Purpose: Mobile rule activation

  • Configuration: Click “Add to Slack” to install Slack app

  • Features: Remote rule activation via Slack commands

  • Setup Requirements: Slack workspace admin permissions

Tempo Integration

  • Purpose: Integration with Tempo Timesheets and Planner

  • Configuration: API token setup required

  • Documentation: “What’s this?” link provides detailed setup instructions

  • Use Cases: Timesheet absence tracking, resource planning

Zapier Integration

  • Purpose: Automation workflows with external services

  • Configuration: Click “connect” to set up Zapier integration

  • Capabilities: Trigger actions in other apps when rules activate

Administrative Configuration Settings

User Administration Controls

  • Search and Filter Options: 

    • User name search 

    • Project filter (All Projects or specific projects) 

    • User filter (All users or filtered view)

  • User Management Functions: 

    • View user availability status (AVAILABLE, LEAVING SOON) 

    • Count of active rules per user 

    • Rule periods display (start date - end date or ∞) 

    • Coverer assignments visible 

    • Add/Show rules for any user (admin capability)

Source Priority Configuration

Priority Settings

  • Purpose: Determine which integration takes precedence when conflicts occur

  • Access: “Source priority” button in main interface

  • Options: Set priority order for multiple integration sources

  • Impact: Affects which absence data is used when multiple sources provide conflicting information

task_management_dashboard.webp
Source Priority Button

Verification Steps

Verify App Functionality

  1. Test rule creation access: 

  2. Click “Add rule for myself” button 

  3. Verify rule creation form loads with all fields:

    • Start Date (required)

    • End Date (optional)

    • Scope (Projects or JQL)

    • Coverer selection

    • Message configuration

  4. Click “Cancel” to return to main interface

Test User Access

  1. Log in as different user types to verify access: 

  2. End User: Can access main interface and create personal rules 

  3. Project Admin: Can access project-level management features 

  4. Service Desk Agent: Can access approval delegation features

  5. Verify feature availability matches user role permissions

Troubleshooting Common Installation Issues

Installation Problems

App Not Appearing in Apps Menu

Symptoms:

  • Out of Office Assistant doesn’t appear in Apps dropdown after installation

  • Apps menu shows other apps but not Out of Office Assistant

  • User reports “Cannot find the app”

Diagnostic Steps:

  1. Check Apps > Manage apps to verify installation status

  2. Verify user has appropriate permissions

  3. Test with different user account (preferably Jira Admin)

Causes & Solutions:

Permission Issue:

  • Symptoms: App appears for admins but not regular users

  • Solution: Verify user has “App Acces” permission at minimum

  • Check: User Administration interface for correct role assignments

  • Resolution: Add user to appropriate Jira groups or adjust App Access permissions

Installation Incomplete:

Installation Fails or Times Out

Symptoms:

  • Installation process hangs at “Installing…” screen

  • Error message: “Installation failed” or “Request timed out”

  • Marketplace page becomes unresponsive

Diagnostic Steps:

  1. Check Atlassian status page for service issues

  2. Verify network connectivity and firewall settings

Causes & Solutions:

Marketplace Service Issues:

  • Check: Visit status.atlassian.com for service disruptions

  • Wait Time: 10–15 minutes before retry

  • Alternative: Try installation during off-peak hours

  • Monitor: Atlassian community forums for widespread issues

Permission Restrictions:

  • Verify: User has “Jira Administrator” or “Manage Apps” permission

  • Check: System Administration > User management > User roles

  • Solution: Have a Jira Administrator perform the installation

  • Corporate Policy: Verify organization allows third-party app installations

Next Steps

  1. Set Up User Permissions: 

    1. Review and configure project-level permissions 

    2. Set up user roles and access levels 

    3. Configure approval workflows for JSM projects

  2. Create First Rules: 

    1. Follow the Quick Start Guide to create initial absence rules 

    2. Test end-to-end workflows with test accounts 

    3. Train team members on app usage

  3. User Training: 

    1. Share End User Guide with team members 

    2. Provide role-specific guides for different user types 

    3. Schedule training sessions for complex workflows

Support and Additional Resources

Getting Help

Data Privacy and Security

  • Privacy Policy: Review data collection and handling practices

  • Security: App follows Atlassian security standards

  • Data Storage: Information about data storage on Resolution servers

Version Updates

  • Automatic Updates: App updates automatically in Jira Cloud

  • Release Notes: Check Release Notes for new features and changes

  • Compatibility: Updates maintain backward compatibility

Installation Status: ✅ Ready for use
Next Step: Quick Start Guide
Support: Contact Resolution support for installation assistance

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