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1. Launch the Out-Of-Office Rules List

After the app is installed, you find a new menu entry "Out-Of-Office Assistant" in the user options drop-down menu in the upper-right corner.

User Dropdown in Jira

A click on it will launch the Rules Manager, where you find all your active out of office rules.

2. Add your first rule

Click on the "Add Rule" button to create your first rule. 

Out of Office Home Page

A form will display where the rule details have to be filled in.

Out of Office rule creation dialog

  • Select a start and an end date for your leave.
    • You can switch off the end date for open-ended leaves.
    • As timezone, we will use the timezone of your JIRA account.=
    • If you want to change the timezone, just do so in your JIRA profile.

  • Then choose the project scope or define a JQL commend to determine which issues should be considered.
    • The project scope defaults to "All Projects".
    • When more than one rule is defined for a specific date, rules with JQL commands are evaluated first, followed by rules with specific projects and last rules with "All projects" selected.

  • Then you can select one or more coverers (optional).
    • If you do, then the Out-Of-Office Assistant will try to assign the issue to one of them when it is assigned to you.
    • If there is more than one coverer, it will be assigned to the one that got the least reassigns yet.
    • If a coverer is also out of office then the assistant will assign a coverer for him (if available).
    • For more detail refer to the decision flow diagram.

  • It's also possible to select coverers for approvals (optional)

  • Then you can write a message

Out of Office comment in a Jira issue

    • When an issue is reassigned, the message is automatically published as a comment
    • If a coverer is defined but this field is empty, comments are not added.
    • The integrations with Zapier and Slack allow to fetch the message from external tools like Outlook, Google Calendar, the just mentioned Slack, and many more

  • Finally, you can decide whether you want to add an Out of Office label to your name whenever you are mentioned
    • By default, no label is added
    • Labels can be added only during the leave or with some days in advance
    • You can also choose between several labels

  • In JSM projects, you have to decide whether or not Out of Office messages will also be shared with customers.

  • Choose and click on the "Create New Rule" button. The rule will be active immediately.

3. Assign an issue and see it reassigned

Select an issue in JIRA and reassign it to the user for which you just added an out of office rule.

First, it will look normal. But with a page reload you will see the changes that the Out-Of-Office Assistant made.
The new issue of view does that automatically.

  • The defined coverer is now assignee of the issue (if you defined one)
  • In the comments section, you find an entry with the out of office message and potentially an additional line with the reassignment.

4. Check whether issue assignees are Out of Office 

Within each issue, you can also check whether the assignee is Out of Office from the app's context. This is useful to double check, for example, that the coverer for an issue is currently active.

5. Further reading: User Guide