How to Configure Out-of-Office Period
- Stella
- Ng Wee Han
What is an Out-of-Office Period
The One-time Rule takes priority over the Out Of Office Period's Recurring Rules.
Most of the time, the reassignment rules are the same. Thus we added recurring rules which will be applicable during your out of office period. Now you only need to specify the period you are out of office.
There is no need to refill in all the settings.
Both the messages in the Out of Office Period and Recurring Rule will be added in the comment.
Terminology
Term | Definition |
|---|---|
Out of Office Period | The period when the user is out of office. |
Recurring Rules | Rules which will be active when the user is out of the office, defined in Out of Office Period. The order of “All other projects” matters  |
The tables below summarises the purpose of various fields
Out of Office Period
Field Name | Description |
|---|---|
Out of Office Period | |
You will be away from? | The start and end date when the person is going to be out of office. If the time is not changed, the duration where the rule is going to be applied is from Start Date 0000hrs to End Date 2359hrs. |
Message | The first part of out of office message (Period message + Recur Rule message) to be added as comment. |
Recurring Rule
Field Name | Description |
|---|---|
Recurring Rule | |
Project | The project which this out of office rule is to be applied to. |
Reassign Issue | Choose an option:
|
Coverer | The user id of the person for the matching issue to be reassigned to. |
Message | The second part of out of office message (Period message + Recur Rule message) to be added as comment. |
Post internal comment on issue re-assignment, @mentioned and internal comment. If unchecked, comment shall always be public for Jira Service Desk Projects | Check this option to add out of office messages as an internal comment in Jira Service Desk Projects. However, your automatic replies to any public comment will still be public. |
Do not send any public comment into service desk project (Only appears if the first checkbox is checked) | Your automatic replies to public comments will be published as internal comments. |
Configurations
Adding a new Out of Office Period
The Out-of-Office Assistant can be accessed from the user profile menu after logging into Jira.
Click on the user avatar for the dropdown menu to appear
Click on Add new Out of Office period
Fill in the fields accordingly
From and to date
OOO message
Click on OK
(Optional) If there is if additional Recurring Rule to be added, continue with Add a new Recurring rule
Adding a new Recurring Rule
Recurring rule works hand in hand with Out Of Office Period. You need at least 1 recurring rule defined for Out Of Office Period to be triggered
Click on Add Recurring Rule
Fill in the fields accordingly
Project (Unique selection)
There is validation on this field
Reassign Issue
Coverer - only appear if “Assigned to Coverer” is selected for #2.b
Message
Checkbox - only appear if #1 is a Service desk project, or “All other projects” is selected
Click on OK
Editing existing Out of Office Period
Under Out of Office Period, locate the period you want to edit, and click on the pencil icon under Actions column
Make your changes
Click on OK
Editing existing Recurring Rule
Under Recurring rule, locate the Recurring Rule you want to edit, and click on the pencil icon under Actions column
Make your changes
Click on OK
Deleting existing Out of Office Period
Under Out of Office Period, locate the period you want to delete, and click on the trash icon under Actions column
Deleting existing Recurring Rule
Under Recurring rule, locate the Recurring Rule you want to delete, and click on the trash icon under Actions column