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How to Configure Out-of-Office Period

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

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

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.
The End Date must not be earlier than the Start Date. 

Message

The first part of out of office message (Period message + Recur Rule message) to be added as comment.
Leave the message blank if you do not wish for any comments to be added.

Recurring Rule

Field Name

Description

Field Name

Description

Recurring Rule

Project

The project which this out of office rule is to be applied to.
Only the list of projects which the user can be assigned will be displayed in the drop-down. 

Reassign Issue

Choose an option:

  1. Assign to a coverer

  2. Unassign the issue

  3. Do not unassigned the issue

Coverer
(When #1 is selected)

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.
Leave the message blank if you do not wish for any comments to be added.

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

  1. The Out-of-Office Assistant can be accessed from the user profile menu after logging into Jira.

    1. Click on the user avatar for the dropdown menu to appear

  2. Click on Add new Out of Office period

  3. Fill in the fields accordingly

    1. From and to date

    2. OOO message

  4. Click on OK

  5. (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

  1. Click on Add Recurring Rule

  2. Fill in the fields accordingly

    1. Project (Unique selection)

      1. There is validation on this field

    2. Reassign Issue

    3. Coverer - only appear if “Assigned to Coverer” is selected for #2.b

    4. Message

    5. Checkbox - only appear if #1 is a Service desk project, or “All other projects” is selected

  3. Click on OK

 

Editing existing Out of Office Period

  1. Under Out of Office Period, locate the period you want to edit, and click on the pencil icon under Actions column

  2. Make your changes

  3. Click on OK

 

Editing existing Recurring Rule

  1. Under Recurring rule, locate the Recurring Rule you want to edit, and click on the pencil icon under Actions column

  2. Make your changes

  3. Click on OK

 

Deleting existing Out of Office Period

  1. 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

  1. Under Recurring rule, locate the Recurring Rule you want to delete, and click on the trash icon under Actions column