How can you manage your team’s vacations and absences in Jira? There are multiple ways:
All of these absence management solutions address how vacations and leaves are requested, approved, and communicated.
None of them address work not being done when an employee is temporarily unavailable.
Their Jira issues will sit idle waiting for them to return. In many cases you can’t afford the luxury of waiting.
What if the leaver is the default assignee for bugs in an important project? What if he’s the on-call expert for support cases with a certain technology?
If you want to reassign Jira issues, you can activate automatic assignments of Jira issues to a different owner. Instead of being blocked while the assignee is out of the office, the second owner will take care of the issue.
This second assignee could triage the issues in three:
This person could be a product manager, a teammate with similar expertise, or a direct report that understands the daily operations of the leaver with a good amount of detail.
In this step-by-step guide, we will use resolution’s Out of Office Assistant for Jira Cloud to create a set of automation rules that leave no Jira issue unturned.
While this Jira Out of Office assistant creates vacation responders and auto replies for issues in Jira, its most important benefit consists in the ability to add a temporary owner for Jira issues that would otherwise be orphan.
Note that this method won’t work for shift handovers that need to be triggered every day.
On your personal Jira profile, access the assistant.
The easy option is to restrict the scope by project. You can either:
If you need to be more granular, you can create a JQL to delegate only specific issues.
Let’s look at the following examples:
assignee = 5cf26e0fe389ff0d9643ebbb AND type =content AND project = “Sales & Marketing” AND status!=DONE
In this case, I am selecting only content issues in the Sales and Marketing project, because they will be owned by my colleague Isaiah while I’m on parental leave.
Set the new Jira issue assignee
Finally, before creating the rule you will have to:
One rule will be enough when the covering assignees are capable of handling everything.
However, if you want to assign different types of tasks to different groups of colleagues, you can create different rules that coexist during the same period of time.
Following with the example above, I still need to delegate my joint marketing tasks in the Sales & Marketing project to Huiyi.
And I will create an additional rule to assign all my issues in the other project where I’m active to my boss
This is an important step if there is ongoing work that you need to delegate while you’re away.
When you come back from your special assignment, you want to have a look at how much work has been delegated to your colleagues. To achieve this:
As a user, I can only create rules to reassign issues for myself.
However, admins have access to the User Administration section.
Additionally, they can:
In this article we have seen how to create rules that reassign Jira issues to colleagues automatically when a user becomes unavailable. We have also seen that these rules can be created in advanced by the user while planning their handover, but also by a Jira administrator virtually anytime. All of this can be done with a Jira Out of Office automation.
Besides sending notifications to colleagues and customers while you’re on on a leave of absence of any kind (vacation, illness, or parental leave) Out of Office Assistant for Jira Cloud provides an efficient mechanism that keeps work moving towards completion, no matter how many employees are temporarily unavailable.