System
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Jira Cloud
Short description
Automatically reassign Jira tickets to a deputy when the assignee is out of office, reducing delays caused by absent team members.
Challenge
Project managers and team leads often face delays when an assigned team member is out of office. Tickets can remain unaddressed, slowing down project progress and creating bottlenecks.
Actors
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👥 Joanna – Team Lead
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👨💻 Olga – Developer / Technical Team Member
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👩💼 Lara – Project Manager
Actors Goals
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Joanna wants her team’s tickets to be addressed even when someone is on leave. She wants to ensure continuous progress without manual reassignment.
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Olga wants her tasks to be reassigned automatically when she is on leave so work continues without interruptions.
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Lara wants an overview of absent team members and ticket reassignments to manage project timelines effectively.
Use Case Scenario (step-by-step)
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Olga sets her out-of-office status in Microsoft 365.
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The Out of Office Sync app detects her OOO status and updates the custom OOO field in Jira.
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Jira automation triggers based on the OOO field.
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Any tickets assigned to Olga are automatically reassigned to her designated deputy.
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Joanna and Lara are notified of the reassignment through Jira notifications.
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The deputy begins working on the reassigned tickets without delays.
Outcome
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Tickets are reassigned automatically, reducing delays caused by absent team members.
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Team leads like Joanna can ensure continuous workflow without manual monitoring.
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Developers like Olga have confidence that their work will not stall when they are out of office.
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Project managers like Lara can maintain timelines and project progress without interruption.
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Overall project efficiency improves, and bottlenecks due to absences are minimized.
Additional Content
Handling of All-Day Absences in Out of Office Sync for Jira and Microsoft
Avoid Task Delays in Jira by Syncing Absence Data from Microsoft 365
Documentation
User Guide: Link
Admin Guide: Link