TOM Configuration
Create Time Off
Users can reach the configuration page from the section shown in the picture. By clicking the button (1), users will go to the screen that is given below.
On that page, users can add absent users, alternate assignees and dates which controls the auto assignee function for the absent users. Let’s assume user Tanya is absent on dates between 16/05/2022 - 18/05/2020 and as defined before David will take care of her issues which means issues are assignable to David automatically.
JQL Search
TOM also has a JQL function called currentlyOffTime() which shows all the issues that are assigned to the absent user. On the right middle of the page, users are able to see the related information about the auto-assignment rules and by clicking “Assign to alternate assignee” it is possible to assign the issue till the end time is up!
Rules
Users are able to create assignment rules for each project separately.
For global rules management, you need to visit Global Rule Administration.
By simply clicking the button called Assignment Rules from the Admin page, users can easily reach the Global Assignment Rules configuration page. After that, click the Create Global Rule button on the right top of the page and now you are ready to add a rule. You can also edit and delete the rules that you created before.
While adding an assignment rule, users must choose the rule name, assignee, assignment strategy and no assignment scenario. It is also possible to add JQL to the rule.
On the Update Assignment Rule page, there are some fields that you need to understand well which are,
“Project Scope” users can choose a single project, multiple projects, or global(global means ALL projects) for the rule that the user wants to implement.
“Assignment Strategy” users can make a selection between Round Robin or Random. Let’s assume that we defined more than one assignee, round robin represents that, while implementing the rule assignees will be selected respectively instead of the absent user and random represents that, the user will be selected randomly between the assignees.
“No Assignment Scenario” consists of Alternate Assignee, Unassign and Do Not Reassign. Let’s assume there are two users(User A, User B) who are considered assignees in the Add Assignment Rule screen and a random issue is assigned to User A. However User A is absent. On the other hand, User A had defined a rule for himself before from the admin section configuration page which is(If User A is absent, an alternate user will be User B). Then, that predefined rule will be working instead of this rule. Unassign means if the selected assignee is absent then the issues that are assigned to that user will be automatically set as unassigned. Do Not Reassign means, nothing will change if the selected user is absent. The issues that are assigned to the absent user will remain the same and the assignee will still be the same user.
Post-functions
There are four post functions that users can add to any transition, as seen in the figure.
Assign By Rule post function assigns users according to assignment rules(Global Rules and Project Rules) which matches with the appropriate issue that was defined before.
Assign To Alternate User post function assigns to the alternate user when a user is unavailable.
Assign to Group post function assigns to users in a specific group by round-robin.
Assign to Project Role post function assigns to users in a specific project role by round-robin.
Transition Issue(s) post function transitions the issue automatically according to the selected transition.
Assign by Shift post function assigns users by shifts using a round-robin strategy.
Please place the Time Off postfunctions after the Re-index an issue to keep in sync with the database.
Info Panel
In the Setting of Time Off Management & Auto Assignment on the admin page, you can select to display or not to display the Assignee Unavailability panel on the issue if there is no data.
If you check the option, the info panel will be seen below. By default, the info panel is not seen at all, if there isn’t any data.
Scheduled Job
Scheduled Jobs give control over users who are unavailable at a specific time. You can decide whether to transition issues to a specific status when the assignee is unavailable or assign issues to alternate users automatically.
Manage Apps > Time Off Management & Auto Assignment > Scheduled Jobs > Create Scheduled Job
Here is an example of how to create a scheduled job!
There are two types of action you can choose:
Transition Issue
You can schedule a job to transition issues assigned to unavailable users.
Assign Issue
You can schedule a job to assign issues to alternative assignees when the original assignee is unavailable.
Shift Management
You can specify users' working hours in the Shift Management Panel!
Manage Apps > Time Off Management & Auto Assignment > Shift Management > Create Shift
When you define the shifts, you can use the Assign By Shift post-function. In the below example, Alana and Mitch were selected as the assignees. When an issue is created, the assignee will selected according to the shifts.
RP-29 was created on Wednesday, August 16, at 4:58 PM. According to the defined shifts above, it is assigned to Mitch rather than Alana.