TOM Configuration [Cloud]

Create Time Off

The configuration page can be reached from the user profile menu as shown in the screenshot. Selecting “Time Off Management“ take you to the configuration menu.

 

In the Time Off configuration, users can add the absent user, alternate assignee, and date which controls the auto assignee function for the absent users. Let’s assume user Joel is absent on dates between 31/01/2023 00:00 - 05/02/2023 23:59 and as defined before David will take care of her issues which means issues are assignable to David automatically. By the way, by clicking the settings button (2) users are able to define Global Manage Permission which is related to the groups.

 

Adding Alternate Assignee for the Unavailable User
Adding Alternate Assignee for the Unavailable User

Dashboard

By simply going to any of your dashboards, you can find out and add our gadget by searching it which is called “Assigned to Unavailable Users“. On the left side of the dashboard, as seen in the picture users can add fields to the list of columns to display them. It is also possible to reach and add saved filters. After all, just click the Save button and users will reach the screen on the right side of the dashboard.

 

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, users can easily reach the Global Assignment Rules configuration page. After that, just click the plus sign on the right top of the page and now you are ready to create a rule. You can also edit and delete the rules that you created before.

While adding an assignment rule, users have to 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 it.

  • 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 users 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.

  1. Assign By Rule post function assigns users according to assignment rules(Global Rules and Project Rules) which matches with the appropriate issue that is defined before.

  2. Assign To Alternate User post function assigns to the alternate user when a user is unavailable.

  3. Assign to Group post function assigns to users in a specific group by round-robin.

  4. Assign to Project Role post function assigns to users in a specific project role by round-robin.

  1. Transition Issue(s) post function transitions the issue automatically according to the selected transition.

 

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.

 

TOM-1 was created on Friday, August 25, at 4:33 PM. According to the defined shifts above, it is assigned to Alana rather than Mitch.