Overview
Responsive's Out of Office (OOO) functionality will notify you when someone you want to assign as an author, reviewer or primary contact, or use the @mention feature in comments. The other user must be logged out of the platform with the Vacation responder on Gmail or the Automatic Replies on Outlook enabled.
Note: This is available for Intake, Projects, Content Library and Requirements Analysis tasks.
When you are making the assignment or @mention, you will see the airplane icon next to the user's name. You will receive an email notification saying that the user is out of the office.
The OOO notification setting remains enabled until the Out of Office flag is disabled in the user's email account and the user logs back into the application.
Setting Up OOO Notifications for a Gmail Email Server
Step 1: From Gmail Settings, turn on Vacation Responder.
Step 2: From Responsive, assign sections or questions to the user for whom the vacation responder is turned on. As you make the assignment, the airplane icon will appear next to the user's name. After the assignment:
- Responsive will send the assignment notification to the user. Because the vacation responder is turned on for the user, Gmail will send the OOO email to Responsive.
- Once Responsive receives the OOO response from Gmail, Responsive will notify you with an email saying the person might be out of the office.
- To reduce the number of emails you get, Responsive will only notify you the first time you assign something to an OOO user.
The OOO indicator will be visible until the user logs back into Responsive.
Setting Up OOO Notifications for an Exchange Email Server
Step 1: From Exchange Settings, select Automatic replies.
Step 2: Select Send automatic replies.
Step 3: Select Send automatic replies to all external senders and specify a reply message.
Step 4: Click OK.
Step 5: From Responsive, assign sections or questions to the user for whom the vacation responder is turned on. As you make the assignment, the airplane icon will appear next to the user's name. After the assignment:
- Responsive will send the assignment notification to the user. Because the vacation responder is turned on for the user, the Exchange server will send the OOO email to Responsive.
- Once Responsive receives the OOO response from the Exchange server, Responsive will notify you with an email saying the person might be out of the office.
- To reduce the number of emails you get, Responsive will only notify you the first time you assign something to an OOO user.
The OOO indicator will be visible until the user logs back into Responsive.