Out of Office Assistant
Employees set up Out of Office Assistant replies for their colleagues
Manager can set up “automatic responses” for their absent colleagues.
Without Outlook access, set up the Out of Office Assistant (M365, OnPrem).
The user perspective
Employees, partners or customers always want to be informed, when a colleague or contact person is not available.
This allows you to reschedule and/or contact a substitute.
Automatic replies (Out of Office Assistant) in Outlook allow employees to send an automatic email.
However, it is often forgotten or not possible – for example, in case of sudden illness.
Suddenly ill – avoid process chain
When an employee is out of the office, only an IT admin can set up an Out of Office reply.
Managers or colleagues usually receive first the information from the absent colleague.
They know:
- how long the employee will be absent
- who the substitute is
- when the employee will be back
Each employee can set an Out of Office note for colleagues with IDM-Portal.
You don’t need the help of the IT. The information is processed immediately after receiving the information and without process chain.
No password reset is necessary or even login in the colleague’s Outlook (data protection!).
The solution
Out of Office Assistant with FirstWare IDM-Portal
Employees set an out-of-office note for their colleagues. They do not need direct access to Microsoft 365 or Exchange.
With IDM-Portal, non-IT employees set up automatic replies without the support of an IT admin.
Key functions – Out of Office Assistant
Internal and external Out of Office reply.
Set up different Out of Office replies.
It works the same way as your own Out of Office in Outlook/OWA.
Depending on the target group, different automatic mails and time periods can be set.
Differentiate your Out of Office notes for intern (your colleagues) and extern (partners, customers…) recipients.
Period of absence
With just a few clicks, you can immediately:
- activate,
- disable or
- schedule
the Out of Office assistant for other employee or for yourself.
Just select the status, the period of time and save.
Notification and logging
IDM-Portal notifies the IT, managers or colleagues, of the change of status.
You can also insert links. This allows the recipient to quickly forward their message.
Continue formatting the text as usual (HTML): change the font or size, for example.
Every change by colleagues is logged and remains traceable.
The advantages
Role-based delegation
IDM-Portal is based directly on the Active Directory or another directory.
The authorization management is done through different roles.
Each employee is assigned to one or more roles.
Thanks to role-based permissions (RBAC), IT can delegate routine tasks without losing control.
By delegating tasks, you do not need to transfer information anymore.
This shortens processes and avoids errors.
Tip from the expert
Keeping data in Active Directory and Entra ID up to date is normally a task for the IT department.
With the help of IDM-Portal, you delegate many routine tasks around AD/AAD data maintenance to non-IT employee. User-friendly interfaces make it easy for all.
It provides useful functions, such as data maintenance, managing users and groups, Out of Office Assistant or resetting passwords. IDM-Portal delegation creates many custom-fit options that you can configure through roles.