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Using Responsive's Out of Office Feature

Overview

Responsive's Out of Office (OOO) functionality notifies senders about the non-availability of the user along with a visual indication that the user is OOO.

When enabled, the feature automatically sends notifications when the recipient receives email notifications (for tasks and assignments, for example) through our application.

  • An Airplane mceclip4.png icon displays next to a user's name to indicate the user is OOO.
  • The notification setting remains enabled until the OOO flag is disabled in the user's email account and they log back into Responsive.

Select the applicable tab for your edition of Responsive.

  • Gmail Email Server

    1. From Gmail Settings, turn on Vacation Responder.
      mceclip0.png
    2. From Responsive, assign sections or questions to the user for whom the vacation responder is turned on. After the assignment:
      • Responsive sends the notification to the user, and Gmail sends the OOO email to Responsive.
      • Once Responsive receives the OOO response from Gmail, the application will notify the sender with an email.
      • Along with the notification, the OOO indicator appears.
        mceclip3.png

    Exchange Email Server

    1. From Exchange Settings, select Automatic Replies.
      mceclip1.png
    2. Select Send automatic replies.
      mceclip4.png
    3. Select Send automatic replies to all external senders and specify a reply message.
      mceclip8.png
    4. Click OK.
      mceclip7.png
    5. From Responsive, assign sections or questions to the user for whom the automatic replies is turned on. After the assignment:
      • Responsive sends the notification to the user, and Exchange Server sends the OOO email to Responsive.
      • Once Responsive receives the OOO response from Exchange Server, the application will notify the sender with an email.
      • Along with the notification, the OOO indicator appears to indicate that the user is OOO.
        mceclip10.png
      • Clicking on the OOO indicator (Flight icon) will display the out of office message.
        mceclip11.png
  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Gmail Email Server

    1. From Gmail Settings, turn on Vacation Responder.
      mceclip0.png
    2. From Responsive, assign sections or questions to the user for whom the vacation responder is turned on. After the assignment:
      • Responsive sends the notification to the user, and Gmail sends the OOO email to Responsive.
      • Once Responsive receives the OOO response from Gmail, the application will notify the sender with an email.
      • Along with the notification, the OOO indicator appears.
        mceclip3.png

    Exchange Email Server

    1. From Exchange Settings, select Automatic Replies.
      mceclip1.png
    2. Select Send automatic replies.
      mceclip4.png
    3. Select Send automatic replies to all external senders and specify a reply message.
      mceclip8.png
    4. Click OK.
      mceclip7.png
    5. From Responsive, assign sections or questions to the user for whom the automatic replies is turned on. After the assignment:
      • Responsive sends the notification to the user, and Exchange Server sends the OOO email to Responsive.
      • Once Responsive receives the OOO response from Exchange Server, the application will notify the sender with an email.
      • Along with the notification, the OOO indicator appears to indicate that the user is OOO.
        mceclip10.png
      • Clicking on the OOO indicator (Flight icon) will display the out of office message.
        mceclip11.png

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