> ## Documentation Index
> Fetch the complete documentation index at: https://docs.flowx.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Using out of office records

> The Out-of-office feature allows you to register users availability to perform a task. It can be allocated manually or automatically.

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/out_of_office_records.png)

> [!NOTE]
>
> Users with out-of-office status are excluded from the candidates for automatic task allocation list during the out-of-office period. For more information, see the [allocation rules documentation](https://docs.flowx.ai/6.x/docs/platform-deep-dive/core-extensions/task-management/using-allocation-rules.md).

## Accessing out-of-office records

To add out-of-office records, follow the next steps:

1. Open **FlowX Designer**.
2. From the side menu, under **Task Management,** select the **Out office entry**.

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/access_out_of_office.png)

## Adding out-of-office records

To add out-of-office records, follow the next steps:

1. Click **Add out-of-office** button, in the top-right corner.
2. Fill in the following mandatory details:
   * Assignee - user single select
   * Start Date (:exclamation:cannot be earlier than tomorrow)
   * End Date (:exclamation:cannot be earlier than tomorrow)

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/add_out_of_office.png)

3. Click **Save**.

## Editing out-of-office records

To edit out-of-office records, follow the next steps:

1. Click **Edit** button.
2. Modify the dates (:exclamation:cannot be earlier than tomorrow).
3. Click **Save**.

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/edit_out_of_office.png)

## Deleting out-of-office records

To delete out-of-office records, follow the next steps:

1. From the **out-of-office list**, select a **record**.
2. Click **Delete** button. A pop-up message will be displayed: *"By deleting this out-of-office record, the user will become eligible to receive tasks in the selected period. Do you want to proceed?"*

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/delete_out_of_office.png)

> [!WARNING]
>
> If you choose to delete an out-of-office record, the user is eligible to receive tasks allocation during the mentioned period. For more information, see the [automatic task allocation documentation](https://docs.flowx.ai/6.x/docs/platform-deep-dive/core-extensions/task-management/using-allocation-rules.md).

3. Click **Yes, proceed** if you want to delete the record, click **Cancel** if you want to abort the deletion.

> [!NOTE]
>
> If the out-of-office period contains days selected in the past, the user cannot delete the record, the following message is displayed: *“You can’t delete this record because it already affected allocations in the past. Try to shorten the period, if it didn’t end.”*

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/cant_delete_ooo.png)

## Viewing out-of-office records

The out-of-office records list contains the following elements:

1. **User** - firstName, lastName, userName
2. **Start Date** - the date when the out-of-office period will be effective
3. **End Date** - the date when the out-of-office period will end
4. **Edited at** - the last time when an out-of-office record was edited
5. **Edited by** - the user who edited/created the out-of-office record

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/view_ooo.png)

> [!NOTE]
>
> The list is sorted in reverse chronological order by "edited at" `dateTime` (newest added on top).

## Related resources

> [card] [Task Management Overview](https://docs.flowx.ai/6.x/docs/platform-deep-dive/core-extensions/task-management/task-management-overview.md)
>
> Learn about Task Management features and configuration

> [card] [Task Management Localization](https://docs.flowx.ai/6.x/docs/platform-deep-dive/core-extensions/task-management/task-management-localization.md)
>
> Localize Task Management UI in 34+ languages

> [card] [Allocation Rules](https://docs.flowx.ai/6.x/docs/platform-deep-dive/core-extensions/task-management/using-allocation-rules.md)
>
> Configure automatic task allocation rules


## Related topics

- [Using allocation rules](https://docs.flowx.ai/6.x/docs/platform-deep-dive/core-extensions/task-management/using-allocation-rules.md)
- [Complete roles & permissions matrix](https://docs.flowx.ai/6.x/setup-guides/access-management/roles-permissions-matrix.md)
- [Fan-out extraction](https://docs.flowx.ai/6.x/ai-platform/patterns/fan-out-extraction.md)
- [Workspaces access rights](https://docs.flowx.ai/6.x/setup-guides/access-management/workspaces-access-rights.md)
- [Configuration and migration guide](https://docs.flowx.ai/release-notes/v4.x/v4.6.x/v4.6.0-january-2025/migrating-from-v4.1.x-to-v4.6.0/process-configuration.md)


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