What this article covers:
- Why you should create a bot user in Unito
- How to set up a bot user
- Choosing the bot account when creating or editing a flow
Why should I create a bot user?
When you integrate your favorite tool, the system will use the users you authorized to sync between the two platforms. This means these authorized users will be designated as the source of any changes/comments synced. Here's why that might end up creating confusion:
If Eryk sets up a flow with his own personal account, this is how a comment from another user (Fred) would appear when it's synced in Wrike:
While Fred's name shows up in the text, the comment is still attributed to Eryk. At a glance, a Wrike user might assume Eryk made this comment.
Bot Users remove this confusion by becoming the comment owner.
How to create a bot user
Creating a bot user is simple and can be done in just a few steps. Follow these first three steps to create a bot user with access to all your projects:
- Start by creating a brand new email address for your organization. If your organization is called Tech Place, that email address may look something like [email protected].
- Create an account with this email address in the tools you want to integrate, say Trello.
- Add this new user to all the blocks you want to add to your flows. For Trello, that means making sure your bot user is a member of all boards you're looking to sync.
Now that your bot user is created and has the right permissions, here's how you can add them to your Unito workplace.
Log in to the Unito app with your credentials, not the bot user's. Then, click on the dropdown in the top right corner of your screen, then click on Integrations.
Scroll through the list until you find the integration you need to use, and click on Connect account.
A window will pop up asking you to authorize Trello. Click on Switch Account.
On the next screen, log in with your bot user's credentials.
This will add your bot user as an integration account. Now it's time to make sure it's the account used in your flows.
Note: The bot user account will need some permissions in order to do its work. Consult this article for a breakdown of these permissions for each integration.
Choosing the bot account when creating or editing a flow
Whether you're starting with a new flow or editing a pre-existing one, changing the account used in the flow is super simple. When you're creating a flow, one of the first steps is choosing the accounts and projects you want to include. You'll see this reflected in this dropdown:
This dropdown will include all the accounts you've connected to your Unito credentials. Just pick the bot user out of that list, and you'll be set!
You can achieve this with pre-existing flows by editing your flow. If you're working from the workflow designer, just click on the flow you need to change:
And if you're working in the flow list, click the three little dots on the right of your flow and click Edit.
Once you've changed the account to your bot user — and saved your changes — comments and other changes will now be synced from the bot user. No more confusing your coworkers for each other.
Note: You can only change a connector that has access to the synced block. If the Bot User is greyed out, some permissions are missing.