Why should I create a Bot User?
When you add a connector for your favorite tool, the system will use the users you authorized to perform the syncs between the two platforms. This means these authorized users will be designated as the source of any changes/comments synced. While this may be just fine for some folks, you are likely to get a better experience if you instead use Bot Users for the integration.
For example, if Eryk sets up the sync with his own personal user, this is how a comment from another user (Fred) would look when it is synced in Wrike:
While it does specify who the comment was from within the comment itself, it is still attributed to Eryk, and this may cause some confusion.
With a Bot User, you remove this confusion because the comment owner is the neutral connector, making the rightful commenter more evident. We recommend using the name Sync or Sync Bot for your Bot Users just to make it more clear where it's coming from.
1. Create the Bot User
When using Unito embedded into Wrike
A Wrike connector will automatically be created for you. Next, you will have to create one yourself in the other tool you sync. You can name them what you want (ie. Sync Bot) and we recommend that you name them both the same so as to maintain consistency throughout.
Creating a Bot User in any of your favorite tools is pretty straightforward: you just create another user in that tool (not Unito) with a different email and give it access to the projects, repositories or boards you want to sync.
Tip: If you're using Gmail, you don't have to create a new email address; you can just add a "+syncbot" at the end of your name (e.g. firstname.lastname@example.org) and it will count as a new address, while still receiving all emails.
Your Bot users must have the correct permission configurations, so ensure that the users have full read/write permissions to the projects and folders you wish to sync.
Your Bot User must be a regular user. If you use the connector automatically created for you in the embedded version of Unito, it will already have the required permissions.
See the Jira user permissions required.
Make sure the Bot User has access to the teams and projects you want to sync.
Make sure the Bot User is either an owner of your organization (recommended) or a collaborator of the repositories you want to sync.
Make sure the Bot User is an Admin of your team and a Board Admin in any of the Trello boards you want to sync. It will ensure all information are well synced.
2. Change the connector used to sync in Unito
Here's how to switch your connector from your personal user to the Bot User:
- Open the Unito App and make sure you're logged in.
- Open the tool whose bot user you want to connect (e.g. in Asana, Jira, etc.), and log out from your personal user (in that tool).
- Go back to the Unito App, locate the Your Connectors sidebar, and click the Add Connector button.
- The popup window will ask you to connect your log into your tool, enter the credentials to your Bot User.
- Authorize the connection. You'll now have at least two connectors in the tool panel.
- Edit the sync you want to transfer by clicking the down arrow at the right-hand side of your sync and selecting EDIT.
- On the Project settings tab, expand the "Sync changes with this user" pull-down and select the new connector you wish to use for synchronization.
- Click SAVE & SYNC.
Your sync will begin synchronizing with the new connector.
Note: You can only change a connector that has access to the synchronized project or folder. If the Bot User is greyed out, some permissions are missing.