How to Change the Automation User in Asana

Every automated action Hipporello Service Desk performs in Asana — creating tasks from form submissions and emails, posting automated messages as comments, adding tags and updating custom fields — is done on behalf of a Asana project member called the Automation User. By default, the Automation User is the person who installed Hipporello Service Desk. If that person leaves your team, or you want automated activity to appear under a different account, you can change the Automation User at any time.

Why Change the Automation User?

• Team changes: The person who installed Hipporello no longer manages the Asana project or is leaving the company.

• Clean activity history: Show automated comments and task updates under a dedicated account instead of a personal one.

• Uninterrupted automation: Make sure your workflows keep running on behalf of an active Asana project member.

Step-by-Step Guide

1. Open Your Connected Asana Projects

1. Go to admin.hipporello.com.

2. From the left menu, select Connected Asana Projects and click Settings.

3. On the User Portal page, you’ll see every Asana project connected to your Service Desk portal.

2. Open the Automation User Settings

1. Find the project you want to update and click Actions on its row.

2. Select Automation User.

3. The dialog shows the Current Automation User. All actions on the Asana project are performed on behalf of this user.

3. Take Over as the Automation User

1. Click Take over to make your own Asana account the Automation User.

2. Asana will ask you to grant Hipporello access to your account. Review the requested permissions and click Allow.

3. You’ll see a success message, and your name will appear as the Current Automation User. Click Done.

Note: You can only set yourself as the Automation User. If you want another Asana project member to become the Automation User, they need to sign in to the Hipporello admin panel and click Take over themselves.

Verify the Change

1. From the left menu, go to Forms, open one of your forms and make a test submission.

2. Open your Asana project, open the newly created task and check the comments and activity feed.

3. Automated messages and updates on the task will now appear under the new Automation User.