What is an 'Automation User' and how does it work?

the automation user feature is designed for teams that use automations with the document management product when a document management workflow runs, cloudfiles performs actions both in hubspot and in the external storage platform (such as google drive, sharepoint, onedrive etc) in this article, we cover a few common questions about the automation user 1 what automations is automation user used for? the automation user is used to execute all cloudfiles document management actions for example, any workflow actions performed by the app that interact with your storage library are executed using the automation user this includes actions such as creating folders, copying files, or associating resources with hubspot records all such automation tasks are carried out by the automation user 2 how do i authorise the automation user to use cloud drives? to use automations with external cloud drives such as sharepoint, an administrator must authorise the automation user follow the steps below to authorise the automation user open the cloudfiles hubspot app and log in as an admin from the top navigation bar, select document management in the left sidebar, click integrations select the cloud library you want to connect click connect a standard authentication process will open in a new tab after completing the login, the cloud library will display the connected by and connected on details once this process is complete, the automation user will be authorized to access the cloud library and can execute automations that interact with that storage platform the process is shown in the gif below 3 will this authorize my internal users as well? no this authorization is only used for automations in order to access the files and folders in the respective cloud library from the crm record, your internal users will still have to login to their cloud libraries with their respective user logins as an example, consider that you have authorized the automation user to use sharepoint and then run an automation that creates and connects folders for all newly created crm records this automation creates and connects the folder to 10 crm records now if your internal users try to access this folder from the crm record, they will need to login to sharepoint using their own credentials in order to see the contents of the folder moreover, in case you have sharepoint permissions set such that some of the users don't have access to these folders, they won't be able to see the contents even after the login 4 what are the limits on the automation user? the number of licenses determine how many automation actions can be executed each month if this limit is exhausted https //help cloudfiles io/hubspot/subscription plans#add ons , automations will begin to return errors until additional automation credits become available to learn more about how automation credits work, read automation credits https //help cloudfiles io/hubspot/what are automation credits#how many automation credits do i get you can also learn how to monitor your automation credit usage in the automation credit monitoring guide