Adding a User
You can create a new user by cloning a closely matching user. Conga recommends cloning existing users to save time. For more, see User Administration.
For example, if the administrator has integrated and authorized Salesforce as an external service and there are ten users in the Salesforce organization, enabling the toggle means that any of these users can log in to the Advantage Platform using their Salesforce credentials. Once they log in, their account is automatically created on the Advantage Platform.
- Log in to the Conga Advantage Platform as an administrator.
- Click the App Launcher (
) icon from the top-left corner, then Admin Console > Users.
A list of users is displayed.
- Click Add to add a new external user or Add Guest to add a new guest user. Note:
The Add Guest button only appears when the Enable Guest & Digital Commerce User option is turned on at the organization level. For more information, see Organization Management. You only need a guest user account if you are using the Conga Digital Commerce product. This user has standard security settings that control what parts of the storefront guest users can access. These settings limit what guest users can access in the records that support the storefront.
The User Details screen appears. - Enter values in the following fields:Note:
The fields on the screen vary depending on whether you create an external, digital commerce, or guest user.
Field Name
Description
User Type
Select the user type (Internal, Digital Commerce, or Integration User) from the dropdown list.
Note:The Digital Commerce user type option is only available if the Enable Guest & Digital Commerce User option is enabled at the organizational level. For more information on how to enable it, see Organization Management.
External ID
Enter the user's external ID. This ID is used to map the user to external systems, such as Salesforce or Microsoft Dynamics 365, for data synchronization. It is also used for login if the external system is intended to serve both purposes.
You can enter up to 255 characters in this field.
Note:- For the Salesforce user, the user's unique Salesforce ID (18 digits) must be added as an external ID. For more information on how to get the 18-digit user ID, see Getting a Salesforce User ID.
- External ID is optional for Conga IDP identity provider users.
Federation ID
Enter the user's federation ID. This ID maps the user to their federated authentication system (such as SAML 2.0 or OpenID Connect) for access to the Advantage Platform. The federation ID is only required if you do not intend to use an external system to log in and have a separate identity provider (IdP) specifically for authentication.
You can enter up to 255 characters in this field.
Note:If you use Salesforce, Salesforce Sandbox, and Microsoft Dynamics 365 IdP for logging into the Conga platform, federation ID is optional. If you keep the federation ID blank, the system considers user's external ID as a federation ID for authentication.
First Name
Enter the user's first name. You can enter up to 255 characters in this field.
Last Name
Enter the user's last name. You can enter up to 255 characters in this field.
Email
Enter the user's email address. It must be a valid email address in the form: test@abc.com, test@abc.in, etc. You can enter up to 255 characters in this field.
Note:For the Conga IdP users, when multiple user accounts are registered with the same email address within the same organization, the most recently created account associated with this email address is designated as the primary account. Users can log in to the account using this standard email address without the need for an email alias (username field). For more information, see Conga IdP Users – Login and Account Considerations.
Username
For Conga IdP:
By default, the Username field is auto-populated with the value from the Email field. However, if you want to add a user with the same email address, you can create a unique username that forms an email alias using the following format:
[first_part_of_email]+[username]@[company_domain].For example, if your email address is test@abc.com and you want to add a user for legal purposes, you can enter legal as a username in the following format: test+legal@abc.com, which the user can use to log in.
Note:When the Conga IdP is set up as the default IdP, the system validates the username, which can include alphanumeric characters and must start with an alphabetical letter or number. It only allows the special characters underscores (_) and hyphens (-).
For more information, see Conga IdP Users – Login and Account Considerations.
For Other IdPs : Enter the username. It is only for information purpose.
Role
Enter the keyword to search and select the appropriate role to be assigned to a new user. A role is assigned to users performing similar tasks and consists of a set of permissions. For more information, see Roles and Permission Groups.
Note:- When you create a guest user, the GuestUserRole role is automatically assigned to the guest user, therefore this field is not displayed.
- For a digital commerce user, search and select the CommunityUserRole role.
Permission Groups
Select permission group(s) from the list. Permission groups are assigned to users for additional access that is not part of the selected role. Permission groups determine a given user's access to objects and records, and permissions to perform actions in the Conga Advantage Platform. For more information, see Roles and Permission Groups.
Note:- When you create a guest user, GuestUserPermissionGroup is automatically assigned to the guest user; therefore this field is not displayed. However, administrators can update GuestUserPermissionGroup to allow or amend permission for any out-of-the-box and custom objects.
- When you create a digital commerce user, CommunityUserPermissionGroup is automatically assigned to the user as part of the CommunityUserRole. Administrators can update the CommunityUserPermissionGroup to allow or amend permission for any out-of-the-box and custom objects.
OrganizationExternalId
Select the identity provider (IdP) you want to create a new user with. By default, the external integration set as the organization's default IdP is pre-selected. This ID is used for mapping the IdP connection for the user.
For more on adding or viewing external integration and setting the default, see External Integration.
Timezone
Enter the keyword to search and select the time zone from the list.
Note:If you do not provide a time zone, the application uses the organization's time zone and assigns it to the user.
Preferred Locale
Enter the keyword to search and select the preferred locale from the list.
Note:This field displays only the locales that are enabled at the organization level using the Locale Setup.
If you do not provide a locale, the application uses the organization's preferred locale and assigns it to the user.
Currency
Enter the keyword to search and select the currency from the list.
Note:If you do not provide a currency, the application uses the organization's currency and assigns it to the user.
Alias
Enter the user's alias name. You can enter up to 255 characters in this field.
Language
Enter the user's language. For example, en-IN. You can enter up to 255 characters in this field.
Address
Enter the user's full address. You can enter up to 64,000 characters in this field.
Phone Number
Enter the user's phone number. You can enter up to 255 characters in this field.
- Click Save.The integration user sees a Credentials pop-up with client ID and secret information.
- Copy the Client ID and Client Secret.Once copied, the client secret cannot be recovered and you must regenerate it. For more on regenerating the client secret, see User Administration.
Newly created users are in an active state by default. Based on the Timezone, Locale, and Currency selections, the Positive Currency Format, Negative Currency Format, Short Date Format, Log Date Format, Time Format, Decimal Symbol, Digit Group, Digit Grouping Symbol, and Negative Number Format information will be added to the new user. All of these fields can be changed while editing the user. For more information on how to edit a user, see User Administration.
The Conga IDP user receives a Welcome email that includes the username, the first-time login password, and organization information. The user can generate a new password using the default first-time login password. If a user is created with an incorrect email address entry, the welcome email cannot reach its intended recipient. In such instances, use the Resend Email functionality. For more details, see User Administration.