Adding users to your system involves defining their role, setting up authentication, assigning the right permissions, and ensuring they have the correct access level based on their type (Internal, Integration, Guest, or Community). Ensuring a streamlined process helps maintain security while ensuring users can perform their tasks effectively.

  • Internal User: It is usually an employee or a direct member of the organization who uses the system for regular day-to-day operations. They are granted access to various features and data depending on their job role, department, and permissions defined by the organization's access control policies.
  • Community User: It is an external user who interacts with a system, typically through a Community Portal or self-service platform. They are not internal employees but are often customers, partners, or other stakeholders outside the organization.
  • Guest User: It is usually an external user who needs temporary or restricted access to specific areas of the system. They are not members of the organization and often have limited access rights. In the context of an e-commerce platform, a Guest User often makes one-time purchases, browses products, or performs other actions that do not require long-term membership or login credentials.
  • Integration User: It is a system account or service user that is created specifically to enable data integration between two or more systems (e.g., CRM, ERP, or analytics tools). This user does not represent a human user but is instead used for API connections, third-party integrations, or automated data syncs.

You can manage Conga Platform users using the User Administration user interface. The Users tab allows you to:

  • Create, update, and manage users.
  • Import user information.
  • Assign roles to users.
  • Set default options for users. For example, locale, time zone, date and time format, and other preferences

To create a new user

  • You can also create a new user by cloning the user with the closest match. Conga recommends cloning an existing user to save time. For more information on cloning the existing user, see the Working with Users section.
  • A user will be created for the external integration set as the Default IDP for the organization. For example, if you have set the Microsoft Entra (Azure AD), a SAML Identity Provider, as the Default IDP, all the new users will be created with the Microsoft Entra (Azure AD). For more information on how to add/view external integration and set it default, see Managing External Integration.

  • If the Auto Provision User Enabled toggle is enabled and the admin user has added and authorized the external integration, other users from that external integration can log in to the Conga Platform with their credentials, and the user is automatically created on the Conga Platform. For example, suppose the admin user has integrated Salesforce as an external service and authorized it. In Salesforce, there are 10 users. Now, if the toggle is enabled, any of these users can log in to the Conga Platform using their Salesforce credentials. Once they log in, their account is automatically created on the Conga Platform. For more information, see Viewing Conga Org Details.

  1. Log in to the Conga Platform as an admin user.
  2. Click the App Launcher () icon from the top-left corner > Admin Console > Users.
    By default, a list of users is displayed.

  3. Click Add to add a new external user or Add Guest to add a new guest user. The User Details screen appears.

    The Add Guest button only appears when the Enable Guest & Customer Community User option is turned on at the organization level. For more information, see Viewing Conga Org Details. 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.

  4. Enter values in the following fields:

    The fields on the screen vary depending on whether you create an external, community, integration, or guest user.

    Field NameDescription
    User Type

    Select the user type (Internal, Community, or Integration User) from the dropdown list.

    The Community user type option is only available if the Enable Guest & Customer Community User option is enabled at the organizational level. For more information on how to enable it, see Viewing Conga Org Details.


    Federation ID

    Enter the user's federation ID. This can be any unique alphanumeric text used to identify the user. This ID is used when migrating users from one environment to another. You can enter up to 2000 characters in this field.

    • For the Salesforce identity provider user, the user's unique Salesforce ID (18 digits) must be added as a federation ID. For more information on how to get the 18-digit user ID, see Getting Salesforce User ID.
    • Federation ID is optional for Conga IDP identity provider users.
    User Name

    Enter the user's unique user name. The Conga IDP user uses this username to log onto the Conga Platform. You can enter up to 255 characters in this field.

    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 (-).

    First NameEnter the user's first name. You can enter up to 255 characters in this field.
    Last NameEnter the user's last name. You can enter up to 255 characters in this field.
    EmailEnter 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.
    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 Managing Roles and Permission Groups.

    • When you create a guest user, the GuestUserRole role is automatically assigned to the guest user; therefore, this field is not displayed.
    • For a community 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 Revenue Lifecycle Platform. For more information, see Managing Roles and Permission Groups.

    • When you create a guest user, the GuestUserPermissionGroup permission group is automatically assigned to the guest user; therefore, this field is not displayed; however, administrators can update the GuestUserPermissionGroup to allow or amend permission for any out-of-the-box and custom objects.
    • When you create a community user, the CommunityUserPermissionGroup permission group 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.
    Timezone

    Enter the keyword to search and select the time zone from the list.

    If you do not provide a time zone, the application uses the organization's time zone and assigns it to the user.

    Locale

    Enter the keyword to search and select the locale from the list.

    If you do not provide a locale, the application uses the organization's locale and assigns it to the user.

    Currency

    Enter the keyword to search and select the currency from the list.

    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 64000 characters in this field.

    Phone Number

    Enter the user's phone number. You can enter up to 255 characters in this field.

  5. Click Save.
  6. For the integration user, you can see the Credentials popup with Client ID and Secret information.
  7. Copy the Client ID and Client Secret. Once copied, the client secret cannot be recovered and you must regenerate it. For more information on how to regenerate the client secret, see Working with Users.

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 Working with Users.

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 Working with Users.

Activating or Deactivating Users

An administrator can activate or deactivate existing users from the user details page. Users can be granted role-based activation and deactivation access. A deactivated user cannot log in to the Conga Platform Administration portal.

To activate or deactivate a user

  1. Log in to the Conga Platform as an admin user.
  2. Click the App Launcher () icon from the top-left corner > Admin Console > Users.
    A     list of users is displayed.
  3. Click the More () icon next to the user name and select Activate or Deactivate.