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Conga Product Documentation

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CLM for Advantage Platform

Conversations

Use Case: Conversations for Compliance Audit

  • A contract record exists in the system.
  • Conversation functionality is enabled for the relevant contract.
  • Users have permission to view and participate in conversations related to the contract.

During a third-party audit of vendor contracts, a Compliance Officer can start a conversation with the auditor and the Contract Manager. The Contract Manager can share relevant documents, and the Business User can provide contextual inputs. All feedback, decisions, and attachments remain tied to the contract record, allowing everyone to stay aligned and ensuring a clear audit trail.

This use case provides an example of how to collaborate during a third-party compliance audit using Conversations. This use case focuses on initiating posts, viewing conversations, and replying to posts. For additional details about conversations, see Conversations.

Objective

A third-party compliance audit of vendor contracts requires clear and coordinated communication between internal stakeholders and an external auditor. The objective is to enable contract-specific collaboration through Conversations, allowing participants to exchange messages, share documents, and provide contextual inputs in a single, centralized conversation.

Conversations reduce reliance on decentralized communication methods such as emails and calls by keeping all audit-related discussions visible and linked to the contract, improving clarity, coordination, and traceability.

Actors / Roles
  • Compliance Officer: Coordinates audit-related communication and initiates conversations.
  • Contract Manager: Provides contract documentation and participates in discussions.
  • Business User/Sales Director: Provides operational and business context through replies.
  • Third-party Auditor: Participates as an external user and responds via email.
  • System (Converations): Manages posts, conversations, replies, notifications, emails, and attachments

Trigger

The Compliance Officer initiates audit-related communication by creating a post linked to a contract.

  1. A Compliance Officer navigates to a contract record and clicks Manage Conversations.
    The system displays the Conversations page
  2. The Compliance Officer clicks Create Post.
    The system displays the Create Post dialog.
  3. The Compliance Officer performs the following actions:
    1. Enters a mandatory subject.
    2. Adds one or more Participants, which may include Internal users (for example, Contract Manager, Business User) and external participants (for example, Third-party Auditor).
    3. Types the message content using the rich text editor.
    4. Optionally uploads documents.
  4. The Compliance Officer clicks Post.

    The system creates a new conversation linked to the contract and saves the post as the root message. All participants receive a single email notification. The email contains a direct link to the conversation. Internal users (participants) who have access to the contract can also click this link to directly view the conversation.

  5. Any user with access to the contract (for example, the Contract Manager, Compliance Officer, Third-party Auditor, or Business User) opens the Conversations page.
    The system displays all conversations associated with the contract.
  6. Any user can select a conversation from the list.
    The system displays the original post and all associated replies in chronological order.
  7. A participant in the conversation composes a response using the rich text editor.
  8. The participant optionally attaches one or more documents.
  9. The participant clicks Post Response.

    The system adds the reply as a comment linked to the original post within the conversation and sends an email notification to all participants, including external participants.

  • The reply becomes immediately visible in the conversation for all users with access.
  • Posts and replies are retained within a single, contract-linked conversation.
  • Attachments are shared securely at post creation or via replies.
  • Notifications keep participants informed of new activity.
Tip:
Best Practices
  • Ensure all external stakeholders have platform access before the audit begins.
  • Always initiate post fromthe relevant contract record to maintain traceability.
  • Use clear subject lines and bullet points in conversation messages to improve readability.
  • Attach documents directly to the conversation instead of referencing external email links
User Guide
Conga
CLM

April 7, 2026