Roles and Permissions
Conga CLM uses Role-Based Access Control (RBAC). This means you control what users can see and do by assigning them roles, permission groups, and (optionally) user groups. Here's how you can implement and manage roles, permission groups and user groups:
Permission Groups: The Foundation of Access
A Permission Group is a collection of object permissions (CRUD: Create, Read, Update, Delete, plus custom actions) for specific objects like Agreements, Accounts, Clauses, etc. You can assign permission groups to users or roles.
Roles: Grouping Permissions for Job Functions
A Role is a profile (e.g., Contract Manager, Legal User, Read-Only User) that bundles one or more permission groups. Assign roles to users based on their job responsibilities.
Object, Field, and Record Type Permissions
Object Permissions: Control CRUD and custom actions for each object (e.g., Agreements, Accounts).
Field Permissions: Set fields as editable, read-only, or hidden for each role/permission group.
Record Type Permissions: Restrict access to specific record types (e.g., NDA vs. MSA).
Scope Permissions
If you don't want users to have full access (View All/Modify All), you can use scope permissions:
Global Scope: Access based on criteria (e.g., non-confidential agreements).
User Scope: Access if the user is tagged (e.g., Contract Facilitator).
Account Scope: Access if the user owns or created the account linked to the record.
Out-of-the-Box Roles & Permission Groups
Conga provides standard roles like:Admin
Contract Administrator
Contract Standard User
CongaCLMReadOnlyUser
CongaCLMUser
CongaCLMAdmin
Customizing User Experience with CX Studio
Use CX Studio to tailor object layouts and page views for different roles. For example, show only relevant fields/actions to Sales vs. Legal users. Layout visibility is controlled by assigned permissions.
Best Practices
Start with out-of-the-box roles/permission groups, then customize.
Use cloning to quickly create similar roles.
Regularly review and update roles/permissions as business needs change.
Leverage CX Studio for role-based UI customization.
Document your role/permission structure for audit and troubleshooting.
Roles
Roles determine a user's access to applications, objects, records, and permissions to perform actions on the Conga Advantage Platform. A role is assigned to users performing similar tasks and consists of a set of permissions. As an administrator, you can assign roles to existing users or create a new user and edit the user's details to assign roles. You can also assign multiple permissions and permission groups to a user to grant access to all assigned role permissions.
Examples of the roles you can create include: Contracts Facilitator, Contracts Read Only, Global Legal User, Quote Administrator, and so forth, based on your organization's security, legal, functional, and administrative requirements. As an administrator, you can create roles to restrict access to data for certain users based on their roles and responsibilities.
You can create a new role or clone an existing one with the closest match, saving time over starting from scratch.
After you create a role, you can view, edit, clone, and delete the role from the list page. You can manage column width, which columns are displayed in the grid, freeze/pin a column range, or rearrange the column order. You can also filter the view of records in the grid by performing a keyword search, filtering the list by column value, or applying one or more advanced filters and filter logic. For more information, see Managing View Settings and Filtering Records.
To view the role information, click the Role Name link from the Roles list page. For more information see, Roles.
Permission Groups
A permission group is a group of object permissions that can be assigned to individual users or to roles. It is a best practice to keep object permissions granted to a single permission group.
For more information see, Permission Groups.
User Groups
User groups enable administrators to groups users with specific roles and permissions. These groups streamline collaboration by bringing together users with common interests, roles, or responsibilities. Administrators can not only create new groups but also include a mix of both groups and individual users within a single group.
For more information, see User Groups.