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Conga Support

Adding Role-Based Security

This page applies to: Conga Contracts

You need the List Admin, Additional Forms Admin, and Role Admin permissions to add security to a role held by users.  A role can grant or deny access to a contract group, company group, project group, additional form, or a document type, as well as control the level of access if permission is granted.

Since roles are assigned to users and Contract, Company, and Project Profiles are assigned to a group when a user adds any of these Profiles to Conga Contracts (formerly Novatus), access to a Profile can be granted or denied by creating a Restricted group so that sensitive Profiles can be assigned to this secure group.  Since the Contract Group, Company Group, and Project Group field in each Profile screen is a list, you must use the Lists feature to add Restricted  as a list item in the Group field for each Profile type so that access to secure information can be controlled when a Role Admin adds a user role.  

Adding a Restricted Contract Group

1.  Click Admin in the Navigation Toolbar, and click the Lists link in the menu.

2.  In the List Administration screen, enter contract group in the Search field and press the ENTER key on your keyboard.

3.  When the results display in the Fields List section, click the Contract Group list to display the existing groups in the right side of the screen.

4.  Click Add in the toolbar to display a blank New Item record:

  • Click in the Name field and enter Restricted.

You can also enter Confidential, Proprietary, or another term that indicates access to the Profile should be limited.

  • (Optional) Click in the Description field and enter information that will display when a user hovers over the list item.

5.  Click Save.

Adding a Restricted Company Group

1.  Click Admin in the Navigation Toolbar, and click the Lists link in the menu.

2.  In the List Administration screen, enter company group in the Search field and press the ENTER key on your keyboard.

3.  When the results display in the Fields List section, click the Company Group list to display the existing groups in the right side of the screen.

4.  Follow Steps 4-5 in Adding a Restricted Contract Group.

Adding a Restricted Project Group

1.  Click Admin in the Navigation Toolbar, and click the Lists link in the menu.

2.  In the List Administration screen, enter project group in the Search field and press the ENTER key on your keyboard.

3.  When the results display in the Fields List section, click the Project Group list to display the existing groups in the right side of the screen.

4.  Follow Steps 4-5 in Adding a Restricted Contract Group.

Applying Security to a Document Type

A role can apply security to certain types of documents, such as Executed Contracts.  Although document security is also applied using the Lists feature, a Restricted group does not need to be created since each document type contains a Role Security check box that can be selected or cleared to apply or remove security.  When the check box is selected, the document type is listed under the Document Types tab in the Role Profile screen when a Role Admin adds a user role.  The Role Admin can either grant or deny access to the document type for users who hold the role.

1.  Click Admin in the Navigation Toolbar, and click the Lists link in the menu.

2.  In the List Administration screen, enter document types in the Search field and press the ENTER key on your keyboard.

3.  When the results display in the Fields List section, click the Document Types list to display the existing document types in the right side of the screen.

4.  Click the Role Security check box to apply security to a document type.

5.  Click Save.

Apply Security to an Additional Form

A role can apply security to an additional form so that it is hidden or shown in the Additional Forms screen in the Contract, Company, or Project Profile linked to the form.  An Additional Forms Admin can apply security to an additional form by selecting the Use role-based security check box when setting restrictions for the form. When the check box is selected, the additional form is listed under the Additional Forms tab in the Role Profile screen when a Role Admin adds a user role.  The Role Admin can either grant or deny access to the additional form for users who hold the role.

1.  Click Admin in the Navigation Toolbar, and click the Additional Forms link in the menu.

2.  In the Additional Form Admin Browse screen, locate the Form Type: Company, Form Type: Contract, or Form Type: Project category, depending on the additional form you want to locate.

3.  In the Company, Contract, or Project category, locate the additional form, and click its form record to select it.

4.  In the Profile Edit screen, click the Restrictions tab.

5.  In the Restrictions view of the screen, select the Use role-based security check box to apply security to the additional form.

6.  Click the Dynamic Profile tab to return to the default view.

7.  Click Save.