Shared Service Users (Spreadsheet Server, BI Tools, and Similar)
When this applies
Your team may need a dedicated Data Warehouse login for a shared tool or server — for example:
Spreadsheet Server connecting to your Roghnu Data Warehouse
A Power BI gateway or on-prem reporting service
Another integration that needs SQL credentials tied to a portal/Okta identity
Recommended approach: dedicated email your company controls
Each Data Portal user needs a unique email address. For a shared service, use an address your organization controls and monitors.
Option A — Shared mailbox (recommended when multiple people must manage the account)
Example:
accounting@acme.com,reporting-svc@acme.comOkta invitation and sign-in emails go to that shared inbox
Your IT team decides who has access to the mailbox and credentials
Option B — Plus-tag on an existing mailbox
Example:
cfowens+spreadsheetserver@acme.comorcfowens+powerbi@acme.comMail still delivers to
cfowens@acme.com(most email providers support+tags)Useful when one owner is responsible but you want a distinct portal identity
Confirm your email provider supports plus-addressing before you rely on it
Use a clear display name so admins can tell service accounts apart in the Users list — for example Spreadsheet Server or Power BI Gateway – Service.
Step-by-step: create a service user (Spreadsheet Server example)
These steps assume you are signed in as a Company Admin at https://apps.roghnu.com.
1. Add the user
In the left menu, under Control Center, click Users.
Click Add User.
Enter:
First name / Last name: a name that identifies the service (e.g. Spreadsheet / Server)
Email: your shared mailbox or plus-tagged address (e.g.
you+spreadsheetserver@yourcompany.com)
2. Set portal and database access
Under Portal access, choose User (or another non-admin role appropriate for your policy). Service accounts typically do not need Company Admin.
Leave Include VPN access unchecked unless the service specifically requires VPN.
Turn on Provision database user and grant only what the tool needs — usually SELECT on the schemas it reads (for example
intacct). Do not grant write permissions unless the tool requires them.
Click Send invite.
The invitation email goes to the address you entered. Invitation links expire after 7 days.
3. Complete portal sign-in setup (first time)
Someone with access to that inbox must complete setup:
Open the invitation email and follow the link.
Finish Okta account setup (set the portal sign-in password and any required security factors).
Store the portal/Okta credentials in your company's password manager or secret store — not in email or shared documents.
Portal sign-in is separate from the Data Warehouse SQL password (see next step).
4. Set the Data Warehouse password
The service needs SQL credentials for Spreadsheet Server (or your tool), not just portal login.
Sign in at https://apps.roghnu.com as the service user (use a private/incognito browser window if you are already signed in as someone else).
Sign in with the service email and the password from step a. Okta may send a verification email to that same address.
Click your name (top-right) → User Settings.
Click Manage Data Warehouse Connection.
Confirm your identity with Okta (email, Okta Verify, etc.).
Note Server URL, Data Warehouse Name, and Username.
Set a New Password that meets the requirements and click Save Password.
Save the password in a secure location (password manager or your tool's secret configuration).
5. Configure your tool
Enter the connection details and Data Warehouse password in Spreadsheet Server (or your reporting tool) according to that vendor's documentation. Roghnu Support does not configure third-party tools.
Ongoing management
Task | Who | Where |
|---|---|---|
Change SQL password | Someone with access to the service user's portal login | User Settings → Manage Data Warehouse Connection (after Okta verification) |
Change database permissions (schemas, SELECT, etc.) | Company Admin | Users → edit the service user |
Disable the service | Company Admin | Users → Disable on the service user |
Re-enable the service | Company Admin | Users → edit or re-enable the user; previous VPN and database settings are retained |
Resend expired invite | Company Admin | Disable and re-create, or contact support@roghnu.com if stuck |
Email cannot be changed after the user is created. If you need a different email, create a new user, migrate the tool, then disable the old account.
What Roghnu Support can and cannot help with
We can help with
Data Portal user invite, disable, and database permission settings
Data Warehouse connectivity from User Settings (server name, username, password reset flow)
General questions about how Company Admin user management works
We cannot typically help with
Installing Spreadsheet Server, Power BI, or other third-party products
Choosing or enforcing your internal policy for shared mailboxes vs plus-tags
Recovering credentials stored only in your tool or outside the portal
For portal and database access issues: support@roghnu.com · https://support.roghnu.com
